Terms & Conditions
Our standard engagement terms. The detail that protects you, us and the event.
1. The parties
These terms apply between Ultivex Events Sdn Bhd (Company No. 1592384-K) and any person or company engaging Ultivex to provide event design, production or advisory services. Specific event terms may be added in a signed engagement letter, which takes precedence over these general terms where they conflict.
2. Quotations and proposals
Quotations are valid for 30 days from the date of issue and are based on the brief shared with us at the time. Material changes to the brief — date, scale, location, scope — will be reflected in a revised quotation before work continues.
3. Engagement and deposit
An engagement is considered booked when a signed engagement letter is returned to us together with the 30 percent retainer payment. The retainer secures the event date and unlocks creative development. Production work begins on receipt of cleared funds.
4. Payment schedule
Unless otherwise agreed in the engagement letter, the standard payment schedule is: 30 percent retainer on booking, 40 percent at production lock (typically four weeks before event date), 30 percent balance due 14 days before the event. Late payments may pause production and shift event delivery dates.
5. Cancellation and postponement
Cancellation refunds are sliding by lead time: more than 90 days before the event, 70 percent of paid funds are refundable; 60–90 days, 40 percent; 30–60 days, 20 percent; under 30 days, no refund. Postponement to a new date within nine months of the original is offered at no penalty if the new date can be accommodated by our schedule.
6. Suppliers and third parties
Where we engage suppliers on your behalf — venues, caterers, lighting houses, floral, broadcast — those suppliers contract with you directly and we manage the relationship on your behalf. Supplier invoices are passed through to you at cost. We disclose all margins applied to supplier work in our proposal.
7. Force majeure
Neither party is liable for delays or non-performance arising from events outside reasonable control, including natural disaster, government order, public-health restriction or major civil disruption. Where force majeure prevents the event proceeding, we will work with you to postpone or partially refund based on costs already committed.
8. Intellectual property
Creative concepts, run-of-show documents, design files and other materials developed in the course of producing your event remain Ultivex intellectual property until full payment is received, at which point licensed-use rights for the agreed event purpose transfer to you. We retain the right to use anonymised post-event content for our portfolio unless the engagement letter explicitly opts out.
9. Confidentiality
We treat all client information shared with us in connection with an engagement as confidential. We will sign an NDA on request, and we sign one as standard for all private commissions. Suppliers we engage on your behalf are bound by equivalent terms in our supplier agreements.
10. Liability
Our maximum aggregate liability for any claim arising from an engagement is limited to the total fees paid by you to Ultivex for that engagement. We carry public liability insurance of RM 5 million per incident.
11. Governing law
These terms are governed by Malaysian law. Disputes which cannot be resolved by good-faith discussion within 30 days will be referred to the Kuala Lumpur Regional Centre for Arbitration.
12. Contact
For questions about these terms please write to [email protected].