Terms of Service

1 Services & Scope of Work

GM Events Azerbaijan LLC ("Company", "we", "us") provides the following services to corporate and private clients ("Client", "you"):

• Corporate and B2B event production and management
• Exhibition stand design and construction
• Equipment rental (AV, IT, furniture, lighting, tents, stage, generators, etc.)
• Print & promotional materials production
• Accreditation & registration systems
• Stage and truss construction
• Special effects and entertainment

All services are provided in accordance with the signed service agreement or confirmed written quotation. These Terms of Service apply to all inquiries, quotations, and service agreements unless a separate contract states otherwise.

2 Response Time & Communication SLA

We are committed to responding quickly to all client inquiries. The following response time guarantees apply:

2.1 — What "Response" Means

A "response" is defined as an acknowledgment of your inquiry with confirmation that we have received your request and a timeline for the full proposal or answer. It does not mean a completed, itemized quote — those are delivered within the proposal timeframes below.

2.2 — Proposal & Quote Timeframes

• Equipment rental quotes: Full itemized quote within 15–30 minutes during business hours
• Event production proposals: Detailed proposal within 24 hours of initial brief
• Exhibition stand concepts: 3D concept + fixed-price quote within 48 hours
• Complex multi-service projects: Up to 72 hours for comprehensive proposals

2.3 — SLA Guarantee

For contracted clients (with a signed SLA agreement), the following terms are formalized in writing with penalty clauses:

• Response to critical on-site issues during an event: within 30 minutes
• Equipment replacement during an event: within 2 hours, at no additional charge
• Project manager availability during event days: 07:00–23:00

3 Quotation & Proposal

All quotes and proposals provided by GM Events are:

• Fixed-price: The quoted price is the final price. No hidden fees, no surprise charges.
• Valid for 7 days from the date of issue unless stated otherwise.
• Itemized: Every line item is listed separately — equipment, labor, delivery, setup, VAT.
• Non-binding until signed: A proposal does not constitute a booking. Booking is confirmed upon receipt of deposit.

Scope changes requested after a proposal is accepted may result in a revised quote. We will always notify the Client of any cost impact before proceeding.

4 Booking & Payment

• Deposit: 30–50% deposit required to confirm booking and reserve dates.
• Balance: Remaining balance due 3–5 business days before event date (or per contract terms).
• Payment methods: Bank transfer, corporate invoice. Cash accepted for amounts under 1,000 AZN.
• Currency: All prices quoted in AZN (Azerbaijani Manat) unless a USD/EUR contract is agreed in writing.
• VAT: Applicable VAT (18%) is included in all quoted prices unless the proposal explicitly states "ex-VAT".

5 Cancellation & Refund Policy

• More than 30 days before event: Full deposit refund.
• 15–30 days before event: 50% of deposit refunded.
• 7–14 days before event: 25% of deposit refunded.
• Less than 7 days before event: No refund. All direct costs already incurred are billable.

Cancellations must be submitted in writing (email or WhatsApp with confirmation) to info@gmevents.az. The cancellation date is the date we receive and confirm receipt of the notice.

6 Delivery, Setup & Logistics

• Delivery within Baku city limits is included in most packages. Out-of-city delivery is quoted separately.
• Client must ensure venue access is available at the agreed setup time.
• GM Events is not responsible for delays caused by venue restrictions, third-party contractors, or client-side delays in approvals.
• Post-event teardown and collection is included unless stated otherwise.

7 Equipment Rental Terms

• Equipment is rented for the agreed rental period. Extension requires prior written confirmation and additional payment.
• Client is responsible for damage to equipment caused by misuse, neglect, or unauthorized modification during the rental period.
• Normal wear and tear is covered by GM Events. Accidental damage insurance is available as an add-on.
• Lost or stolen equipment will be charged at full replacement value.
• All electrical equipment must be operated by qualified personnel. GM Events technicians are available for all AV, LED, lighting, and generator setups.

8 Liability & Insurance

GM Events Azerbaijan holds:

• General Liability Insurance for all events we produce or supply equipment to.
• Equipment certification for AV, electrical, and structural elements.
• Professional Indemnity Insurance for project management services.

GM Events' maximum liability for any claim is limited to the total value of the service agreement for the relevant event. We are not liable for indirect or consequential losses, including lost revenue or reputational damage.

9 Intellectual Property

All creative work produced by GM Events (3D designs, concepts, branding applications, renders) remains the property of GM Events until full payment is received. Upon full payment, the Client receives an unlimited license to use the deliverables for the intended event purpose.

GM Events reserves the right to use event photos and case studies for portfolio and marketing purposes unless the Client requests confidentiality in writing.

10 Privacy & Data

We collect and store only the personal data necessary to provide our services (name, contact details, event requirements). Data is stored securely and is never sold to third parties. Clients may request deletion of their data at any time by contacting info@gmevents.az.

11 Governing Law

These Terms of Service are governed by the laws of the Republic of Azerbaijan. Any disputes shall be resolved through negotiation first; failing that, through the competent courts of Baku, Azerbaijan.

12 Contact & Disputes