Event Organiser Briefing Note

1. Booking Confirmation

• Event date shall be blocked only after written confirmation and receipt of agreed advance payment.
• Tentative discussions shall not be treated as confirmed bookings.
• Dates are allotted on a first-confirmed basis.

2. Commercial Terms

• 50% advance payment is mandatory to confirm the event.
• Remaining balance must be cleared before commencement of the session/program.
• Applicable GST, TDS, international transfer charges, currency conversion charges, and taxes shall be borne by the organiser unless agreed otherwise in writing.
• Delayed payments may impact future booking approvals.

3. Cancellation & Rescheduling

• Advance payment is non-refundable.
• Rescheduling requests shall be subject to date availability.
• Any cancellation or postponement must be communicated officially in writing.
• Emergency situations shall be handled through mutual coordination.

4. Domestic & International Travel, Stay & Hospitality

The organiser shall arrange:

• Flight tickets as mutually agreed
• Visa support/documentation for international events where required
• Comfortable hotel accommodation
• Airport pickup and drop
• Local transportation
• Green room/basic refreshments before the session

All travel and hospitality arrangements must be shared in advance with the coordination team.

5. Venue & Technical Requirements

Organiser must ensure:

• Professional sound system
• Cordless handheld microphone
• LED screen/projector setup (if required)
• Proper stage lighting
• Stable electricity backup
• Technical support staff available throughout the event
• Proper seating and audience management

Poor technical arrangements may directly affect session quality.

6. Audience & Event Management

• Organiser shall be responsible for crowd discipline, venue management, and overall audience coordination.
• Safe and professional event environment is mandatory.
• Any serious disruption, unsafe condition, or misconduct may lead to pause or termination of the session if necessary.

7. Promotion & Marketing Responsibility

• Organiser agrees to actively promote the event through available channels including social media, posters, banners, emailers, institution communication, and digital campaigns.
• Official creatives/logos shared by Sajan Shah Foundation should be used wherever possible.
• Any independently designed promotional material using Sajan Shah’s name/image must be approved before release.

8. Branding & Visibility

Organiser shall provide:

• Proper branding visibility on stage
• Correct name and designation in all promotions
• Stage backdrop/logo placement where applicable
• Professional event presentation standards

9. Media, Photography & Recording Rights

• Photos and short video clips captured during the event may be used by Sajan Shah Foundation for branding and promotional purposes globally.
• Full session recording, broadcasting, resale, redistribution, or commercial usage requires prior written approval.
• Official media team of Sajan Shah Foundation should receive reasonable access for content capture.

10. Content Ownership & Intellectual Property

• All session frameworks, activities, concepts, training models, and presentation content remain intellectual property of Sajan Shah Foundation.
• Unauthorized reproduction, redistribution, training reuse, or commercial adaptation is strictly prohibited.

11. Event Inputs & Coordination

Organiser must share the following minimum 5-7 days before the event:

• Audience profile
• Age group/category
• Expected audience strength
• Event objective
• Agenda flow
• Language preference
• Session expectations

This helps customise the delivery effectively.

12. Speaker Positioning & Exclusivity

• No conflicting motivational or keynote session should be scheduled simultaneously or immediately adjacent without prior discussion.
• Stage flow and positioning should maintain professional session value.

13. Legal & Compliance Responsibility

• Organiser shall obtain all venue permissions, operational approvals, insurance requirements, and legal compliances required for conducting the event.
• For international programs, organiser shall ensure compliance with local country/event regulations.
• Sajan Shah Foundation shall not be held liable for venue-side operational or legal issues.

14. Force Majeure

Neither party shall be held responsible for delays or cancellations caused due to:

• Natural disasters
• Government restrictions
• Public emergencies
• Pandemic situations
• Political instability
• Visa/travel restrictions
• Strikes or unforeseen circumstances beyond control

15. Final Acceptance

Proceeding with booking confirmation, advance payment, or official event communication shall be treated as acceptance of all terms mentioned in this briefing note.