At Lumi Events, we provide event management, planning, design and execution services to our clients and these Lumi Terms and Conditions apply to all of our work. In accepting a proposal, paying a deposit or signing an Event Management Agreement, you agree to these Terms and Conditions in full, together with your customized proposal and any formal agreement, supersede all prior representations, agreements, whether written or oral.
We deliver Premium Event Management Services to Corporate Events, Luxury Weddings and Social Celebrations. We work within a four-stage process of Expert Consultation, Strategic Planning, Flawless Execution and the Unforgettable Celebration. Our written proposal will clearly set out a detailed scope of work including deliverables, timelines and key logistics. All work not specified in the approved written proposal is outside of the scope of work and may incur additional charges or be the subject of a separate agreement.
Following the first meeting, we shall provide you with the full event proposal together with a suggested budget. The event proposal shall be valid for fourteen (14) days from date of issue. After fourteen (14) days the company may be required to revise Lumi Terms and Conditions including pricing in addition to availability of dates previously suggested. Provision of a signed copy of the proposal (Event Management Agreement) together with payment of the initial non-returnable deposit will form a binding contract to book your event. We will not hold any dates, attempt to book any venues or begin the planning of your event until we have received both of the above documents.
A critical component of successful event management are payment schedules and financial transparency. Unless otherwise agreed to by both parties in writing, The Client will adhere to the following payment terms for The Event:
Initial Deposit: A non-refundable deposit of 50% of the Total Event Fee as outlined in the proposed contract is to be paid upon signing of the Agreement. This booking fee will secure the Client’s date with Lumi Events.
Interim Payment: Twenty-five % (25%) of the Total Event Fee shall be paid sixty (60) days prior to the client’s event date.
The balance of twenty-five percent (25%) plus any outstanding charges will be due in full fourteen (14) days prior to the Event date.
Late Payment Charges: Invoices not paid by their respective payment due dates shall accrue late payment charges of two percent (2%) per month on all outstanding charges. Lumi Events will suspend all event planning activities and/or cease providing all services until all outstanding monies are paid in full.
Currency and Taxes: Prices are quoted in Kenyan Shillings (KES) or USD as specified in the proposal. All fees charged are non inclusive of Value Added Tax (VAT) and any other government taxes or levies which are required to be charged by law at the time and will be added to the total invoice amount as and when due.
To deliver the Services provided by the Company, Client must and shall act always and in all cases cooperate fully with and follow the instructions of the Company, and specifically:
Appoint a ‘Client Representative’ – This person will be the ultimate decision maker for the client. They will approve budgets, approve design concepts and be the sole point of contact between the client and the company.
The Client shall provide to the Company complete accurate and timely information in relation to the following matters: (i) the Event Objectives of the Services; (ii) guest demographics for the Services; (iii) any and all special requirements of the Client and/or the Event; (iv) information relating to the dietary requirements of guests attending the Event.
The Client is required to meet fixed dates for the approval of all required details in respect to the Services, and for the due and timely payment of all monies. By failing to provide such approvals in time, events may be delayed and additional costs incurred. The Client will also risk not being able to book out favored vendors or obtain required items.
Client shall at all times have available sufficient funds to meet its payment obligations hereunder.
The Client shall be responsible for the conduct, safety and behavior of its guests, attendees and invitees at the Event.
Unless otherwise specified in writing by Lumi Events, obtain and keep in force such specialized permits, licenses and/or insurance as may be required by law or necessary in respect of client led activities.
We will use all due skill, care, and diligence in the provision of the Services in accordance with the Lumi Terms and Conditions of this agreement, and we will use our experience and expertise, together with our vendors and creative resources to meet your objectives. We cannot guarantee however that you will be satisfied with the artistic/ stylistic/aesthetic elements of the event, once approved as part of the event planning.
The Company shall be entitled to assign personnel, event managers or on-site co-ordinators as it thinks fit; provided that such personnel have the necessary qualifications and experience to provide the Services.
Our events are crafted to deliver on our Clients’ visions, but also acknowledge that the vision can evolve over the planning process. Significant changes to any of the above to the scope of work, event design, number of guests or event logistics would need to be requested in writing and the Company would then supply a revised cost plan and timeline for the Clients approval. Note that Clients requesting changes to events twenty one (21) days pre-Event and for which immediate action is required will be treated on a best endeavors basis and may be subject to an charged accelerated ‘rush’ fee on any additional work required of up to twenty percent (20%) to that additional work supply.
Lumi Events is a highly organized and well coordinated full service event production company, and as such, the time, effort and cost of reserving and planning high profile events far outweighs any consideration for event date changes. For this reason, Lumi Events strictly adheres to the following cancellation policy, and any notice of cancellation must be provided in writing.
Cancel more than 90 days prior to the Event: Client will lose initial non-refundable deposit. Any additional funds paid by Client will be fully refunded, minus out going non-reimbursable costs for 3rd party vendors.
60 – 89 days prior to the Event: Fifty percent (50%) of the Total Event Fee plus any non-recoverable costs paid to outside vendors for their services.
Cancellation between 30 and 59 days prior to the Event: The Client shall be responsible for seventy-five percent (75%) of the Total Event Fee plus any non-recoverable costs that Lumi Events has incurred and paid to outside vendors on behalf of the Client.
Cancellation within less than 30 days prior to the Event: Client shall pay 100% of the Total Event Fee.
Postponement: It is Lumi Events’ intention to honor the reservation of dates and assist the Client in rearranging their high profile events to a different date. We shall use all reasonable endeavors to meet Client’s alternative Event dates, provided that space and peak date talent are available.
A Postponement Fee equal to 10% of the total contracted fees shall apply for the Event to cover administrative changes to fulfill the alternative booking. In circumstances where Lumi Events is booked on alternative dates and is unable to facilitate the re-scheduled Event, postponement will be deemed a cancellation and be subject to the Lumi Terms and Conditions set out for cancellations.
Our liability for Third Parties: Lumi Events will carry out thorough research of Third-Party Vendors that we recommend to Clients, however we are not a party to the contract between a Client and a Third-Party Vendor or venue and shall not be liable for any breach of contract by a Third-Party Vendor or at a venue, or for any negligence by a Third-Party Vendor or at a venue, or for any reason for any failure by a Third-Party Vendor or at a venue to discharge their obligations, or for any damage or loss howsoever caused by a Third-Party Vendor or at a venue.
Vendor Substitution: We will advise you forthwith and use all reasonable efforts to source an alternative supplier of similar description and quality should a supplier (who has been booked on your behalf) become unavailable due to circumstances outside of our control.
The safety of all attendees, Lumi Events staff and all contractors (collectively referred to as ‘vendors’) is of utmost importance to us. The Client must at all times comply with the health and safety regulations of the selected venue where the Event will take place, as well as all the relevant local health and safety authorities in Kenya.
Security: For very large corporate events or high-end social events Lumi Events may request the services of a security company and this would be charged to the Client.
Lumi Events, the venue management and the event security have the right to refuse entry to any guest, to evict any guest or to deny any service to any guest who is aggressive, intoxicated, disrupting the event in any way or who in any way poses a threat to the safety of all attendees, staff and vendors.
Event Suspension: In extreme circumstances (for example severe health and safety issue, structural failure, extreme weather conditions or imminent threat) Lumi Events reserves the right to suspend, stop or abandon the Event and (subject to Clause 10) shall not accept any liability for any direct or indirect financial loss or similar and for any damage to business or reputation which Lumi Events or the Venue or its staff shall suffer as a result.
The Intellectual Property contained within the various drafts of conceptual designs, mood boards and proposals developed by Lumi Events remain the sole property of the Company and are intended to be used strictly for the purposes of the proposed Event. Any use (copying, reproduction etc.) of said IP by any third party including other event agencies, shall require prior written approval from Lumi Events.
Except where prior written approval has been granted by Lumi Events in writing, photographs, video footage and testimonial information gathered by the team from the Client and attendees at the Event may be used by the Company for purposes of advertising, promotion and marketing across the Companies’ web site, social media platforms, published brochures and all other marketing materials, as Lumi Events sees fit.
Where possible the company will concentrate on showcasing aspects of the Event’s decor, ambiance and setting and avoid use of photographs showing individual attendees unless specifically granted prior written approval by said attendees to do so.
In our work with Lumi Events, we may have access to sensitive information pertaining to a client’s company, including financial information, a private guest list and other sensitive information. Lumi Events maintains such information in strictest confidence.
Non-Disclosure: The Company agrees not to disclose to any person any and all proprietary and confidential information relating to the Client’s business and affairs and any and all personal data to which the Company has access in connection with the Event, except as required for the proper implementation and delivery of the Event (for example: distribution of guest lists to security at venues; advise to caterers with respect to guests’ dietary requirements and preferences).
Data Protection Compliance: We process personal information given to us by the Client in accordance with the Data Protection Act No. 29 of 2019 of Kenya. The Client affirms that it has the legal right to include information about individuals on its lists and to share such information and obtain such information from the Company as is necessary for the organization and staging of an event.
For all actions or claims brought by you in connection with these Lumi Terms and Conditions, to the extent permitted by law, Lumi Events’ liability is strictly limited.
Cap on Liability: For breach of contractual obligation (including gross negligence), failure to act (including failure to meet schedule) the maximum aggregate liability of Lumi Events is limited to the actual total planning and management fee received from the Client.
Lumi Events is not responsible for any indirect, consequential, special or punitive loss, including without limitation loss of profit, business reputation, contracts issued, breakdown in relations with parties involved or anticipated savings.
Indemnification by Client: The Client shall at all times and in all circumstances fully indemnify and hold harmless Lumi Events and its directors and employees from and against any and all claims, demands, liabilities, losses, costs, expenses and/or damages (including, without limitation, direct or indirect or consequential damages and/or legal fees and/or disbursements on a solicitor and client basis) which may arise from or as a result of any failure by the Client to comply with the Lumi Terms and Conditions of this agreement, the negligence or default on the part of the Client or its guests, or any damage to venue property or assets caused by the attendees of the Client’s event.
This Agreement shall not be interpreted or apply to prevent Lumi Events from avoiding liability in circumstances outside of its reasonable control. Events outside of the Company’s control (Force Majeure Events) which may impact on the holding of an Event (such as: Acts of God, earthquakes, extreme weather, floods, global / regional pandemics and / or epidemics, government imposed lockdowns, strikes and industrial action, civil unrest, terrorism, war, major failure of power, and sudden closure of chosen venue) shall not give rise to a breach of this Agreement by Lumi Events nor entitle the Client to cancel an Event or claim refund of any amount already paid as deposit or otherwise to persons and organizations and for things and services (e.g. venues and caterers and audio-visual suppliers and photographers etc) and for work and expenses incurred by the Company in planning an Event. In cases of Force Majeure, the Company shall work with the Client to hold the Event at another time or in alternative format.
Engaging Lumi Events indicates you have read, understand, and agree to be bound by the terms and conditions outlined in this document in full. We suggest clients retain a copy of the Lumi Terms and Conditions We look forward to a successful partnership with you and creating your ultimate legacy event.
All notices, requests and other communications to be given or made by either Party under these Lumi Terms and Conditionsshall be in writing and shall be delivered to the registered address of the other Party or to such other address or email address as the other Party may from time to time specify to the sending Party during the initial consultation.
Lumi Events is committed to good communication and respond within 24/48 hours to all inquiries from Clients. Please note however that this response time may vary over event execution weekends and on public holidays in Kenya.
Emergency Contact: In the weeks leading up to the event, the Client shall be provided with an emergency contact number for after hours communications for urgent issues regarding the immediate execution of the Event.
For those additional peace of mind, Lumi Events maintains professional indemnity and general liability insurance for its business; the Client, the Client’s guests, and high risk activities are left to the Client to obtain an independent policy.
Event Cancellation Insurance: We recommend clients obtain comprehensive Event Cancellation Insurance, to protect their investment in case of cancellation caused by unforeseen circumstances such as extreme weather, illness or a failure by the venue.
Specialized Insurance: Events that include high risk activities, special entertainment (e.g. fireworks, aerial performances) and high value items (e.g. paintings, jewelry) of exceptional value are to be covered by the Client under a policy specifically written to cover such risks. Lumi Events will not accept any liability for any loss, damage or injury that may occur as a result of such uninsured activities.
At Lumi Events we strive to provide a safe working environment for all our staff, event coordinators, suppliers, partners and contractors including hired staff from outside agencies, for all events – always respecting all individuals within it and expecting the same in return. We do not condone any form of harassment, abuse or discrimination of any kind and expect this policy to be adhered to by all parties involved at all times.
Client Conduct: Client shall conduct themselves in the best possible manner at all times when interacting with Lumi Events staff and other third party vendors.
Guest Conduct: The behavior of the Client’s guests at the Event is the responsibility of the Client. Verbal or physical abuse, threats of discrimination or any other highly abusive or inappropriate behavior or conduct by the Client, his/her guests or invitees towards Lumi Events staff or third party suppliers shall enable Lumi Events to withdraw all staff and vendors from the Event forthwith and no refund of any fees shall be made. The Client shall remain responsible to pay the Total Event Fee in full.
Questions about the Lumi Terms and Conditionsabove or need more information before you can book an event, get in touch with us at the following official channels.
Lumi Events Headquarters, Westlands Commercial District, Nairobi, Kenya.
Email: legal@lumievents.co.ke
Phone: +254708015260