Terms & Conditions

Introduction

These Terms & Conditions govern your use of the Conclave website (this "Site") and your engagement with Conclave for programme production services. By using the Site or engaging us for services, you agree to these Terms.

1. Definitions

• "Conclave", "we", "our", "us" — refers to the Conclave studio at 27/F, 1 Pacific Place, Admiralty, Hong Kong
• "Client", "you", "your" — the organisation or individual engaging Conclave for services
• "Services" — programme production work, including roundtable production, agenda design, and speaker liaison engagements
• "Engagement" — a specific project covered by a written scope and fee schedule
• "Materials" — agendas, run-of-show documents, briefing packs, recap packs, and other artefacts produced under an Engagement

2. Acceptance of Terms

By submitting an enquiry, signing an engagement letter, or using this Site, you confirm that you are at least 18 years old and have authority to bind your organisation. If you do not agree with any part of these Terms, do not use the Site or engage our Services.

3. Service Description

Conclave provides three engagement formats:

• Roundtable Event Production — end-to-end production for events of up to 40 attendees
• Conference Agenda Design Engagement — consulting on multi-day conference programmes
• Speaker Liaison Module — focused speaker care for in-house produced events

Each Engagement is documented in a separate written scope. The scope, fee schedule, and these Terms together form the contract between us.

4. Fees and Payment

All fees are quoted in Hong Kong Dollars (HKD) unless otherwise agreed. Listed engagement fees are:

• Roundtable Event Production — HKD 7,800 per event
• Conference Agenda Design Engagement — HKD 4,500 per engagement
• Speaker Liaison Module — HKD 980 per speaker (minimum scope per Engagement)

Venue, AV, catering, speaker honoraria, and other third-party costs are passed through at supplier cost on a separate budget line. All such costs require Client approval in writing before booking.

Payment terms are 50% on engagement letter signature and 50% within 14 days of event delivery, unless otherwise agreed in writing. Late payments may attract interest at 1.5% per month.

Conclave is not currently registered for Hong Kong VAT. Tax treatment in other jurisdictions is the Client's responsibility.

5. Cancellation and Refunds

• Client cancellation more than 30 days before the event date — 50% deposit refundable, less any committed third-party costs
• Cancellation 14–30 days before — 50% deposit retained
• Cancellation less than 14 days before — full engagement fee due, plus any committed third-party costs
• Conclave-initiated cancellation due to our breach — full refund of fees paid to date

6. Client Responsibilities

• Provide timely written approvals at agenda review milestones
• Make speakers reasonably available for rehearsal calls
• Designate one named Client contact with authority to approve decisions
• Pay agreed fees and approved third-party costs on time
• Comply with venue rules and applicable Hong Kong laws on the event day

7. Intellectual Property

Materials produced under an Engagement (agendas, briefing packs, run-of-show, recap packs) are licensed to the Client for use in connection with the specific event. Conclave retains the underlying templates, methodologies, and house formats used to produce those Materials.

Trademarks, logos, and content on this Site remain the property of Conclave or their respective owners. You may not reproduce or redistribute Site content without prior written consent.

8. Confidentiality

Producers assigned to your Engagement will sign confidentiality undertakings on request, in addition to any general firm-wide undertakings. We do not disclose Client identity, attendee lists, or session content to third parties without express written permission.

Where Engagements involve confidentiality-sensitive sessions (e.g., regulatory roundtables), Chatham House Rule or stricter terms may be agreed in the engagement letter.

9. Disclaimers

Conclave provides programme production services with reasonable skill and care. We do not warrant any specific business outcome from an event (such as new client acquisition, recruitment outcomes, or media coverage). The substantive content of sessions is the responsibility of the speakers and the Client. The Site is provided "as is" without warranty of any kind.

10. Limitation of Liability

To the maximum extent permitted by Hong Kong law, Conclave's total liability under any Engagement is capped at the engagement fee paid by the Client for that Engagement. We are not liable for indirect, consequential, or special damages including loss of profit, loss of reputation, or third-party claims.

Nothing in these Terms limits liability for fraud, wilful misconduct, or any liability that cannot be excluded under applicable law.

11. Indemnification

The Client agrees to indemnify Conclave against claims arising from session content, speaker statements, or Client-provided materials presented at events Conclave produces.

12. Force Majeure

Neither party is liable for failure to perform due to events beyond reasonable control, including typhoons, public health restrictions, government action, or venue closure. Where such events affect a scheduled programme, the parties will work in good faith to reschedule, with third-party costs to be settled at supplier policy.

13. Termination

Either party may terminate an Engagement for material breach not cured within 14 days of written notice. Sections relating to fees due, intellectual property, confidentiality, and limitation of liability survive termination.

14. Governing Law and Dispute Resolution

These Terms are governed by the laws of the Hong Kong Special Administrative Region. The parties agree to attempt informal resolution of any dispute by good-faith discussion for at least 30 days before commencing proceedings.

Where informal resolution fails, disputes shall be finally settled by arbitration administered by the Hong Kong International Arbitration Centre (HKIAC) under the HKIAC Administered Arbitration Rules in force. The seat of arbitration shall be Hong Kong; the language shall be English.

15. General Provisions

• Entire agreement — these Terms together with the engagement letter constitute the entire agreement
• Severability — if any provision is unenforceable, the remainder continues in effect
• Waiver — failure to enforce a provision does not waive it
• Assignment — neither party may assign rights without written consent of the other
• Notices — notices must be in writing, sent to the address or email on the engagement letter

16. Changes to Terms

We may update these Terms from time to time. The Last Updated date reflects the most recent revision. Continued use of the Site or Services after a change constitutes acceptance of the revised Terms.