Terms & Conditions
Clear expectations support a thoughtful planning experience. Review the terms governing our website and the general framework for working with Avana Events. Your signed Event Services Agreement establishes the specific commitments for your event.
Website and General Service Terms
Effective date: October 5, 2026
Business: Avana Events LLC, doing business as Avana Events
Business location: Chicago, Illinois + Northwest Indiana
Website: https://avanaevents.com
Contact: info@avanaevents.com
1. Purpose and Scope
These Terms and Conditions govern use of the Avana Events website and describe the general framework for our event services. “Avana Events,” “we,” “us,” and “our” refer to the business identified above. “You” refers to a website visitor, prospective client, or client, as appropriate to the provision.
Avana Events provides event management, coordination, design, décor procurement, layout design, and setup services. Specific services are established through a written agreement. Website access, an inquiry, or a consultation request does not create an event booking or authorize a purchase.
Please review these terms before using the website. Where contractual acceptance is required, the relevant terms will be presented for your affirmative agreement. If you do not agree with the terms applicable to website use, discontinue use.
2. Event Services Agreement and Order of Precedence
An event engagement is governed by the written Event Services Agreement executed by you and Avana Events, including expressly incorporated proposals, schedules, addenda, and policies (the “Event Agreement”).
The Event Agreement identifies the event, scope of work, fees, payment schedule, authorized purchases, staffing, service hours, cancellation terms, and client responsibilities. If these general terms conflict with an executed Event Agreement concerning that engagement, the Event Agreement controls, subject to applicable law.
The Refund and Cancellation Policy applies when it is expressly incorporated into the Event Agreement or otherwise validly accepted. Later website revisions do not automatically change an existing Event Agreement.
3. Inquiries, Consultations, and Booking Confirmation
An inquiry, preliminary estimate, consultation, design discussion, or availability response does not reserve our services for a particular date. Booking requirements and confirmation procedures are specified in the Event Agreement.
Any consultation fee will be disclosed before you commit to that consultation. Preliminary discussions and suggested concepts become contractual commitments only when included in the Event Agreement or an approved written amendment.
You must have legal capacity to enter a contract. If acting for an organization or another person, you must have authority to make the relevant commitments.
4. Service Scope and Approvals
“Full-service” describes the availability of integrated event services; it does not mean that every possible task, item, or vendor service is included in every engagement.
Your written scope establishes whether Avana Events will provide management, coordination, creative design, décor sourcing, procurement, layout planning, installation, setup, breakdown, or other agreed services. Deliverables, quantities, revisions, deadlines, and exclusions should be identified in that scope.
You are responsible for timely decisions and approvals needed to proceed. Avana Events will seek clarification where material instructions are incomplete or inconsistent. Changes resulting from late approvals, revised instructions, or additional requested work will be addressed through the agreed change process.
5. Budgets, Pricing, and Change Orders
Website pricing, sample packages, and illustrative arrangements are informational unless expressly offered on stated binding terms. Your proposal and Event Agreement establish final pricing, inclusions, taxes, and authorized charges.
A planning budget is not a guarantee that all desired items will be available within that amount. Supplier quotations, shipping, taxes, venue requirements, and approved changes may affect costs.
Material changes to scope, staffing, service hours, quantities, or budget must be documented and approved in accordance with the Event Agreement. Additional charges are not created merely by an updated website price list. If a pricing error is found before contracting, we will provide corrected information; an executed agreement is changed only by agreement or another lawful basis.
6. Décor Procurement, Purchases, and Rentals
Procurement is undertaken within the authority and budget granted by the Event Agreement or a written approval. The parties should identify whether Avana Events is purchasing in its own name, arranging a client purchase, or coordinating a third-party rental.
Approved orders may be subject to supplier lead times, availability, customization requirements, and disclosed return or cancellation terms. Material substitutions require the approval specified in the Event Agreement; photographs and inspiration references do not guarantee identical products.
Ownership of purchased items, responsibility for delivery, and any transfer to the client must be stated in the applicable agreement or invoice. Rental items remain the property of their owner and must be handled and returned under the rental terms. Responsibility for rental loss, damage, or late return must be established by the relevant agreement and applicable law.
Receipts, procurement charges, management fees, shipping, and other agreed costs should be identified as applicable. These website terms do not impose undisclosed markups or authorize unlimited spending.
7. Venues and Independent Vendors
Events take place at independently operated venues or other approved locations. Venue rental, access, capacity, insurance requirements, catering, alcohol service, and venue rules are governed by the relevant venue or vendor arrangements.
When Avana Events assists with sourcing or coordination, the Event Agreement should identify the contracting party and the extent of our responsibility. An introduction or recommendation does not guarantee an independent provider’s availability or performance.
Avana Events remains responsible for obligations it expressly undertakes. These terms do not eliminate responsibility for our own conduct or commitments merely because a third party participates in the event.
8. Client Information, Access, and Permissions
You must provide accurate event details, timely approvals, and information reasonably needed to perform the agreed work, including venue contacts, access windows, floor plans, measurements when available, and relevant operating restrictions.
Required venue permissions and access arrangements must be assigned to the responsible party in the Event Agreement. Layout and installation plans are subject to actual site conditions, venue approval, and applicable safety requirements. A design concept does not replace a required permit, engineering review, or venue authorization.
Notify us promptly of changes that affect performance. Please provide only necessary personal information concerning guests and other participants, and ensure you are authorized to share it.
9. Event Hours, Setup, and Additional Work
The Event Agreement specifies service hours, staffing, installation and breakdown responsibilities, and any approved overtime rates. Event delays or requested extensions may affect the scope or cost only as provided by that agreement or a subsequent approval.
Additional work beyond the agreed engagement must be addressed through the agreed authorization process. Where an immediate safety concern arises, the parties will cooperate on a reasonable response consistent with their responsibilities and applicable law.
10. Deposits, Cancellation, and Rescheduling
The Event Agreement and incorporated Refund and Cancellation Policy govern deposits, cancellation, rescheduling, and treatment of other payments.
For bookings executed more than 720 elapsed hours before the original event start time, service reservation deposit-refund eligibility requires written cancellation received before the earlier of: (a) 168 elapsed hours after the last required signature executes the Event Agreement; or (b) the point 720 elapsed hours before the original event start time. At or after that cutoff, all service reservation deposits are nonrefundable, subject to the policy’s stated exceptions and applicable law. For bookings executed 720 elapsed hours or fewer before the original event start time, all service reservation deposits are nonrefundable immediately upon execution, subject to those same exceptions.
Timestamps are recorded in America/Chicago local time, with the deadlines calculated using elapsed hours. Receipt exactly at a cutoff is not receipt before it. The full policy explains the calculation, notice procedure, exceptions, and treatment of other amounts. Deposit treatment does not automatically make every payment or unperformed service nonrefundable.
11. Intellectual Property and Event Materials
Website branding, original text, graphics, and other materials are owned by or licensed to Avana Events unless identified otherwise. You may review and retain reasonable copies for your own planning. Commercial reuse requires permission unless permitted by law.
You retain rights you hold in materials you submit and authorize their reasonable use to evaluate your inquiry and perform requested services. Provide only materials you are entitled to share. Ownership or permitted use of custom design files, layouts, and other deliverables is established in the Event Agreement.
Permission to publicly use identifiable client or guest photographs, testimonials, or event materials for marketing will be addressed separately. Sharing an inspiration image or booking an event does not by itself grant that permission.
12. Website Conduct, Privacy, and Availability
Do not misuse the website, impersonate another person, introduce malicious software, attempt unauthorized access, or materially interfere with operations. We may take reasonable action to address misuse.
The Privacy Policy explains our handling of personal information. An inquiry allows us to respond concerning requested services; it does not by itself establish consent to unrelated marketing texts or other communications requiring separate consent.
The website may be updated or temporarily unavailable. Informational content is provided without a guarantee of uninterrupted access or error-free operation. This does not alter commitments made in an executed Event Agreement.
13. Rights, Updates, and Questions
Nothing in these terms excludes liability that cannot lawfully be excluded, waives mandatory consumer protections, or excuses Avana Events from performing an executed Event Agreement. These website terms create no mandatory arbitration requirement, class-action waiver, or shortened legal claim period.
Revisions will be identified by an updated effective date. Additional notice or acceptance will be provided when required. Revisions apply prospectively and do not automatically amend existing bookings. If one provision is unenforceable, the remaining provisions continue to apply to the extent permitted by law.
Questions may be sent to info@avanaevents.com or
10081 Wicker Ave, Suite 110, St John, In 46373.