Skip to content
Legal

Terms of service

Effective May 2, 2026. By creating an account or using VenueSync, you agree to these terms.

Last updated: May 2, 2026 Effective: May 2, 2026

Please read these Terms of Service ("Terms") carefully before using VenueSync. By creating an account or using VenueSync, you agree to be bound by these Terms. If you do not agree, do not use VenueSync.

These Terms form a binding legal agreement between you (or the organization you represent) and VenueSync, Inc. ("VenueSync," "we," "our," or "us"), a Delaware corporation.

1. Definitions

"Account" means your registered user account on VenueSync.

"Content" means any text, data, files, images, documents, or other information you upload, submit, or generate within VenueSync, including event records, vendor briefs, floor plans, messages, and COI documents.

"Event" means a single event record created and managed within VenueSync (a wedding, gala, corporate event, or similar).

"Service" means the VenueSync web application, mobile application, APIs, and any related services.

"Subscription" means a paid plan (Studio, Venue, or Collection) that grants access to the Service for a billing period.

"User" means any individual who accesses the Service, including planners, venue coordinators, captains, and vendors.

"Vendor" means a User who is invited to an Event in a service-provider capacity (florist, caterer, AV technician, photographer, etc.).

"You" means the individual accepting these Terms, and if applicable, the organization on whose behalf you are accepting.

2. Eligibility and accounts

2.1 Age. You must be at least 18 years of age to create an account. By creating an account, you represent that you are 18 or older.

2.2 Business use. VenueSync is intended for professional and business use. By using VenueSync, you represent that you are using it for legitimate commercial purposes related to event coordination.

2.3 Accurate information. You agree to provide accurate, current, and complete information when creating an account and to keep that information updated. False or misleading information may result in termination of your account.

2.4 Account security. You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. Notify us immediately at security@venue-sync.com if you suspect unauthorized access.

2.5 One account per person. You may not create multiple accounts to circumvent any limitation or suspension.

3. The service

3.1 What VenueSync provides. VenueSync provides a shared event-coordination workbook for venues, planners, and vendors. Features include, but are not limited to: run-of-show timelines, per-trade vendor briefs, floor plans, per-event messaging, COI tracking, Ready Signals (milestone-based alerts), QR vendor check-in, and day-of mobile access.

3.2 Vendors are free. Vendor access to VenueSync is free. Vendors are invited by planners or venues and do not require a paid subscription to receive their brief, view the timeline, or participate in event messaging.

3.3 Service modifications. We may add, modify, or discontinue features of the Service at any time. We will provide reasonable advance notice of material changes that affect your paid subscription. For free features, changes may be made without prior notice.

3.4 Service availability. We aim for high availability but do not guarantee uninterrupted access. Scheduled maintenance will be communicated in advance where possible. We are not liable for downtime caused by events outside our reasonable control.

3.5 Beta features. We may offer features designated as "beta," "preview," or "experimental." These features are provided as-is, may not be stable, and may be discontinued without notice.

4. Subscriptions and payment

4.1 Plans. VenueSync offers the following paid plans:

  • Studio: For independent planners. $395 per year (annual pass) or $45 per event (per-event purchase, billed as a one-time charge per event).
  • Venue: For single venues. $249 per month (monthly billing) or $199 per month billed annually ($2,388 charged once per year).
  • Collection: For multi-venue groups. Custom pricing, invoiced per agreement with VenueSync.

Pricing is subject to change with 30 days' notice to existing subscribers.

4.2 Planners included at Venue/Collection events. Any planner creating or managing an event at a VenueSync venue or Collection property — where that venue holds an active Venue or Collection subscription — is granted full planner access for that event at no charge. This access is scoped to that event only and terminates when the event closes.

4.3 Auto-renewal. Studio annual and Venue subscriptions automatically renew at the end of each billing period unless cancelled at least 24 hours before the renewal date. You authorize us to charge your payment method on file for each renewal period. You will be notified by email before any annual renewal.

4.4 Price changes. We will notify you by email at least 30 days before a price increase takes effect on your subscription. Your continued use after the effective date constitutes acceptance of the new price.

4.5 Payment processing. Payments are processed by Stripe. By providing payment information, you authorize Stripe to charge your payment method per these Terms. Your payment information is governed by Stripe's privacy policy in addition to ours.

4.6 Billing disputes. If you believe a charge is incorrect, contact billing@venue-sync.com within 60 days of the charge. We will investigate and resolve billing disputes in good faith.

4.7 Taxes. Prices listed do not include applicable sales tax, GST, VAT, or other taxes, which will be added at checkout where required by law.

4.8 Refunds.

  • Studio annual: If you cancel within 14 days of your initial subscription purchase and have not created more than 3 events, you are entitled to a full refund. After 14 days, no refunds are issued.
  • Studio per-event: No refunds after an event record has been accessed by any participant.
  • Venue monthly: No refunds for partial months.
  • Venue annual: If you cancel within 14 days of your annual renewal and have not run an event in the new period, you are entitled to a prorated refund for the unused portion.
  • Collection: Refunds per the terms of your individual agreement.

4.9 Suspension for non-payment. If a payment fails and is not resolved within 14 days after our final retry attempt, we may suspend access to your account. We will notify you before suspension. Your event data will be retained for 90 days after suspension; after that period, data may be permanently deleted.

4.10 Apple App Store purchases. If you purchase a subscription through the Apple App Store, billing is managed by Apple and subject to Apple's payment terms. Refund requests for App Store purchases must be directed to Apple. We cannot process refunds for App Store purchases.

5. Your content

5.1 Ownership. You retain ownership of all Content you upload or create within VenueSync. These Terms do not transfer any intellectual property rights from you to us.

5.2 License to us. You grant VenueSync a limited, non-exclusive, worldwide, royalty-free license to host, store, transmit, and display your Content solely as necessary to provide the Service to you. This license terminates when you delete the Content or close your account, subject to retention periods.

5.3 Your responsibility. You are solely responsible for your Content and represent that:

  • You have all necessary rights to upload it
  • It does not infringe the intellectual property rights of any third party
  • It does not contain malicious code
  • It complies with our Acceptable Use Policy

5.4 Aggregated and anonymized data. We may create aggregated, anonymized data derived from usage of the Service that does not identify any individual or organization. We may use and share this data for any purpose.

6. Acceptable use

You agree to use VenueSync only for lawful purposes and in accordance with our Acceptable Use Policy, which is incorporated into these Terms by reference.

7. Intellectual property

7.1 VenueSync's IP. VenueSync and its licensors own all intellectual property rights in the Service, including the software, design, trademarks, logos, and documentation. Nothing in these Terms transfers any of those rights to you.

7.2 Limited license. Subject to your compliance with these Terms and payment of applicable fees, VenueSync grants you a limited, non-exclusive, non-transferable, revocable license to use the Service for your internal business purposes.

7.3 Restrictions. You may not:

  • Copy, modify, or create derivative works of the Service
  • Reverse engineer, decompile, or disassemble any portion of the Service
  • Sublicense or resell access to the Service
  • Remove any proprietary notices from the Service

7.4 Feedback. If you submit suggestions or feedback about the Service, you grant us a perpetual, irrevocable, royalty-free license to use that feedback for any purpose without compensation to you.

8. Privacy

Our Privacy Policy describes how we collect, use, and share your personal information and is incorporated into these Terms by reference.

9. Third-party services and integrations

The Service may integrate with or link to third-party services (for example, Google Calendar, Stripe, Twilio). Your use of those services is governed by their own terms and privacy policies. We are not responsible for the practices or content of any third-party service.

10. Confidentiality

10.1 Event data. By using VenueSync, you will have access to event data about your clients, vendors, and colleagues. You agree to handle that data in accordance with applicable law and your own privacy commitments to your clients.

10.2 Our confidentiality obligations. VenueSync will handle your Content in accordance with our Privacy Policy and Data Processing Agreement. We will not access your Content except as necessary to provide the Service, as required by law, or with your permission.

11. Disclaimers

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, VENUESYNC DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT.

WE DO NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, ERROR-FREE, OR SECURE; THAT ANY DEFECTS WILL BE CORRECTED; OR THAT THE SERVICE OR THE SERVERS THAT MAKE IT AVAILABLE ARE FREE OF VIRUSES OR OTHER HARMFUL COMPONENTS.

YOU USE THE SERVICE AT YOUR OWN RISK. VENUESYNC IS A COORDINATION TOOL; RESPONSIBILITY FOR THE OUTCOME OF YOUR EVENTS REMAINS WITH YOU.

12. Limitation of liability

TO THE FULLEST EXTENT PERMITTED BY APPLICABLE LAW, IN NO EVENT SHALL VENUESYNC, ITS OFFICERS, DIRECTORS, EMPLOYEES, AGENTS, OR LICENSORS BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES; LOSS OF PROFITS, REVENUE, DATA, GOODWILL, OR BUSINESS OPPORTUNITIES; OR DAMAGES ARISING FROM YOUR INABILITY TO ACCESS OR USE THE SERVICE, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.

OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING OUT OF OR RELATED TO THESE TERMS OR THE SERVICE SHALL NOT EXCEED THE GREATER OF (A) THE TOTAL FEES YOU PAID TO VENUESYNC IN THE 12 MONTHS PRECEDING THE CLAIM, OR (B) $100 USD.

SOME JURISDICTIONS DO NOT ALLOW THE EXCLUSION OR LIMITATION OF CERTAIN DAMAGES. IN THOSE JURISDICTIONS, OUR LIABILITY IS LIMITED TO THE MAXIMUM EXTENT PERMITTED BY LAW.

13. Indemnification

You agree to indemnify, defend, and hold harmless VenueSync and its officers, directors, employees, and agents from and against any claims, damages, losses, liabilities, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: your use of the Service; your Content; your violation of these Terms; or your violation of any applicable law or the rights of any third party.

14. Term and termination

14.1 Term. These Terms remain in effect while you have an active account or use the Service.

14.2 Termination by you. You may cancel your subscription and delete your account at any time from your account settings. Cancellation takes effect at the end of the current billing period. You will retain access until then.

14.3 Termination by us. We may suspend or terminate your account, with or without notice, if:

  • You materially breach these Terms and fail to cure within 10 days of written notice
  • You engage in conduct we reasonably determine to be harmful to the Service or other users
  • We are required to do so by law
  • You have not used your account in 24 consecutive months

14.4 Effect of termination. On termination, your license to use the Service ends immediately. Your Content is retained for 90 days and then permanently deleted. Provisions that by their nature should survive — including limitations of liability, indemnification, and governing law — will survive termination.

15. Governing law and disputes

15.1 Governing law. These Terms are governed by the laws of the State of Delaware, without regard to conflict of law principles.

15.2 Informal resolution. Before initiating any formal dispute, you agree to contact us at legal@venue-sync.com to attempt informal resolution. We will respond within 30 days.

15.3 Arbitration. PLEASE READ THIS CAREFULLY — IT AFFECTS YOUR LEGAL RIGHTS.

If we cannot resolve a dispute informally, you and VenueSync agree to resolve any dispute arising out of or related to these Terms or the Service through binding individual arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules. Arbitration will take place in Fort Lauderdale, Florida. YOU AND VENUESYNC WAIVE THE RIGHT TO A JURY TRIAL AND TO PARTICIPATE IN A CLASS ACTION.

15.4 Small claims. Either party may bring an individual claim in small claims court in lieu of arbitration, if the claim qualifies.

15.5 Exceptions. The arbitration provision does not apply to claims for intellectual property infringement, injunctive relief, or any other claim that cannot be arbitrated under applicable law.

15.6 EU/UK residents. If you are a consumer resident in the EU or UK, mandatory consumer protection laws of your country of residence apply, and you may bring claims in the courts of your country of residence. The EU Online Dispute Resolution platform is available at https://ec.europa.eu/consumers/odr.

16. General provisions

16.1 Entire agreement. These Terms, the Privacy Policy, the Acceptable Use Policy, and any applicable Data Processing Agreement constitute the entire agreement between you and VenueSync regarding the Service.

16.2 Severability. If any provision of these Terms is found unenforceable, the remaining provisions remain in full force.

16.3 Waiver. Our failure to enforce any provision of these Terms does not constitute a waiver of our right to enforce it in the future.

16.4 Assignment. You may not assign these Terms without our written consent. We may assign these Terms in connection with a merger, acquisition, or sale of substantially all our assets, with notice to you.

16.5 Force majeure. Neither party is liable for any failure to perform due to causes beyond their reasonable control, including natural disasters, government actions, internet outages, or pandemics.

16.6 Notices. Notices from VenueSync to you will be sent to the email address on your account. Notices from you to VenueSync should be sent to legal@venue-sync.com.

16.7 Updates to Terms. We may update these Terms from time to time. For material changes, we will provide at least 30 days' notice by email or in-app notification. Your continued use after the effective date constitutes acceptance.

Questions about these Terms? Contact us at legal@venue-sync.com.