Customer Terms and Conditions

“Booking” means a confirmed reservation, engagement or order for Vendor or Venue Services made through EVRA. “Booking Request” means a request that remains subject to acceptance or confirmation.

“Concierge Service” means optional enhanced event-sourcing, planning, negotiation or booking support provided by EVRA.

“Customer”, “you” or “your” means the company, organisation or business using EVRA and includes an authorised employee or representative acting on its behalf.

“Event” means the event, gathering, activity, meeting or other occasion for which Services are requested or booked.

“Platform” means EVRA’s website, software, applications, payment functionality, communication tools and related technology available through www.evra.ie.

“Platform Fee” means a fee charged by EVRA to the Customer for EVRA’s platform and booking services.

“RFP” means a Request for Proposal or similar enquiry submitted through EVRA.

“Services” means venues, catering, food and drink, entertainment, team building, wellness, training, speakers, production, event services and related corporate-event services.

“Vendor” means an independent supplier or service provider offering Services through EVRA. “Venue” means a hotel, restaurant, bar, dedicated event venue, meeting space, activity venue or other event location. References to a Vendor may include a Venue where appropriate.

EVRA operates a business-to-business platform enabling Customers to discover, compare, enquire about, request proposals from, book and pay Vendors and Venues for company events and related Services.

EVRA may provide sourcing tools, RFP functionality, messaging, quotes and offers, payment processing, consolidated invoicing, recommendations, Concierge Services, booking administration and customer support.

Unless expressly stated otherwise for a particular Service, the Vendor or Venue is the supplier of the underlying Services. EVRA facilitates discovery, communications, booking administration and payment.

When a Booking is confirmed, the Customer enters into an agreement with the relevant Vendor for the Services described in the Booking. Vendors are independent businesses responsible for delivery, quality, safety, legality and performance of their Services.

EVRA may administer payments, refunds, disputes, customer support and other elements of a Booking in accordance with these Terms.

You warrant that you are acting in the course of business, are at least 18 years old, are authorised to act for the relevant Customer, have authority to make Bookings and incur the relevant expenditure, and will provide accurate information.

Your organisation is responsible for actions taken through accounts created or authorised on its behalf.

Where an account is required, you must provide accurate information, protect login credentials, control access and notify EVRA promptly of suspected unauthorised use.

Customers may add colleagues or team members where the Platform permits. Account administrators may have access to Booking, expenditure, invoice and team information associated with their organisation.

You may use EVRA only for legitimate business purposes. You must not make fraudulent or speculative Bookings; interfere with the Platform; upload malicious code; scrape Platform data without permission; impersonate others; misuse Vendor information; gain unauthorised access; or use EVRA unlawfully.

Listings may include descriptions, photographs, prices, inclusions, location, capacity, availability, experience, reviews and verification information. Much of this information is supplied by Vendors.

Vendors are required to keep information accurate, but EVRA cannot guarantee that every item of Vendor-supplied information will always be complete or error-free. EVRA verification is not a guarantee of a particular Service or outcome.

Customers may submit enquiries or RFPs to one or more Vendors. Information in an RFP may be shared with relevant Vendors so they can respond.

Submitting an RFP does not create a Booking. EVRA does not guarantee that every Vendor will respond or that a suitable proposal will be received.

Vendors may submit quotes or custom offers through EVRA showing Services, quantities, prices, VAT, additional charges and relevant conditions. Customers must review them carefully before acceptance.

Acceptance may create a Booking once the applicable Platform confirmation and payment requirements are completed.

Some Services may be booked immediately; others require Vendor acceptance. A Booking Request is not confirmed until the Platform records it as confirmed.

Where card details are supplied for a Booking Request, payment will not be taken until the Vendor accepts the Booking Request, except where checkout clearly provides otherwise for a deposit or other approved arrangement.

Customers must promptly review confirmation details and notify EVRA of obvious errors.

A confirmed Booking creates a contractual commitment between the Customer and the relevant Vendor for the Vendor Services.

The contract comprises the confirmed Booking, Services and prices, relevant Vendor or Venue conditions disclosed before confirmation, applicable EVRA cancellation rules, and these Terms insofar as they relate to the Booking.

EVRA expects Vendors to provide Customers with prices no less favourable than those ordinarily available directly to comparable corporate customers for substantially equivalent Services, subject to genuine differences in scope, date, quantity, location, promotional pricing or other material conditions.

Unless expressly stated otherwise, EVRA fees are separate from the underlying Vendor price.

EVRA may charge a Platform Fee displayed before confirmation. Unless another rate is expressly shown, EVRA’s standard Platform Fee may be 5% of the underlying Vendor Service value excluding Vendor VAT.

VAT is applied to the Platform Fee at the applicable rate. The checkout will show applicable fees before the Customer commits to payment.

Where selected, the Concierge Service may include sourcing, developing options, contacting suppliers, managing proposals, assisting with negotiation and coordinating Bookings.

Unless another rate is expressly shown, EVRA’s standard Concierge Fee may be 5% of the underlying Vendor Service value excluding Vendor VAT, plus VAT at the applicable rate. The fee becomes payable where the relevant Booking is confirmed unless otherwise agreed.

A Booking may include travel, delivery, staffing, equipment hire, service, card-processing or other event-specific charges. Known charges will be displayed or communicated before confirmation. Material additional charges arising afterwards require Customer approval.

Vendor Services may be subject to different VAT rates depending on the Service and Vendor VAT status. EVRA’s own fees are subject to VAT at the applicable rate, so an invoice may contain multiple VAT rates.

Customers must provide accurate billing and VAT information.

Card payments may be processed through Stripe or another provider appointed by EVRA. Payment information may be provided directly to the payment provider.

A card may be authorised when a Booking Request is made and charged once accepted, where supported. Customers authorise EVRA and its payment provider to collect amounts properly due under a Booking.

Approved business Customers may be permitted to pay by invoice or through an EVRA credit facility, subject to approval, credit checks, spending limits, payment terms, transaction charges or other credit conditions.

Customers must pay invoices by the stated due date. EVRA may suspend invoice facilities where payments become overdue or credit risk materially changes.

For certain larger Venue or Event Bookings, EVRA may permit or arrange for the Customer to settle part or all of the Venue amount directly with the Venue. This will be made clear to the Customer.

An authorised direct Venue payment remains an EVRA-sourced Booking and any applicable EVRA fees remain payable. Customers must not move a Booking off-platform without EVRA approval.

Certain Vendors or Venues may require deposits or staged payments. The amount and schedule will be communicated before confirmation. Failure to make a required payment may result in cancellation where permitted by the applicable terms.

Material changes should be submitted through EVRA and may include attendee numbers, timings, location, quantities or additional Services. A change is not binding until accepted by the relevant parties.

Approved additional Services may result in an amended Booking, custom order or additional invoice.

Each Booking is subject to the cancellation terms displayed or communicated before confirmation.

Where the applicable EVRA policy provides for it, a Customer may cancel within 24 hours of Booking confirmation provided the Event is more than 48 hours away, subject to the conditions of that policy.

After any applicable cooling-off period, refund entitlement depends on the cancellation policy applicable to the Booking.

If a Vendor cancels, EVRA will notify the Customer as soon as reasonably practicable and may attempt to source an appropriate alternative, offer alternatives, arrange an appropriate refund or agree another solution.

EVRA cannot guarantee that an equivalent replacement will always be available. If a replacement costs more, the Customer will be informed before accepting it.

Refund eligibility depends on the applicable cancellation policy, who cancelled, whether Services were delivered, whether a material failure occurred and other Booking terms.

EVRA may administer refunds on behalf of Vendors and may request evidence. Refunds will normally be returned to the original payment method unless otherwise agreed.

Where a confirmed Vendor is unexpectedly unable to fulfil a Booking, EVRA will, where reasonably possible, attempt to identify suitable alternatives, subject to availability, location, timing, price, Event requirements and Customer approval.

A Customer will not be required to accept a materially different substitute without agreement.

Customers must provide accurate Event information, ensure Vendor access, obtain required permissions, provide reasonably safe conditions and agreed facilities, and comply with reasonable Vendor and Venue rules.

Customers are responsible for damage caused by them or their attendees where they would ordinarily be legally responsible.

Customers should disclose material accessibility, access, power, security, timing, health and safety or equipment requirements before Booking. A request is not guaranteed unless accepted by the Vendor.

Customers must provide accurate dietary and allergen information where relevant. Food Vendors remain responsible for applicable food-safety and allergen obligations. Serious allergy requirements should be communicated clearly through the Booking.

Where alcohol is included, the relevant Vendor or Venue is responsible for applicable licensing obligations. Customers and attendees must comply with lawful Venue rules and Vendors or Venues may refuse service where legally required or reasonably necessary.

Venue Bookings may be subject to additional rules disclosed before confirmation, including capacity, access, minimum spend, catering, external suppliers, alcohol, opening hours, noise, damage deposits and security.

EVRA may provide tools enabling Customers, Vendors, colleagues and EVRA Concierge representatives to communicate about a Booking. Conversations may include messages, quotes, offers, attachments, Booking changes and system messages.

EVRA may access Booking communications where reasonably necessary for support, dispute resolution, fraud prevention, Booking administration, safety, legal compliance or enforcement of these Terms.

Reviews must be honest and based on genuine experience and must not be defamatory, fraudulent, threatening, discriminatory, irrelevant or unlawful.

By submitting content intended for publication, you grant EVRA a non-exclusive, royalty-free licence to display, reproduce, format and distribute it for operating and promoting EVRA and the relevant Vendor.

Customers must not use EVRA to discover or engage a Vendor and then deliberately move the relevant Booking outside EVRA to avoid EVRA fees or Platform processes.

Direct operational communication, site visits and meetings may occur where appropriate, but EVRA-sourced Bookings must remain through EVRA unless EVRA authorises otherwise.

EVRA may suspend or terminate an account where reasonably necessary because of fraud, payment default, abusive behaviour, serious or repeated breach, misuse of Vendor information, security concerns, circumvention, legal requirements or other material risk.

Suspension does not cancel amounts already due and existing Bookings may continue where appropriate.

EVRA processes personal data in accordance with applicable data protection laws, including the General Data Protection Regulation (EU) 2016/679 (“GDPR”) and the Data Protection Act 2018.

EVRA’s collection and use of personal data is described in the EVRA Privacy Policy, available on www.evra.ie. It explains the categories of personal data collected, purposes and lawful bases, sharing, retention, international transfers and individuals’ rights.

By using the Platform, Customers acknowledge that they have been provided with access to the Privacy Policy. This acknowledgement is not consent to processing where consent is legally required.

Customers are responsible for having an appropriate lawful basis to provide EVRA with personal data relating to colleagues, attendees or others, and should provide only data reasonably necessary for the relevant Event or Booking.

Data-protection enquiries or rights requests may be sent to info@evra.ie.

EVRA and its licensors own intellectual property in the Platform, software, branding, design, databases and proprietary content. Customers receive a limited right to use the Platform for internal business purposes.

Customers must not copy or reverse engineer EVRA software, reproduce databases, scrape the Platform, commercially exploit EVRA content without permission or use EVRA branding without authorisation.

EVRA may integrate with or link to third-party services governed by their own terms. EVRA is not responsible for third-party websites or services it does not control. Payment providers may apply their own verification requirements.

EVRA aims to maintain a reliable Platform but does not guarantee uninterrupted availability. Access may be restricted for maintenance, security, upgrades, technical issues or circumstances beyond EVRA’s control.

If there is a problem with Vendor Services, the Customer should notify the Vendor and EVRA promptly so an appropriate solution can be attempted. EVRA may request evidence and facilitate communications.

EVRA may administer amounts held through the Platform in accordance with the Booking, these Terms and applicable refund policies, but is not required to determine wider legal liability between Customer and Vendor.

Complaints about EVRA may be sent to info@evra.ie.

Neither EVRA nor a Vendor will be responsible, to the extent permitted by law, for failure or delay caused by circumstances beyond reasonable control, including severe weather, natural disasters, epidemic or pandemic events, war, civil disturbance, government action, major transport disruption, industrial disputes or major infrastructure failure.

EVRA will use reasonable efforts to facilitate rescheduling, alternatives or any refund due under the applicable Booking terms.

Nothing in these Terms excludes or limits liability that cannot legally be excluded or limited.

EVRA is not responsible for acts, omissions or negligence of independent Vendors except to the extent EVRA itself caused the relevant loss. EVRA does not guarantee Vendor availability, acceptance, Event outcomes, uninterrupted Platform availability or the accuracy of information supplied independently by a Vendor where EVRA could not reasonably have known it was incorrect.

Subject to liability that cannot lawfully be limited, EVRA will not be liable for indirect or consequential loss, loss of profits, revenue, anticipated savings, business opportunity, goodwill or reputation.

Subject to the foregoing, EVRA’s aggregate liability arising from a particular Booking will not exceed the greater of (a) the total EVRA fees paid by the Customer in respect of that Booking; or (b) €1,000. This does not limit amounts properly refundable under these Terms.

The Customer is responsible for losses directly caused by its breach, unlawful conduct or negligence. To the extent permitted by law, the Customer will indemnify EVRA against reasonable third-party claims arising directly from unlawful Customer Content, intellectual-property infringement, fraudulent use, breach of data-protection obligations, or damage or injury caused by the Customer or its attendees where legally responsible.

The indemnity does not apply to the extent a loss was caused by EVRA.

Each party must keep confidential non-public commercial, technical and financial information received from the other, except where disclosure is necessary to perform obligations, is made to advisers who need to know it, the information is already public other than through breach, or disclosure is required by law.

EVRA may update these Terms and will provide reasonable notice of material changes where appropriate. Changes will not normally alter confirmed Bookings retrospectively unless required by law, necessary for security or fraud prevention, or agreed with the Customer.

Continued use after revised Terms take effect constitutes acceptance of the revised Terms.

These Terms, together with policies or Booking terms expressly incorporated into them, constitute the agreement concerning use of the Platform. If a provision is invalid or unenforceable, the remainder remains effective. Failure to enforce a right is not a waiver.

Electronic acceptance is legally binding. The Customer may not assign its rights without EVRA’s written consent except to an affiliate in a legitimate corporate reorganisation where EVRA is notified. EVRA may assign these Terms as part of a restructuring, financing, merger, acquisition or transfer of its business.

These Terms and any non-contractual obligations arising from them are governed by the laws of Ireland. The courts of Ireland have exclusive jurisdiction over disputes between EVRA and the Customer unless the parties agree to mediation or another dispute-resolution procedure.

Security Bookers Limited trading as EVRA, 3/4 Pembroke Street, Dublin 2, Ireland.

Email: info@evra.ie · Website: www.evra.ie