Organisation through the agency
You contact GILVEM. The agency’s service scope and obligations are defined in a separate agreement with the agency. Independent catalogue-selection terms do not release the agency from obligations it accepts. Independent providers are not presented as GILVEM employees or representatives without a factual basis.
Starting the conversation
Discussing your idea helps define the format, destination, guests, tasks and indicative budget. Completing an enquiry does not form a contract, reserve a date or confirm a price. GILVEM’s scope is agreed before commitments are made.
The proposal and agreement
An individual proposal and agreement identify the organiser and client, date and location, programme, team, estimate, currency, payment arrangements, deadlines and responsible people. Complete event planning and selected services may involve different commitments. Changes are recorded and agreed by the parties.
The agency and independent providers
When GILVEM organises an event, the agency is responsible for the commitments it accepts under the agreement and applicable law. If a client independently selects a catalogue provider, the service contract is with that provider. A listing alone does not make a specialist an employee or representative of GILVEM.
Budget and additional expenses
Indicative costs depend on the date, destination, scale, service scope and provider availability. Included services and additional expenses, such as travel, accommodation, logistics, hire and relevant fees, are agreed before confirmation. Payment and refund arrangements belong in the agreement; a published description does not replace an agreed estimate.
Rescheduling, cancellation and changes
Changes to the programme or date, and cancellation arrangements, are governed by the agreement, mandatory client rights and commitments actually made. The terms should consider documented expenses and applicable restrictions. These terms do not impose a blanket rule that all payments are non-refundable.
Safety and particular requirements
The parties discuss venue restrictions, accessibility, programme requirements, age limits and necessary permissions beforehand. Water events also require agreement on the crew, route, weather, port rules and participant requirements. An availability enquiry does not confirm a vessel or permission to depart.
Event materials
Photography, use of guest images, delivery of materials and promotional publication are discussed separately. Attendance alone does not give unrestricted advertising permission. Copyright and necessary permissions must be addressed in the relevant agreements and actions.
Enquiries and responsibility
Concerns about event arrangements or offers can be prepared in the reports and enquiries section. Responsibility depends on the party’s actual role, the agreement and applicable law. These terms do not exclude mandatory liability, remove lawful client rights or promise that disputes cannot arise.
Transport within an event
Ground, water and air transport arrangements depend on the provider, route, passengers, availability, weather and operating conditions. Driver or crew arrangements, baggage, waiting time and seasonal pricing are discussed before an order. Organising a regatta and supplying a vessel may be separate services. Demo rates are not a confirmed price.