Terms of Service

1. Who we are

Build My Event is operated by Division 1 Systems Ltd (registered in England and Wales, company number 17300786). Our registered office is 128 City Road, London, EC1V 2NX. In these terms, "we", "us", and "our" refer to Division 1 Systems Ltd, and "you" refers to the person or business using the service.

You can contact us at support@buildmyevent.co.uk.

2. What the service does

Build My Event is an online marketplace that connects event organisers with event suppliers. Organisers can create events, discover and compare suppliers, request proposals, agree contracts, and pay through the platform. Suppliers can list their services, respond to opportunities, send proposals, and receive payments.

We provide the platform that facilitates these connections. We are not a party to the agreement made between an organiser and a supplier, and we do not provide the underlying event services ourselves. We do, however, operate the payment, cancellation, refund, and recovery mechanics set out in sections 5 to 8, and those mechanics apply to every booking made through the platform.

3. Accounts, eligibility, and acceptance

You must be at least 18 years old and able to enter into a binding contract to use the service. You are responsible for the accuracy of the information you provide, for keeping your login credentials secure, and for all activity that happens under your account.

Before you create an account we show you a notice telling you that creating one means you agree to these terms and our Acceptable Use Policy, and that you have read our Privacy Policy. Creating the account is your acceptance of them. Where you reach the sign-up form from a page that shows that notice, we also record the date and time and the version of these terms and of the Acceptable Use Policy that were current. Some routes into the product do not show that notice — for example an invitation to join someone else's team — and for those we hold no such record, though these terms still apply to you. The version identifier is shown at the top of this page. If you list services as a supplier, our Supplier Agreement also applies to you.

4. Your obligations

You agree to:

• provide accurate, current, and complete information;
• use the service lawfully and not misrepresent yourself or your business;
• honour agreements you enter into with other users through the platform;
• comply with our Acceptable Use Policy.

5. Payments and fees

Payments between organisers and suppliers are processed by Stripe using Stripe Connect. Suppliers must complete Stripe onboarding, including identity and business verification, before they can receive payments. We are not a bank and do not hold your funds.

What the organiser pays. An organiser pays the amount shown on the payment they are being asked to make. We do not add a separate fee on top of that amount.

What the supplier receives. Two amounts are deducted from each payment before the balance reaches the supplier:

• A platform fee — a percentage of the payment, set by the supplier's subscription plan when the booking is confirmed. It is currently 6% on the Free plan and 0% on the paid plans (Pro and Studio). It is deducted at the point the payment is processed, before the balance reaches the supplier. The rate is fixed for that booking at the moment its contract takes effect: if the supplier's plan changes afterwards, the new rate applies to their later bookings, not to one already agreed.
• A card processing fee — Stripe's cost of taking the payment by card, which the supplier bears. Stripe charges us a different rate depending on the card the organiser uses and where it was issued, and we cannot know which card that will be until the organiser pays. So at the point the payment is taken we set aside a fixed maximum, currently 2.8% + 20p.

We return the difference once the payment settles. After the payment has gone through and we know what Stripe actually charged us for it, we pay the difference between the maximum we set aside and Stripe's actual charge back to the supplier's connected Stripe account. This happens automatically, and the payment record is then updated to the actual figures. The supplier therefore bears Stripe's actual cost of taking that payment, and not the maximum we set aside. If that automatic return does not complete for some reason, the difference is still owed to the supplier and we will pay it once it comes to our attention or the supplier tells us.

The maximum is a cap. The supplier is never charged more for card processing than the maximum we set aside, currently 2.8% + 20p, even where the card the organiser used costs us more than that. That can happen with a card issued outside the UK and the EEA, and where it does we bear the difference rather than passing it on.

Because the exact cost is not known until a payment settles, the net figure shown to a supplier before settlement is a minimum: it can go up when the difference is returned, and it will not go down. The platform fee rate that applies to you, and how the card processing fee is calculated, are set out in your billing settings. A breakdown of both deductions is shown against each payment in your dashboard, marked as an estimate until that payment has settled.

Subscription charges for paid plans, where applicable, are billed in advance for the interval you choose and are described at the point of purchase. Subscription charges are separate from the fees above and are not affected by a booking being cancelled.

6. Changing our fees

We may change the platform fee, the way the card processing fee is calculated and passed on, and the fees attached to any subscription plan.

Notice. Where a change increases what you pay, we will give you at least 30 days' notice before it takes effect. We will give that notice as a notification in your account, and this page will show the new rates from the date they take effect. We may also email you, but the notification in your account is the notice we commit to giving. Where a change reduces what you pay, or is required by law or imposed on us by a payment provider or card scheme, it may take effect on shorter notice and we will tell you as soon as we reasonably can.

What a change applies to. A change applies to payments processed on or after the date it takes effect, including instalments on bookings that were agreed before that date. It does not change fees that have already been deducted.

If you do not accept a change. You may change or cancel your subscription plan, or close your account, before the change takes effect. Continuing to use the service after that date means you accept the new fees.

7. Cancellations and refunds

We operate the cancellation schedule. When a booking made through Build My Event is cancelled, we calculate the refund due under the schedule below and process it. The refund is not negotiated between the organiser and the supplier after the event, and neither party can vary it for that booking.

The schedule is fixed when the contract is issued. The cancellation and refund terms that apply to a booking are written onto the contract at the point it is issued and are locked to it. They cannot afterwards be edited by the supplier, the organiser, a proposal, or a contract template. If a booking is rescheduled, the same schedule applies and is measured against the new event date.

If the supplier cancels, the organiser receives a full refund of everything they have paid on that booking, including any deposit.

If the organiser cancels, the refund on payments already made depends on how long before the event date the cancellation happens:

• more than 60 days before the event: 100% refunded;
• 31 to 60 days before the event: 50% refunded;
• 15 to 30 days before the event: 25% refunded;
• 14 days or fewer before the event: no refund;
• where no event date has been set: 50% refunded.

Non-refundable first payments. Where the contract records the first payment as non-refundable, that payment is not refunded on an organiser cancellation whatever the timing. Every other payment on the booking still follows the scale above, and a supplier cancellation still refunds everything, that payment included. Where a booking has no separate deposit, the earliest scheduled payment you have made is the one treated this way — on an instalment plan that is a whole instalment.

How refunds are applied. Refunds are returned to the payment method originally used. A refund on any payment is limited to what has actually been paid on it, less anything already refunded, so the total refunded can never exceed the original charge. Payments on the booking that had not yet been collected are cancelled and will not be charged.

Nothing in this section removes any statutory right you have as a consumer, including any right to a refund or remedy that cannot be excluded by law.

8. Funding refunds, and recovery from suppliers

This section applies to suppliers.

How a refund is funded. When we refund an organiser, we fund it by reversing the transfer we previously made to your connected Stripe account for that payment, and by returning the whole fee we took on that payment — both the platform fee and the amount set aside for card processing — in proportion to the amount refunded. A full refund returns all of it. The refund therefore comes out of your share of the payment, and we do not keep any part of our fee on money that has been refunded.

Shortfalls. If the reversal is larger than the balance in your connected account — typically because the money has already been paid out to your bank — the difference is a shortfall. A shortfall is a debt you owe us. We record it against your account and show the outstanding amount in your dashboard.

How we recover a shortfall. Any of the following may apply:

• From future earnings. By default, and without any action from you, we net the outstanding amount off the payments you earn on the platform until it is cleared.
• By card. You can settle the balance immediately by card. The amount charged is increased so that, after the card processing fee on that charge, we receive the full outstanding amount — in other words, you bear the processing cost of settling this way.
• By a spread plan. You can ask to spread the balance across your next one or three payout cycles. Only one plan can run at a time, and a plan runs for a maximum of three cycles; when it ends, anything still outstanding returns to the default recovery above.

While a shortfall is outstanding. To limit our exposure we may take the following steps:

• Pausing payouts. Where a shortfall has been outstanding for more than about 3 days, we pause bank payouts from your connected account. You continue to earn, and the balance held is applied to what you owe.
• Suspending new work. Where a shortfall has been outstanding for more than about 14 days, or where you have had a second shortfall within 90 days, we also suspend your ability to take on new work: your public profile is removed from the marketplace, no one can send you an enquiry through it, and you cannot send new proposals. Bookings already in progress are not affected, and organisers can still pay you on them — though while your payouts are paused that money stays in your connected Stripe account rather than reaching your bank.

These are not always applied in that order. A second shortfall within 90 days suspends new work straight away, without a pause on payouts first and without waiting for any of the periods above to pass.

A suspension stays until you clear the balance. Once we have suspended your ability to take on new work, it stays in place for as long as you owe us anything at all. It does not lift because the shortfall that triggered it has been settled and only a newer one remains, and it does not lift because you then agree a spread plan. Only the outstanding balance reaching zero lifts it.

Both steps lift when you settle. As soon as the outstanding balance reaches zero, we restore your payouts and your public profile.

What a spread plan protects. If you agree a spread plan before we have suspended you, we will not pause your payouts while the plan is running, and we will restore them if they were already paused. That protection does not apply if you have had a repeat shortfall (two or more within 90 days), and it does not apply if your account is already suspended — in that case the plan does not lift the suspension, and you stay suspended until the balance reaches zero. When a plan ends with anything still outstanding, the steps above resume on what is left.

We tell you in your account whenever one of these steps is applied or lifted, and we email you as well unless you have turned off payment emails in your notification settings. Before payouts are paused on a first shortfall we will normally also send you a reminder while the balance is still outstanding; a repeat shortfall can move straight to suspension without that reminder.

No interest or penalty. We do not charge interest, a late fee, or a penalty on an outstanding shortfall. If that changes, we will tell you in advance and update these terms.

The periods above are the ones we currently apply, and this page is where we state them. We may change them; where a change shortens them, we will notify you in the way described in section 6. These rights are in addition to, and do not replace, the set-off and clawback rights in the Supplier Agreement.

9. Contracts between users

When an organiser accepts a supplier's proposal, a contract is formed directly between those two parties. They agree the services, the price, and any deposit and instalment schedule. The supplier then issues the contract, and we generate and store a record of it at that point. We are not a party to it and are not responsible for either party's performance of it.

The cancellation and refund terms are the exception: they are not negotiated between the parties. They are set by us, written onto the contract when it is issued, and operated by us as described in section 7.

10. Intellectual property

You retain ownership of the content you upload. You grant us a non-exclusive, worldwide, royalty-free licence to host, display, and use that content for the purpose of operating and promoting the service. All platform software, branding, and design remain our property or that of our licensors.

For clarity, this licence covers not only content you upload directly but also content you generate within the platform (such as reviews and messages) and content you create with the help of our AI features, on the same terms.

11. Suspension and termination

You may close your account at any time. We may suspend or remove an account where a user breaches these terms, uses the service unlawfully, or where we reasonably need to protect other users or the platform. Where practical and lawful, we will give notice.

Closing your account does not cancel a shortfall you owe us under section 8, and our recovery rights survive it.

12. No warranties

We do not warrant or guarantee the services, availability, quality, or conduct of any supplier listed on Build My Event; those are the responsibility of the supplier under their contract with the organiser. The platform itself is provided on an "as is" and "as available" basis, and we do not warrant that it will be uninterrupted, secure, or error-free. This section does not affect any warranties or rights that cannot be excluded under applicable law, including consumer protections.

13. AI features

Some features use AI to help you draft or prepare content. Any AI output is an unverified draft only, which you are responsible for reviewing and editing; you are the author of anything you send or publish. AI output is provided "as is", with no warranty that it is accurate or complete, and it is not professional, legal, financial, or pricing advice. You own and are responsible for the final content, on the licence terms in section 10.

14. Liability

The service is provided on a reasonable-efforts basis. To the extent permitted by law, we are not liable for the acts or omissions of other users, for the quality or delivery of event services, or for indirect or consequential loss.

Subject to the paragraph below, and to the extent permitted by law, our total aggregate liability to you arising out of or in connection with these terms and your use of the service is limited to the greater of (a) the total fees we received from you in the 12 months before the event giving rise to the claim, or (b) £100.

Nothing in these terms limits or excludes liability that cannot be limited or excluded by law, including liability for death or personal injury caused by negligence, or for fraud.

15. Data protection

We process personal data in line with our Privacy Policy. Please read it to understand how we handle your information.

16. Changes to these terms

We may update these terms from time to time. Each revision carries a version identifier, shown at the top of this page, and we keep a record of the version you accepted when you created your account.

When we make material changes we will take reasonable steps to notify you, including a notification in your account. Changes to fees are additionally subject to the notice period in section 6. Continued use of the service after changes take effect means you accept the updated terms.

17. Governing law

These terms are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction over any dispute, subject to any mandatory consumer protections that apply to you.