1. Definitions:

For the purposes of these Terms and Conditions:

User

“User” refers to any individual or entity accessing or using the Okalenda platform, including both Organisers and Vendors.

Organiser

“Organiser” refers to any individual or entity who books, hires, or engages a Vendor through the platform for an Event. This includes both professional event organisers and private individuals.

Vendor

“Vendor” refers to any independent service provider or supplier offering services, venues, equipment, or event-related products through the platform. This includes, but is not limited to, venues, photographers, musicians, caterers, equipment hire companies, and other event-related providers.

Okalenda

“Okalenda” refers to Okalenda Limited (NZBN 9429052768149), including its website, mobile application, platform, and related services.

(You should include your legal entity name — this is important.)

Event

“Event” refers to any booking date, function, gathering, celebration, corporate function, or service date for which a Vendor provides services, space, or equipment

Booking

“Booking” means a confirmed reservation between an Organiser and a Vendor made through the platform.

Fees

“Fees” means any commission, booking fees, or other amounts payable to Okalenda.

Deposit

“Deposit” means the initial percentage of the total booking price charged at the time of booking confirmation.

Platform

“Platform” means the Okalenda website, mobile application, and any related systems used to facilitate bookings and payments.

Remaining balance

“Remaining balance” means the amount yet to be paid after the deposit is charged.

Terms

“Terms” means these Terms and Conditions, including any policies referenced within them.

Stripe

A payment processing platform. It enables companies to securely accept payments, including credit cards, digital wallets, and bank transfers.

Independent contractor

Vendors who operate as independent contractor and are not employees, agents or partners of Okalenda.

1. General Terms (applies to all Users)

HH H i there! Welcome to Okalenda, a place where event organisers meet incredible Vendors. Before you use our platform, please take a moment to read these Terms and Conditions. By using Okalenda, you agree to follow these terms, ensuring we are all on the same page.

1. Platform Use

These Terms apply to anyone using the Okalenda platform, whether you're booking services (organisers) or offering them (Vendors). When you create an account or use the site/app, you're agreeing to these rules.

Both organisers and Vendors register and manage their accounts on the same platform. All communication and transactions are expected to remain within the Okalenda platform.

1. Accounts & Eligibility

To use Okalenda, you need to:

1. Be at least 18 years old
2. Provide accurate account info
3. Keep your login details secure
4. Use your account for genuine bookings or services only

We reserve the right to suspend or delete accounts if we suspect misuse, fraud, or breaches of these terms.

1. Bookings & Payments by the User
4. All payments are processed securely via Stripe.
5. Okalenda acts as a limited payment collection agent on behalf of vendors.
6. When an organiser books a service, a 20% deposit is charged and held until payout conditions are met.
7. Vendors are charged a 4% booking fee at the time of booking confirmation.
8. The remaining balance will be automatically charged 14 days prior to the event date.
9. After the event is completed and not subject to dispute, the vendor will receive payout minus applicable Okalenda’s commission and GSTs over this commission.

1. Booking Alterations:

Booking changes must be agreed to by both organiser and vendor through the platform.

If an alteration affects pricing, scope of services, or event details, both parties must confirm the changes via Okalenda.

If one party requests a change and the other party does not agree, the request will be treated as a cancellation initiated by the requesting party, and the cancellation policy outlined below will apply.

1. Cancellations & Refunds

1.5.1. Organiser Cancellation:

The terms and conditions below apply in case the event is cancelled by the event organiser:

1. If cancellation happens with more than 60 days before the event:

1. Deposit may be refunded at the vendor’s discretion, in accordance with their stated cancellation policy.
2. The remaining balance will not be charged.

1. If cancellation happens between 14 to 60 days before the event:

1. Deposit is non-refundable.
2. Remaining balance will not be charged.

1. Cancellation happens less than 14 days before the event:

1. Deposit is non-refundable.
2. Remaining balance will be charged 14 days prior to the event and held pending payout conditions.
3. Any refund of the remaining balance is subject to the vendor’s cancellation policy.

Note: booking fees paid by Vendors are non-refundable.

If an organiser cancels, any payout distribution will be handled in accordance with this cancellation structure.

Okalenda acts as a limited payment collection agent on behalf of Vendors.

1.5.2. Vendor Cancels:

If Vendors cancel a confirming booking:

1. The organiser will receive a full refund.
2. The vendor won’t receive the booking fee.
3. A cancellation fee will apply as follows.

Cancellation fee will be as follows:

Note: Okalenda may deduct cancellation fees from future payouts or charge the vendor’s saved payment method.

An account restriction may include one or more of the following, at Okalenda’s discretion:

1. Temporary suspension from accepting new bookings
2. Reduced visibility in search results
3. Mandatory account review before reactivation

Okalenda may mediate disputes at its discretion. Refund decisions will be handled according to this policy unless otherwise required by law.

1. Reviews & Conduct

1. After every event, both organisers and Vendors can leave honest reviews.
2. Please keep things respectful and constructive, no offensive or abusive language.
3. We reserve the right to remove reviews or ban Users for violating these standards.

1. Limitations of Liability

Okalenda connects organisers with Vendors, but we don’t directly provide any services listed on the platform. We’re not liable for:

1. Okalenda is not liable for losses, damages, injuries, or costs that result from your use of the platform or services booked through it
2. We are not responsible for service failures, cancellations, venue-related incidents, cancellations, no-shows, unsatisfactory experiences, Losses, damages, disputes arising from bookings, technical issues or third-party service outages (like Stripe).
3. Our total liability is limited to the amount paid for the affected booking

You agree to use Okalenda at your own risk.

1. General Health and Safety:

Okalenda is an online platform that connects organisers with vendors. Okalenda does not provide, manage, or control any services, events, or activities listed on the platform.

Okalenda supports safe, respectful, and enjoyable events, but we do not monitor or manage how events are delivered. Responsibility for safety lies with Vendors and Organisers. Okalenda reserves the right to take appropriate action, including withholding payouts or taking legal action, where necessary.

Vendors are solely responsible for ensuring that their services comply with all applicable health and safety laws, regulations, and standards.

Organisers and participants are responsible for assessing the suitability and safety of any service or event they choose to engage with.

To the maximum extent permitted by law, Okalenda is not responsible or liable for any injury, loss, incident, damage, or harm arising from participation in any service or event booked through the platform.

1. Account Suspension, Restriction or Removal

We want Okalenda to be a safe, respectful, and trustworthy space for everyone. But to protect our community, we may suspend or remove accounts in certain situations, including (but not limited to):

1. Repeated cancellations or no-shows
2. Misleading or inaccurate listings
3. Poor reviews or consistent negative feedback
4. Abusive, disrespectful, or unsafe behaviour
5. Suspected fraud or illegal activity
6. Violations of these Terms & Conditions
7. Failure to cooperate in dispute resolution
8. Attempts to book or accept bookings outside the Okalenda platform
9. (This includes encouraging others to pay by bank transfer, cash, or directing them to a personal website or social media page to complete a booking.)

Why this matters:

By keeping all bookings and payments on Okalenda, we can offer:

1. Payment protection
2. Dispute support
3. A safe and trusted platform for all Users

If we find that a User is intentionally trying to avoid platform fees by organising bookings privately, we may immediately suspend or permanently remove that account.

We may also take legal action or withhold

payouts if earnings were made in violation of this policy.

1. Our approach:

At Okalenda, we aim to keep the platform safe, fair, and enjoyable for everyone.

When something goes wrong, we don’t jump straight to penalties, we:

1. First inform and guide
2. Then apply restrictions if needed
3. And only remove Users when necessary

However, serious issues may result in immediate action.

1. Warning Stage:

We’ll usually start by sending a warning if:

1. A policy is broken unintentionally
2. There’s a minor complaint
3. Something in a listing is misleading or incomplete

What happens:

1. You’ll receive a message explaining the issue
2. We may ask you to fix or update something
3. No restrictions applied (yet)

1. Warning Stage (education first):

We’ll usually start by sending a warning if:

1. A policy is broken unintentionally
2. There’s a minor complaint
3. Something in a listing is misleading or incomplete

What happens:

1. You’ll receive a message explaining the issue
2. We may ask you to fix or update something
3. No restrictions applied (yet)

1. Account Restrictions

If issues persist or become more serious, we may implement restrictions.

Examples:

1. Vendors may not be able to accept new bookings
2. Listings may be hidden from search
3. Messaging or features may be limited

1. Temporary Suspension:

If issues continue or are more serious, we may apply restrictions.

Examples:

1. Vendors may not be able to accept new bookings
2. Listings may be hidden from search
3. Messaging or features may be limited

1. Permanent Removal

We may permanently remove an account if:

1. There are repeated violations
2. There is fraud, dishonesty, or harmful behaviour
3. There is a serious breach of trust or safety

This decision is final and meant to protect the platform community.

1. Immediate Action (no warning):

Some situations may skip all steps above.

This includes:

1. Fraud or scam activity
2. Safety risks
3. Harassment or discrimination
4. Attempting to bypass payments or platform rules

In these cases, accounts may be restricted or removed immediately

1. Our discretion:

Okalenda may take action at its discretion to protect:

1. Users
2. Vendors
3. The integrity of the platform

Okalenda reserves the right to take any action it considers appropriate, at its sole discretion, at any time, including bypassing the steps outlined above where necessary to protect Users, Vendors, or the platform.

1. Respect and Non-Discrimination

Okalenda is a diverse community, and we believe everyone deserves to feel welcome and respected.

Discrimination of any kind is not tolerated, this includes, but isn’t limited to, discrimination based on:

1. Race, ethnicity or national origin
2. Gender, gender identity or sexual orientation
3. Religion or beliefs
4. Disability or health status
5. Age or appearance
6. Marital or family status
7. Political views or cultural background

All Users, whether organisers or Vendors, are expected to treat others with kindness, fairness, and respect. If we receive reports of discrimination, harassment, or hateful behaviour, we may suspend or permanently remove the offending account without warning.

We reserve the right to take action, including suspension or removal from the platform, if any behaviour violates these values, whether online, through messages, or in person at events.

1. Communication on the Platform

To keep things safe, professional, and fair, all communication between organisers and Vendors should stay within the Okalenda platform.

This helps us:

1. Keep a secure and verifiable record of conversations
2. Assist with disputes if something goes wrong
3. Protect both parties from misunderstandings or unsafe arrangements

If you choose to communicate or make agreements outside the platform (e.g., via phone, text, or social media), you do so at your own risk. Okalenda is not responsible for:

1. Changes to the booking made outside the app
2. Verbal promises or side deals
3. Additional services or payments not agreed upon through the platform

We strongly recommend keeping all messages and booking details in one place, right here on Okalenda.

1. Security, Fraud & Scams

We work hard to keep Okalenda safe, but no system is perfect. By using Okalenda, you agree to take responsibility for your own security and use the platform carefully.

You must:

1. Keep your account login and personal details secure
2. Avoid sharing sensitive information (like bank details) through chat
3. Report any suspicious messages or activity to us immediately
4. Never agrees to payments or deals outside the platform

If your account is compromised, or if you fall victim to a scam or phishing attempt, Okalenda is not responsible for any losses resulting from:

1. Hacked accounts
2. Fraudulent Users or listings
3. Scam messages or emails pretending to be from Okalenda
4. Agreements made off-platform or outside of the booking system

We recommend enabling strong passwords and being cautious of any unusual behaviour. If you suspect fraud, please report it to us immediately at contact@okalenda.com

1. Disputes & Okalenda Responsibilities

1. Direct resolution:

Vendors and organisers are responsible for resolving any disputes directly between themselves.

Okalenda encourages Users to communicate clearly and reach a mutual agreement.

1. Okalenda’s roles:

Okalenda is not a party to any agreement between Users and does not mediate disputes as a standard process.

Okalenda is not obligated to investigate, intervene in, or resolve disputes between Users.

1. Communications:

Okalenda may not store, monitor, or have access to communications between Users.

Users are responsible for keeping their own records of any important discussions, agreements, or changes made outside of confirmed booking details.

Okalenda is not responsible for any loss, misunderstanding, or dispute arising from communications that are not recorded within the platform.

1. Payments & Holds:

Where payments are processed through Okalenda, funds may be held, delayed, or adjusted while an issue is being reviewed.

This does not mean Okalenda is responsible for resolving the dispute.

1. Platform actions:

Okalenda may take action on the platform where necessary, including:

1. Adjusting or releasing payments
2. Cancelling bookings
3. Applying account restrictions

1. Discretion and final decision:

Okalenda reserves the right to take any action it considers appropriate, at its sole discretion, at any time, including making a final decision regarding any dispute and determining how any funds held on the platform are handled.

Users acknowledge that Okalenda may make decisions based only on the information available to it at the time.

1. Limitation of Responsibility:

Okalenda is not responsible for:

1. The services provided by Vendors (and that includes, but is not limited to, quality, no-shows or actions)
2. The actions or decisions of Users
3. Any losses, damages, or claims arising from disputes between Users.

Okalenda does not operate, manage or control Users listed or signed up to the platform, or act as an agent or partner with either Vendors or organisers.

1. Vendors

1. What Vendors Agree To

If you're a vendor, you agree to:

1. Keep your calendar up to date
2. Provide accurate service listings, pricing, and availability
3. Deliver services as described and on time
4. Honour your cancellation policy
5. Pay the agreed commission and booking fee per booking
6. Handle disputes or refund requests in good faith
7. Maintain your own insurance and compliance with local laws

1. Vendors Fees & Commission

We charge Vendors a variable commission, plus a 4% booking fee that is non refundable.

The percentage depends on the total booking value:

A minimum of $ 10 of the booking fee will apply.

1. Vendor Payout Schedule

After a successful booking, Vendors will receive their payout within 5 days business days after the scheduled event.

This allows us to:

1. Verify the event took place
2. Handle any immediate post-event issues or disputes
3. Process the payout through Stripe securely

Please note:

1. Payouts are made minus Okalenda’s commission, taking into consideration that the booking fee would be paid in advance by the vendor.
2. Delays may occur due to public holidays, banking issues, or incomplete vendor payment setup
3. It is your responsibility to keep your payout and Stripe details up to date to avoid delays

If an event is cancelled or disputed, payout may be paused while we review the situation. We’ll always try to resolve things fairly and quickly.

1. Booking cancellation:

If an Organiser cancels:

1. The 4% booking fee is non-refundable even if the event is cancelled by the Organiser.
2. If the Organiser cancels the booking, the 20% deposit will be transferred to the vendor unless otherwise agreed.

If you cancel a booking:

1. You must cover the 4% booking fee, and the Organiser will be refunded in full.
2. Please cancel responsibly — excessive cancellations may result in removal from the platform.
3. Cancellation fee might apply.

Okalenda aims to provide fair support in case of cancellations or disputes, but we do not offer custom refund decisions beyond these terms.

For more information about cancellation, refer to cancellation and refunds (item 1.5) of these terms and conditions.

1. Vendor’s service disclaimer:

Okalenda is a platform that helps you promote your services to event Organisers. By using our platform, you acknowledge and agree that:

1. Organisers are independent parties, and Okalenda does not control their actions, communication, or event decisions.
2. We do not guarantee successful bookings, Organiser behaviour, or event outcomes.
3. Okalenda is not liable for Organiser cancellations, payment disputes, or any loss of income due to organiser decisions.
4. You engage with Organisers at your own discretion and risk, and we encourage clear communication and professionalism.
5. Okalenda is not the partner of either the User, the Organiser, or the vendor.

1. Vendor Insurance Disclaimer

Vendors on Okalenda operate as independent service providers and are solely responsible for ensuring they hold any insurance coverage required for their services, event type, or applicable law.

Okalenda does not independently verify, monitor, or guarantee the existence, validity, or adequacy of a vendor’s insurance coverage.

Organisers acknowledge that they are responsible for conducting their own due diligence before engaging a vendor.

To the maximum extent permitted by law, Okalenda is not liable for any claims, damages, injuries, losses, or liabilities arising from a vendor’s services, including where a vendor does not hold adequate insurance coverage.

1. Vendor Content Licence:

By uploading listings, photos, descriptions, or other content to the Platform, Vendors grant Okalenda a non-exclusive, worldwide, royalty-free licence to use, reproduce, display, promote, and distribute that content for the purpose of operating, marketing, and improving the Platform.

Vendors confirm that they own or have the right to use and share any content uploaded to the Platform.

1. Health and Safety for Vendors:

As a vendor, you are responsible for the safety of your services and spaces. You must:

1. Comply with New Zealand’s Health and Safety at Work Act 2015 and any relevant laws or regulations.
2. Ensure your equipment, staff, and venues are safe and fit for purpose.
3. Report incidents or near-misses to the Organiser or the person responsible at the event.
4. Maintain appropriate insurance for your services (where required or appropriate).

Okalenda is committed to supporting safe and respectful event experiences, but we do not control or monitor the actual services or venues provided and take no responsibility for the conduct or content of events.

Okalenda does not provide health and safety oversight for events and is not liable for any injuries, harm, or incidents that occur.

1. Taxes and Financial Responsibility

Vendors are fully responsible for understanding and meeting their own tax obligations under New Zealand law (or their local tax law, if operating from overseas). Okalenda is not and does not act as a partner with Vendors, Organisers or Users.

This includes, but is not limited to:

1. Declaring income earned through Okalenda
2. Registering for GST (if applicable)
3. Issuing tax invoices when required
4. Paying any income tax, GST, or other required contributions

Okalenda does not withhold or pay taxes on your behalf, and we do not provide legal or tax advice. We may provide transaction summaries to assist with your record-keeping, but it’s up to you to ensure your reporting and payments are correct and complete.

Organisers are not required to withhold any taxes when booking a vendor.

If tax authorities request information from us (e.g., IRD), we may share relevant data as required by law.

1. Tax and Financial Responsibility

1. You are responsible for any tax or reporting obligations resulting from your bookings.
2. Okalenda does not issue tax invoices on behalf of Vendors. If you need a tax invoice, request one directly from the vendor.
3. Okalenda may report earning to IRD, if required.
4. Okalenda may provide your information to IRD, if required.

1. Organisers:
4. What Organisers Agree To

If you're an Organiser, you agree to:

1. Pay in full when booking a service
2. Read vendor descriptions carefully before booking
3. Communicate respectfully with Vendors
4. Show up to booked events
5. Accept that fees and deposit will follow the cancellation policy and in this case they may be non-refundable.

1. Organisers' Fees :

1. All payments are processed through Stripe. Bookings are only confirmed once payment is complete.
2. As an Organiser, you pay the deposit to confirm your booking.
3. You will be charged the remaining amount of the booking 14 days before your event.
4. GST will be included in the price for the Vendors that are GST registered.

1. Disclaimer for Organisers:

By booking through Okalenda, you acknowledge that:

1. Okalenda is a marketplace and does not own, manage, or directly provide the services or venues listed on the platform, and does not operate as a partner with Vendors, Organisers or Users
2. All services are delivered by independent Vendors. We do not guarantee the accuracy of listings, the availability of services, or the quality of experiences.
3. Okalenda is not liable for cancellations, late arrivals, service quality, or any dissatisfaction with your event.
4. We are not liable for any vendor's failure to deliver, quality issues, or inaccuracies in their listings.
5. You are responsible for reviewing vendor profiles, communicating your expectations, and making informed booking decisions.
6. Any agreements or arrangements made outside the platform are not supported by Okalenda and are at your own risk.
7. Okalenda is not and does not act as a partner with Vendors, Organisers or Users.

1. Booking Cancellations:

If You Cancel:

1. The deposit paid to secure the booking may or may not be transferred. For more information, ensure you familiarise yourself with the cancellation policy within these terms and conditions (item 1.5)
2. The remainder of your payment will be refunded based on the vendor's cancellation policy.

If the Vendor Cancels:

1. You will receive a full refund of all amounts paid for the booking.
2. Refunds will be processed via the original payment method.
3. Okalenda may, at its discretion, assist in facilitating communication or helping you find an alternative vendor.

Vendors on Okalenda operate as independent service providers. While Okalenda facilitates bookings and payments through the platform, we do not control or guarantee vendor performance, or act as partners with Vendors, Organisers or Users

To the maximum extent permitted by law, Okalenda is not liable for any additional losses, damages, costs, or consequential expenses arising from a vendor’s cancellation or failure to attend an event. Okalenda’s responsibility is limited to refunding the amount paid for the affected booking in accordance with this policy.

1. Health & Safety for Organisers:

As an Organiser, you are expected to:

1. Follow any venue-specific health and safety rules.
2. Act responsibly during the event and avoid unsafe behaviours that could harm yourself or others.
3. Respect the vendor’s safety protocols and any event-specific guidelines.
4. Understanding and following health and safety rules at the venue or event
5. Acting responsibly during events and not engaging in unsafe behaviour

Okalenda is committed to supporting safe and respectful event experiences, but we do not control or monitor the actual services or venues provided.

Okalenda does not provide health and safety oversight for events and is not liable for any injuries, harm, or incidents that occur.

1. Tax and Financial Responsibility

1. You are responsible for any tax or reporting obligations resulting from your bookings.
2. Okalenda does not issue tax invoices on behalf of Vendors. If you need a tax invoice, request one directly from the vendor.

1. Okalenda:

1. Okalenda rights:

1. Changes to terms and conditions:

Okalenda reserves the right to modify, update, or amend these Terms and Conditions at any time.

Where changes are material, we will provide 14 (fourteen) days notice to Vendors and service providers via email or through the platform. Continued use of the platform after updated Terms take effect constitutes acceptance of the revised Terms.

If you do not agree to the updated Terms, you must discontinue use of the platform.

1. Changes to fee and commission

Okalenda reserves the right to modify its commission structure, booking fees, subscription pricing, or other platform charges from time to time.

Any changes to fees will:

1. Apply only to future bookings made after the effective date of the change.
2. Be communicated to affected Users with 14 days’ notice .

Existing confirmed bookings will not be affected by fee changes.

1. Platform role:

Okalenda is an online marketplace that facilitates connections between Organisers and Vendors.

Okalenda:

1. Does not own, operate, manage, or control any venues, services, or equipment listed on the Platform, or act as a partner with any such entity
2. Does not employ, supervise, or direct Vendors.
3. Does not act as an agent or partners of either Organisers or Vendors, except as a limited payment collection agent for the purpose of processing payments through Stripe.
4. Does not partner with either the User, the Organiser, or the vendor.
5. Does not guarantee the quality, legality, safety, suitability, or availability of any Vendor’s services.

All services are provided by independent Vendors who are solely responsible for the delivery, performance, and legality of their services.

Okalenda does not guarantee event outcomes or the success of any booking.

1. Force Majeure:

Okalenda will not be liable for any delay, interruption, or failure to perform its obligations under these Terms where such delay or failure results from events beyond its reasonable control.

his includes, but is not limited to:

1. Natural disasters
2. Government actions or restrictions
3. Pandemics or public health emergencies
4. Power outages or internet disruptions
5. Banking system failures
6. Third-party service interruptions (including Stripe)
7. Civil unrest or industrial disputes

In such circumstances, Okalenda’s obligations may be suspended for the duration of the event.

1. Intellectual Propert:

All content on the Okalenda Platform, including but not limited to logos, branding, text, graphics, software, design, and layout, is owned by or licensed to Okalenda and is protected by intellectual property laws.

Users may not copy, reproduce, distribute, modify, or exploit any content from the Platform without prior written consent from Okalenda.

1. Indemnity:

You agree to indemnify, defend, and hold harmless Okalenda, its directors, officers, employees, and affiliates from and against any claims, losses, damages, liabilities, costs, or expenses (including legal fees) arising out of or related to:

1. Your breach of these Terms
2. Your use of the Platform
3. Your listings, services, or conduct
4. Any dispute between you and another User
5. Any negligence, misconduct, or unlawful act by you

This indemnity survives termination of your account.

1. Privacy:

Your use of the Platform is also subject to our Privacy Policy, which explains how we collect, use, store, and protect your personal information.

By using Okalenda, you agree to the terms of our Privacy Policy, and you acknowledge receiving a copy of our privacy policy before signing these Terms and Conditions.

1. Binding Agreement

By creating an account, accessing, or using the Okalenda Platform, you acknowledge that you have read, understood, and agree to be bound by these Terms and Conditions in their entirety.

These Terms apply to all Users of the Platform, including both Organisers and Vendors. You may not selectively accept or reject individual sections of these Terms.

Your continued use of the Platform constitutes acceptance of any updates made in accordance with these Terms.

1. Governing Law:

These Terms are governed by the laws of New Zealand.

1. Contact Us

Have questions or concerns? We’re here to help!

Reach out to us at: contact@okalenda.com