Terms & Conditions

Onsite Chicago will provide the services and deliverables described in the approved quote and any accompanying statement of work (together, the "Agreement"). The Agreement commences upon Customer approval of the quote and remains in effect until the conclusion of the last event for which Onsite Chicago services are provided.

A deposit of fifty percent (50%) of the quoted total is due upon approval of the quote. The remaining balance is due in full no later than fourteen (14) days prior to the event start date, unless an earlier date is specified in the quote. Applicable Illinois and local sales tax will be charged where required by law. Late balances may be subject to a service charge of 1.5% per month. Because consumable orders have been placed and staffing is committed inside the fourteen (14) day window, payment received on or after that date is non-refundable (see Cancellation).

Customer shall provide, at no cost to Onsite Chicago, overnight security for all hardware on site, dedicated electrical service, and, if required, hardline internet of at least 10 Mbps in the registration area. Onsite Chicago is not responsible for service disruptions caused by venue-provided utilities that fall outside these requirements.

All content, data, attendee lists, exhibitor information, and business information provided by Customer, its exhibitors, or attendees to Onsite Chicago — as well as any exhibitor or attendee information collected through Onsite Chicago software during the event — shall be deemed proprietary to Customer ("Proprietary Information"). Onsite Chicago shall use Proprietary Information solely to perform its obligations under the Agreement, shall maintain its confidentiality, and shall not disclose it to third parties except as required by law.

Onsite Chicago retains all rights to its underlying software, workflows, templates, and methodologies.

Onsite Chicago warrants compliance with all applicable data protection and privacy legislation, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act of 2018 (CCPA), for personal data processed on behalf of Customer.

Onsite Chicago maintains Commercial General Liability Insurance with coverage of $1,000,000 per occurrence and $2,000,000 in the aggregate. Certificates of Insurance listing Customer and the event facility as additional insureds will be provided upon request.

Customer may cancel an event by providing written notice to Onsite Chicago. Cancellation charges are determined by the number of calendar days between the date written notice is received and the event start date, as follows:

• More than thirty (30) days prior to the event: Customer may cancel without penalty. Any deposit already paid will be refunded, less any third-party costs Onsite Chicago has already incurred on Customer's behalf (including consumable orders and sub-contractor deposits).
• Thirty (30) days or fewer, but more than fourteen (14) days, prior to the event: The deposit is non-refundable and is forfeited in full. Any balance not yet paid is waived.
• Fourteen (14) days or fewer prior to the event: The event is non-cancellable. The full contract value — including the deposit and the remaining balance — is due and payable in full and is non-refundable, regardless of whether the event proceeds, is postponed, or is reduced in scope. This reflects that consumable orders (badge stock, lanyards, print materials) have been placed, staffing is committed, those dates cannot be rebooked with other clients, and sub-contractor obligations are fully locked.

Reductions in scope requested inside the fourteen (14) day window are treated as a partial cancellation and do not reduce amounts owed.

Customer is responsible for secure onsite storage of all rented hardware from delivery through pickup and assumes liability for any loss, theft, or damage occurring while hardware is in Customer's possession or at the event venue. Repair or replacement costs will be invoiced and reflected on the final invoice at then-current replacement value.

Except for confidentiality obligations and Customer's payment obligations, neither party shall be liable to the other for any indirect, incidental, consequential, or punitive damages. Onsite Chicago's aggregate liability under the Agreement shall not exceed the total fees paid by Customer for the event giving rise to the claim.

The Agreement is governed by the laws of the State of Illinois. Any disputes shall be resolved in the state or federal courts located in Cook County, Illinois.

Questions about these terms can be directed to hello@onsitechicago.events.