1. Term. The Instant Book subscription is for a minimum period of twelve (12) months (“Term”), commencing on the Effective Date stated in the applicable Order Form.

2. Key Features include:

   • Venuedirectory Instant Book Widget Access: Venue Partners will receive access to a Venuedirectory Instant Book widget, which may be embedded on Venue Partner’s own website or digital pages at Venue Partner’s discretion to enable direct bookings by Venue Partner’s customers (“Bookers”).

   • Venuedirectory Profile Enhancement: In addition to the above, Venue Partners will be designated with an Instant Book widget icon on Venuedirectory’s booking platforms, enabling Bookers to make direct bookings through this widget for small meetings (fewer than 30 delegates).

   • Calendar and Diary Access: Through MyEventsChannel.com, Venue Partners may manage room availability, pricing, and equipment per date via the Instant Book Diary feature enabled on the Venue Partners My Events Channel profile.

   • Reporting Tools: Venue Partners will have access to reporting dashboards showing inquiries and confirmed bookings made via the Instant Book widget.

3. No Processing of Payments. Booking confirmations will be sent directly to the Venue Partner via email and may also be accessed via reports on the Venue Partner’s My Events Channel report. Venuedirectory does not process payments. All payment collection and management responsibilities rest solely with the Venue Partner.

4. Cancellation Policies. Venue Partners may choose to implement one of the three cancellation policies below to be posted in the Venue Partner’s My Events Channel profile. The Moderate Cancellation Policy is set by default. These cancellation policies are pre-defined and cannot be modified. Once the Venue Partner selects a cancellation policy, this policy will appear to Bookers on the Venue Partner’s meeting rooms listed on the Venue Partner’s website through the Venuedirectory Instant Book widget and on venuedirectory.com.

   1. Flexible
      • Cancellations up to 24 hours before the event: Bookers can cancel up to 24 hours before the event for a full refund.
      • Cancellations within 24 hours: Full charges apply for cancellations within 24 hours of the event
   2. Moderate (Default)
      • Cancellations ≥15 days before the event: Bookers can cancel up to 15 days before the event for a full refund
      • Cancellations 14–8 days before: If cancellation occurs between 14 – 8 days before the event, a 50% refund is given
      • Cancellations ≤7 days before: No refund and full charges apply if cancelled within 7 days of the event.
   3. Firm
      • All cancellations: Full pre-payment is required. Non-refundable if cancelled at any time. 
        
        Venue Partners can change their selected cancellation policy within the Instant Book settings in MyEventsChannel.com. Custom venue-specific policies cannot be uploaded.
        
        Where applicable, Bookers and Venue Partners may opt to use client-specific terms (e.g., government contracts) outside of Instant Book. A confirmation checkbox will be presented during booking.
        
        Cancellation policies must be clearly displayed to Bookers at the point of search and selection.

5. Integrations: Venuedirectory may provide configurable integrations between Instant Book and various third-party DMS/PMS systems and services (“Third-Party Integration”) upon Venue Partner’s request under an applicable Statement of Work (“SOW”) entered into between Venuedirectory and Venue Partner outlining among other things, the scope of work and the applicable fees:

   1. Venue Partner acknowledges that any Third-Party Integration is provided by entities outside the control of Venuedirectory and the use of these Third-Party Integrations is subject to the terms and conditions stipulated by these third-party providers and Venue Partner is responsible to comply with applicable third-party terms and conditions when utilizing these Third-Party DMS/PMS systems and services.

   2. Venuedirectory is not responsible for the availability, reliability, or performance of such Third-Party Integration.

   3. Venue Partner shall direct any issues, claims, or disputes regarding such Third-Party Integration to the applicable third-party provider.

   4. By integrating third-party DMS/PMS systems and services with Instant Book, Venue Partner consents to the sharing of Venue Partner Data between Instant Book and the Third-Party Integration as necessary for their interoperability.

   5. Venue Partner is responsible for ensuring that the sharing of Venue Partner Data between Instant Book and the Third-Party Integration complies with applicable data protection laws and regulations.

   6. Venue Partner shall defend Venuedirectory against any Claim by a third party against Venuedirectory to the extent such Claim arises from or relates to, or is alleged to arise from or relate to, any use or access to the Third-Party Integration (excluding any gross negligence, intentional misconduct or wrongful act on the part of Venuedirectory in providing the Services) as provided by Venue Partner hereunder and pay any damages awarded against Venuedirectory for such Claim.

   7. Venuedirectory reserves the right to discontinue any Third-Party Integration at any time, without liability to the Venue Partner. Should Venuedirectory terminate any Third-Party Integration, it will use reasonable efforts to inform the Venue Partner in advance.
      
      Currently supported Integrations Include:
      • Amadeus
      • Events500
      • Event Temple
      • Guestline
      • iVvy
      • MeetingPackage
      • Rendezvous
      • Oracle (via MeetingPackage)
      • Hivr.ai

6. Venuedirectory reserves the right to update the above terms in its sole discretion, effective upon posting the amended terms at the domain or subdomains of https://www.venuedirectory.com/product-terms-of-use. Any such update will not alter or change a Venue Partner’s active subscription under the applicable Order Form but may go into effect in a subsequent Order Form entered into by the Venue Partner and Venuedirectory.

Updated On: July 5, 2025