Booking & Payment

Section 01

• Ensure clarity between D I V Y A M® and the client before any celebration is confirmed
• Cover enquiries and consultations, proposal and quotation process, booking confirmation
• Cover booking advance, payment milestones, GST and taxes, additional charges
• Cover scope changes, guest count changes, payment delays, final payment before event execution
• Cover billing and documentation, refund and cancellation reference
• This policy should be read together with the approved quotation, proposal, invoice, Terms of Service, Cancellation & Refund Policy, and other applicable D I V Y A M® policies

Section 02

• Submitting an enquiry, sending a WhatsApp message, calling our team, filling a website form, requesting a quote, or attending a consultation does not confirm a booking
• A booking is confirmed only after the quotation or proposal is accepted in writing
• The required booking advance is paid and D I V Y A M® confirms the booking in writing
• Required event details are shared by the client and applicable terms and policies are accepted
• Until these steps are completed, D I V Y A M® does not guarantee availability of date, team, menu, decor concept, products, furniture, tentage, hospitality staff, or event resources

Section 03

• Consultations are conducted to understand the client's celebration requirements
• During consultation, D I V Y A M® may collect client name, phone number, email address, city, event date, venue, guest count, number of functions, type of celebration, services required, catering preferences, decor preferences, hospitality requirements, tentage/lighting/furniture requirements, budget range, family-specific instructions, and special food preferences such as Jain, Satvik, or no onion-no garlic
• The final proposal or quotation will depend on the information shared by the client

Section 04

• D I V Y A M® prepares proposals and quotations based on the information provided by the client
• A quotation may include event summary, event date, venue, function-wise service scope, catering direction, decor direction, hospitality direction, tentage/lighting/furniture scope, signature products or experience add-ons, assumptions, exclusions, estimated investment, payment schedule, GST note, validity period, and next steps
• Only services clearly mentioned in the approved quotation, proposal, invoice, or written confirmation will be considered part of the booking
• Any service not mentioned will be treated as additional and may be quoted separately

Section 05

• Every quotation will be valid only for the period mentioned in the quotation
• If no validity period is mentioned, the quotation should be treated as indicative and subject to revision before booking confirmation
• Pricing may change due to change in event date, venue, guest count, number of functions, menu, decor scope, hospitality requirements, tentage/lighting/furniture requirements, material cost changes, labour cost changes, transport and logistics changes, vendor or partner cost changes, tax or regulatory changes, or delayed confirmation by the client
• D I V Y A M® reserves the right to revise pricing after the quotation validity period expires

Section 06

• A booking is confirmed only when D I V Y A M® receives the required booking advance and issues written confirmation
• Booking confirmation may be shared through official email, WhatsApp confirmation, signed proposal, payment receipt, booking confirmation document, invoice or proforma invoice, or user panel confirmation
• Mere verbal discussion, informal interest, or enquiry does not secure the date
• All bookings are subject to availability at the time of confirmation

Section 07

• A booking advance is required to reserve the event date, planning time, team availability, production capacity, kitchen or catering planning, decor resources, hospitality staffing, event inventory, and internal coordination
• The advance amount will be mentioned in the quotation or proposal
• Unless specifically mentioned otherwise, the booking advance may be non-refundable because D I V Y A M® may reserve dates, teams, planning effort, materials, vendors, production resources, and opportunity cost after confirmation
• Small function or consultation-led service: 30% booking advance
• Catering-only event: 40% booking advance
• Decor, tentage, lighting, or furniture-heavy event: 50% booking advance
• Complete wedding planning or multi-day event: 40% to 50% booking advance
• High inventory, high production, or destination event: 50% or more, as per proposal

Section 08

• Payment milestones will be clearly mentioned in the quotation, proposal, invoice, or booking confirmation
• For Single-Day Events: Booking Advance 40% to 50% at confirmation, Second Payment 30% to 40% before production freeze, Final Payment balance before event execution
• For Multi-Day Weddings: Booking Advance 40% to 50% at confirmation, Planning Milestone Payment 20% to 30% before detailed production begins, Pre-Event Payment 20% to 30% before dispatch or setup, Final Balance before the first event day
• For Catering-Focused Bookings: Booking Advance as per proposal, Menu Freeze Payment before final menu lock, Final Payment before event service begins
• For Decor, Tentage, Lighting & Furniture Bookings: Booking Advance as per proposal, Production Payment before procurement begins, Final Payment before setup or event execution
• D I V Y A M® may define different payment schedules based on event size, location, service scope, inventory requirement, and operational risk

Section 09

• Unless specifically agreed in writing, the final balance payment must be cleared before the event date or before service execution begins
• D I V Y A M® may pause, restrict, delay, or withhold services if payment milestones are not completed on time
• For smooth execution, clients are advised not to keep major payment decisions pending until the event day
• No final service release should be assumed without payment clearance unless written approval has been provided by D I V Y A M® leadership

Section 10

• GST and applicable taxes will be charged extra as per law unless specifically mentioned otherwise in the quotation
• If a quotation says 'GST extra as applicable,' the client must pay GST in addition to the quoted amount
• Clients must provide accurate billing details including billing name, address, GST number if applicable, email address, phone number, PAN or other details if required, and any specific invoice instructions
• Invoices will be issued by Adgenic Communications Private Limited or the appropriate billing entity connected with D I V Y A M®

Section 11

• D I V Y A M® may accept payments through bank transfer, UPI, cheque subject to realization, payment gateway, or other approved official payment methods
• Cash payments, if accepted, will be subject to applicable legal limits, accounting rules, and official receipt requirements
• Payments should be made only to official D I V Y A M® / Adgenic Communications Private Limited accounts or approved payment channels
• D I V Y A M® will not be responsible for payments made to unauthorized persons, personal accounts, or unofficial channels

Section 12

• After receiving payment, D I V Y A M® may issue payment confirmation, receipt, proforma invoice, tax invoice, booking confirmation, or updated payment statement
• Clients should keep payment proof safely
• A payment will be considered valid only after it is successfully received, cleared, and verified by D I V Y A M®
• Cheque payments are subject to clearance. Failed, reversed, bounced, or disputed payments will not be treated as completed payment

Section 13

• Guest count affects catering, hospitality, seating, buffet layout, staff planning, food quantity, service equipment, decor scale, and venue coordination
• Clients must confirm final guest count by the deadline mentioned in the proposal or booking confirmation
• If guest count increases after confirmation, additional charges may apply
• If guest count decreases after confirmation, payment reduction may not always be possible because planning, procurement, production, staffing, and vendor commitments may already have been made
• D I V Y A M® cannot guarantee food quantity, service flow, seating comfort, or hospitality coverage for guests beyond the confirmed guest count

Section 14

• Any change in service scope may affect pricing and timelines
• Scope changes may include additional function, additional guest count, extra food counters, menu upgrade, live counter addition, Jain/Satvik/no onion-no garlic separate arrangements, additional hospitality staff, additional decor area, stage or mandap upgrade, tentage expansion, lighting upgrade, furniture addition, extra logistics, extended service hours, outstation transport, or emergency last-minute requirements
• D I V Y A M® will communicate additional costs where applicable
• No additional work will be considered included unless confirmed in writing

Section 15

• To ensure disciplined execution, D I V Y A M® may set deadlines for menu freeze, guest count freeze, decor design freeze, layout approval, hospitality plan approval, tentage and lighting approval, furniture selection, final production approval, venue access timing, and dispatch and setup schedule
• Changes after freeze dates may not be possible or may involve additional charges
• Last-minute changes can affect execution quality and may not be accepted if they are operationally unsafe, impractical, or outside the confirmed scope

Section 16

• Additional charges may apply for increased guest count, additional menu items, extra live counters, extra service staff, additional decor, extra furniture, additional lighting, extra tentage or waterproofing, power backup, extra transport or logistics, outstation travel, late-night work, extended service hours, waiting charges, venue access delays, rework caused by client-side changes, extra permissions or compliance requirements, or damage/loss/theft/misuse of assets
• Such charges may be raised before, during, or after the event depending on when the cost is identified

Section 17

• For events outside regular service cities or requiring outstation travel, additional charges may apply for transport, loading and unloading, staff travel, staff accommodation, staff meals, vendor movement, equipment movement, local permissions, local labour, storage, extended travel time, and contingency planning
• Outstation bookings may require higher advance payment and earlier confirmation
• Destination or outstation arrangements may have stricter cancellation and payment terms due to travel, logistics, vendor commitments, and early resource blocking

Section 18

• Delayed payment may affect planning, procurement, production, vendor commitments, staffing, and event execution
• If payments are delayed, D I V Y A M® may pause planning work, delay procurement, hold production, withhold final designs or documents, restrict service confirmation, decline additional requests, cancel reserved resources, or refuse service execution until payment is cleared
• D I V Y A M® will not be responsible for execution delays or limitations caused by delayed client payments

Section 19

• If a payment fails, is reversed, disputed, bounced, or not credited successfully, the booking or payment milestone will not be treated as complete
• The client must ensure successful payment through an approved method
• Any bank charges, cheque bounce charges, gateway charges, dispute charges, or recovery costs may be payable by the client, where applicable

Section 20

• Once a booking is confirmed, pricing is normally protected for the agreed scope
• However, price revision may apply if event date changes, venue changes, guest count changes, service scope changes, client requests upgrades, government taxes or charges change, venue imposes new restrictions, additional permissions are required, logistics become significantly different, force majeure or weather requirements create additional cost, or vendor/production commitments change due to client-side delay
• Any revised pricing should be confirmed in writing

Section 21

• Cancellation, postponement, date change, refund, credit, or booking transfer will be governed by the Cancellation & Refund Policy and the terms mentioned in the quotation or booking confirmation
• Booking advance may be non-refundable unless specifically stated otherwise
• Refund eligibility, if any, will depend on date of cancellation, time left before event, planning work completed, materials procured, vendor commitments made, production status, staff allocation, venue or location, payment terms accepted by the client, and applicable written policy

Section 22

• The client is responsible for providing accurate and timely information including event date, venue address, venue access timing, guest count, function details, menu preferences, allergy information, ritual requirements, decor expectations, billing details, GST details, contact person details, permission requirements, and venue restrictions
• D I V Y A M® will not be responsible for additional cost, delay, shortage, or service limitation caused by incorrect, incomplete, or delayed client information

Section 23

• For smooth coordination, the client should appoint one primary authorized representative for decisions related to scope approval, menu approval, decor approval, payment confirmation, guest count confirmation, venue coordination, timeline approval, and changes or additions
• Instructions from the authorized representative may be treated as valid client instructions
• Conflicting instructions from multiple family members may affect execution and should be avoided

Section 24

• D I V Y A M® follows official billing and professional payment practices
• Clients should not request unofficial discounts, cash-only settlements, unbilled services, or payments outside approved official channels
• All payments should be properly recorded and linked with the confirmed service scope

Section 25

• D I V Y A M® may decline or cancel a booking before confirmation or withdraw from a confirmed booking in serious cases including non-payment, misrepresentation of event details, unsafe venue conditions, illegal activity, abusive conduct, repeated non-cooperation, unreasonable last-minute changes, conflict with pure vegetarian commitment, operational impossibility, force majeure conditions, or brand/service mismatch
• If such a situation arises, payment adjustment or refund, if any, will be handled as per applicable policy, work completed, commitments made, and legal advice

Section 26

• This Booking & Payment Policy should be read together with Terms of Service, Cancellation & Refund Policy, Food Safety & Allergen Policy, Pure Vegetarian Commitment Policy, Decor/Tentage/Lighting/Furniture Policy, Damage & Loss Policy, Venue Access & Permissions Policy, Privacy Policy, Online Booking/User Panel Terms, Photo/Video & Media Usage Policy, Force Majeure/Weather Policy, Staff Conduct & Guest Hospitality Policy, and Third-Party Partner/Vendor Coordination Disclaimer
• If there is any conflict between this policy and a signed agreement, the signed agreement will prevail to the extent of the conflict

Section 27

• For booking and payment-related questions, please contact D I V Y A M®
• Website: www.divyam.com
• Email: support@divyam.com
• Phone: +91 92778 02105
• Service Available: Prayagraj | Lucknow | Varanasi | Bhadohi | Kanpur
• A Unit of Adgenic Communications Private Limited