Clear expectations
Service Terms
The practical framework behind a thoughtful, custom website engagement.
These website terms explain our general approach. Every project receives a written scope, price, timeline, and payment schedule. If an accepted proposal differs from this page, the accepted proposal governs.
Project Concierge recommendations and proposals
The Project Concierge first provides a package recommendation, price range, hosting duration, and launch window from the information submitted. Complete, straightforward scopes may then receive an automatic written proposal with a fixed price. The proposal becomes binding only after the client accepts the scope and service agreement. Complex, unclear, corporate, Signature, or unrealistic rush requests receive written studio review before payment is requested.
Written-first communication
Essential and straightforward Premium projects can normally be scoped and completed without a call. Signature, corporate, unusual integration, or unclear projects may be offered an optional 15-minute consultation. A call is required only when a rush request appears unrealistic or cannot be responsibly confirmed in writing.
Custom services and project start
Vanguard Event Studio provides custom website strategy, design, development, launch, and related support. Production begins after the required agreement, payment, content, and access details identified in the proposal have been received. Delivery estimates begin from that ready-to-start point.
Pricing, payments, and public launch
The accepted proposal identifies included pages, features, revisions, integrations, hosting, payment schedule, and fees. Public launch, custom-domain connection, public RSVP collection, and guest messaging occur only after the complete build price has cleared. Eligible third-party financing may satisfy that requirement when the provider pays Vanguard upfront. A 12-month pre-launch plan may be offered when the intended launch is at least 12 months away; its private preview and production pause if a payment is missed.
Cancellation and refunds
The proposal states the project-specific cancellation and payment schedule. If a project is cancelled, fees for completed work, reserved production time, approved milestones, and nonrecoverable third-party costs may remain due. Any refund eligibility is determined by the accepted proposal and the work completed at the time of cancellation.
Rush delivery
Rush delivery is subject to availability, a focused scope, timely content and feedback, and any rush fee disclosed before work begins. A 48–72 hour target is not confirmed until it appears in the accepted proposal. Delayed materials, approvals, or third-party access can move the launch date.
Client content and approvals
Clients are responsible for supplying accurate, lawful content and confirming they have permission to use submitted names, images, logos, music, and other materials. The client reviews and approves the website before launch, including event details, links, dates, accessibility information, and RSVP instructions.
Domains
Whenever practical, the client should own the domain registration. Vanguard Event Studio may configure or administer DNS as an authorized technical partner. Domain registration and renewal fees are identified separately when they are not included in the proposal, and access can be transferred to the client at handoff.
Hosting, support, and renewal
Every package includes 12 months of managed hosting beginning on the public launch date. Annual renewal is $125 for Essential, $200 for Premium, and $350 for Signature unless the accepted proposal states otherwise. Before the term ends, we provide renewal, refresh, archive, transfer, or retirement options. Ongoing hosting or maintenance is not charged automatically unless the client has expressly agreed to recurring billing.
Post-event repurposing
When substantially the same architecture can support a related purpose, Vanguard may refresh the site at 50% off the then-current reusable build portion, plus the applicable hosting amount and any domain or third-party costs. The client may retain an appropriate domain, choose a new domain, or upgrade the package. A different event type, major new workflow, or materially different experience requires a new written scope.
Ownership and third-party services
The client keeps ownership of materials they provide. Ownership or license rights for final custom design and code are defined in the accepted proposal and generally become effective after all required payments are complete. Pre-existing studio tools, open-source software, fonts, stock media, hosting platforms, and other third-party materials remain subject to their own licenses.
Third-party platforms
RSVP tools, maps, registries, scheduling services, analytics, domain registrars, email providers, and other integrations are operated by third parties. We configure them with care but cannot guarantee their uninterrupted availability or changes to their separate terms.
Complete operating policies
The content deadline, revision, cancellation, rush, payment, approval, and launch standards are available in Client Resources & Service Agreement.
Questions
Questions about these terms can be sent to hello@vanguardeventstudio.com. Project-specific commitments should always be included in the written proposal.