Organizer Agreement

1.The hub fee

Each event pays one flat hub fee, set by the event’s capacity — the maximum number of attendees you allow. The capacity you set determines the tier.

USD is the list price. For other currencies we publish fixed local price lists (such as the CAD prices above) rather than converting at a daily exchange rate; the price list in force when your event goes live applies to that event. Events above 200 attendees, and events we produce or customize for you, are priced by written quote — write to josh@thedigitalthird.com.

An attendee is any person registered for the event: ticket buyers and their guests, people you add or import, speakers, staff and hosts. A person who has declined or whose registration you have removed does not count. Every event must have a capacity before it can go live, and registration stops when the capacity is reached.

2.Setup is free; the fee is due at go-live

Creating an event, building the hub, connecting Stripe, importing guests and previewing everything costs nothing, for as long as the event stays in draft. The hub fee becomes due when you change the event’s status to live. A draft hub is not visible to the public and cannot sell tickets or register attendees.

3.Paid events: the fee comes out of your first ticket sales

If your event qualifies (section 5), you go live without paying anything. The hub fee is then collected from your first ticket sales, as follows:

• Tickets are sold as direct charges on your own Stripe account. On each order, until the fee is covered, we set a Stripe application fee equal to the balance still owing — but never more than that order’s total less an allowance for Stripe’s card-processing charge on it, so a single order never leaves your Stripe balance negative.
• The application fee is taken in the currency of the ticket, using the fixed price list for that currency, and is routed to us automatically by Stripe. The rest of the order goes to your Stripe balance exactly as it does on every other sale.
• Once the fee has been collected in full, the application fee drops to zero and you keep the whole of every later order (less Stripe’s own processing charges, which Stripe bills to you directly).
• The hub fee is never shown to or charged to your attendees. It does not appear at checkout and does not change the price they pay. It will appear as an “application fee” on those first charges in your own Stripe dashboard and reports.
• We email you a receipt when the fee has been collected in full. Your dashboard shows how much has been collected so far.

You authorize us to collect the hub fee, and any increase under section 7, in this way.

4.If you don’t sell, you don’t pay

For an event paying from ticket sales, the fee is only ever collected out of tickets you actually sell. If the event does not sell enough to cover the fee, whatever is still uncollected is written off when the event is archived. We will not invoice you or charge a card for it.

Amounts already collected are kept. For example, if a $49 fee has had $31 collected from a single sale and nothing more is sold, we keep the $31 and write off the remaining $18.

This promise applies only to events that qualify under section 5 and only while you keep to the limits in section 6. It does not apply to fees paid by card.

5.Which events can pay from ticket sales

An event pays from ticket sales only if, when it goes live, all of these are true:

• its registration mode is Tickets;
• every active ticket tier is priced above zero;
• your Stripe account is connected and able to accept charges; and
• we publish a price list for the currency your tickets are sold in.

Every other event — free events, open-RSVP events, invite-only events, events with any $0 tier, and events selling in a currency we have no price list for — pays the hub fee by card at go-live, through a Stripe checkout on our own account. The event goes live as soon as the payment succeeds. The price is the same either way.

If, after going live on pay-from-sales, you change the event so that it no longer qualifies (for example by adding a free tier or switching to open registration) while part of the fee is still uncollected, the uncollected balance becomes payable by card before the change takes effect.

6.Complimentary and manually added attendees

While an event is paying from ticket sales and the fee has not yet been covered, you may add or import no more than 5 attendees by hand (complimentary tickets and other manual additions). This keeps “if you don’t sell, you don’t pay” for events that are genuinely selling tickets through Event Hub, rather than collecting payment elsewhere.

The limit lifts automatically once the fee is covered. You can also lift it at any time by paying the outstanding balance by card.

7.Raising your capacity

If you raise an event’s capacity into a higher tier, the hub fee rises by the difference between the two tiers — for example, USD $50 when moving from up to 50 to up to 100 attendees. For an event paying from ticket sales, the difference is added to the balance collected from your next sales. For an event that paid by card, the difference is paid by card before the new capacity takes effect.

Lowering capacity after go-live does not reduce or refund the fee.

8.Ticket refunds, cancellations and the hub fee

You decide your own ticket refund policy and issue refunds from your own Stripe dashboard. Refunding a ticket does not refund the hub fee: the application fee collected on that order stays with us, and you fund the whole refund to your attendee from your Stripe balance. The same is true of chargebacks and disputes, which are yours to handle.

A hub fee paid by card is non-refundable once the event is live, except that if you cancel the event before anyone has registered and write to us within 14 days of paying, we will refund it. Nothing in this agreement limits a refund right you have under the law that applies to you.

9.Annual pass

Instead of paying per event, you can buy an annual pass: unlimited events for twelve months from purchase, each up to the pass size, with no hub fee on those events.

• The pass is paid by card in advance. It is tied to your account, covers events you own, and cannot be shared or transferred.
• An event larger than your pass pays only the difference between the tier it needs and the tier your pass covers, for that event alone — for example, USD $50 for a 100-person event on an up-to-50 pass. That difference is collected the same way as any hub fee: from ticket sales if the event qualifies, otherwise by card.
• You can upgrade a pass to a larger size at any time by paying the difference in price, pro-rated for the months remaining.
• A pass is refundable in full within 14 days of purchase, provided no event has gone live under it. After that it is non-refundable, except where the law that applies to you requires otherwise.
• A pass does not renew automatically unless we have told you otherwise at purchase. When a pass lapses, hubs that were live under it become read-only (they move to the post-event or archived state described in section 11), nothing is deleted, and new events need a new pass or the per-event fee to go live.

10.Taxes

All prices are exclusive of taxes. We charge GST/HST to organizers in Canada, and any other sales, value-added or similar tax we are required to collect, on top of the prices above; our registration number appears on receipts. You are responsible for any taxes on your own ticket sales and for your own tax reporting — Event Hub does not calculate, collect or remit tax on tickets for you unless you configure that in your own Stripe account.

11.After the event: the 90-day window

An event’s hub is designed to outlive the day.

• The day after your event ends, its status changes automatically from live to post. The hub stays open to your attendees — photos, recordings, the directory, testimonials, resources and perks all keep working — with a note that the event has wrapped. We email you when this happens.
• 90 days after the event ends, the hub is archived: attendees see a notice that the event has ended, and the dashboard becomes read-only. We email you 7 days before this happens, and the archive date is shown on your dashboard throughout.
• Nothing is deleted at archive. Your event, guest list, orders, responses and content stay in your account, and you can still export them.
• Hubs belonging to an organizer with an active annual pass stay open for as long as the pass is active.
• Any uncollected hub fee is written off at archive (section 4).

If you need a hub to stay open longer, write to us before the archive date.

12.Events created before this agreement

Events that already existed in Event Hub when this agreement took effect are grandfathered: they owe no hub fee, are not subject to the limits in section 6, and are not moved to post or archived automatically. Duplicating a grandfathered event creates a new event, which is subject to this agreement.

13.Your data and exporting it

Your attendee list is yours. You can export guests, orders, check-ins, questions, survey results and testimonials from the dashboard as CSV at any time, including after the event is archived. If we ever end your access other than for the reasons in section 14, we will give you a reasonable opportunity to export first.

14.Suspension for abuse or fraud

We may suspend an event, pause its ticket sales or email, or close an account, without refund, where we reasonably believe there is: a breach of the Terms of Service’s acceptable-use rules; fraud, including selling tickets to an event that will not take place; an abnormal level of chargebacks, disputes or refund complaints; chargeback fraud against us; deliberate circumvention of the fee (for example, mislabelling a paid event or routing sales around the limits in sections 5 and 6); or a request from Stripe, a payment network or a regulator. Where we reasonably can, we will tell you first and give you a chance to put it right.

15.Changes to prices and to this agreement

We may change prices and this agreement. A price change never applies to an event that is already live or to a pass that has already been bought; it applies to events that go live, and passes bought or renewed, after it takes effect. We will give account holders at least 14 days’ notice of a material change to this agreement by email or in the dashboard.

16.Contact

Billing questions, quotes for events over 200 attendees, and pass purchases: josh@thedigitalthird.com. The Digital Third — Event Hub, Vancouver, British Columbia, Canada.