Terms of Service (TOS)

Last Updated: Saturday, 2 May 2026

These Terms of Service ("TOS") govern your access to and use of our website and all our event software solutions and services ("Services"). By accessing or using our Services, you agree to be bound by these TOS. If you do not agree with these terms, please do not use our Services.

1. Acceptance of Terms

By registering for, accessing, or using any part of our Services, you confirm that you have read, understood, and agree to be bound by these TOS and our Privacy Policy . If you are entering into these TOS on behalf of an organization or other legal entity (such as your employer), you represent that you have the authority to bind that entity to these TOS, in which case "you" and "your" refer to that entity.

You affirm that you are at least 18 years old or the age of majority in your jurisdiction and are capable of entering into a binding contract.

2. Description of Services

EventReception provides innovative, user-friendly solutions that facilitate event planning, event management and guest reception.

Our Services may include, but are not limited to:

  • e-Planner:
    • Event floor plan creation
    • Event diagrams
    • Table plans
    • Seating arrangements
    • Guest list management
    • Collaboration among users
    • Communication among users
    • Invited Users
    • View-Only Links
    • SMS messaging to guests
    • Online navigation maps
    • Event/client management
    • Event requests
    • Notes
    • Files
    • Menus
    • Contracts
    • Vendor lists
    • Other event-planning functionalities
  • e-GuestList Check-in App:
    • Guest-list imports
    • Native iPad and Android check-ins
    • Web Check-ins from supported browsers and devices
    • Online and offline check-in workflows
    • Check-in synchronization
    • Online Guest List sharing
    • Check-in reports and analytics
    • Exports
    • Event credits
    • Monthly or annual packages
    • Related payment or invoicing features

For clarity, Invited Users are part of the e-Planner collaboration flow. Web Check-ins and Online Guest Lists are part of the e-GuestList Check-in App and should not be confused with e-Planner Invited Users.

Through our website www.eventreception.com , users can:

  • Access detailed information about our Services
  • Communicate with us via contact forms, email, or chat support
  • Purchase our Services through a secure online payment system or other accepted payment methods

3. Registration and Account Creation

3.1 Account Registration

To use certain features of our Services, you must register and create an account ("Account"). When doing so you agree to:

  • Provide accurate, current, and complete information during registration.
  • Maintain and promptly update your information to keep it accurate, current, and complete.
  • Protect the confidentiality of your login credentials and be responsible for all activities that occur under your Account.

3.2 Invited Users — e-Planner

If you have been invited via an email link to register and access the EventReception e-Planner platform ("Invited User"), you must accept the invitation and register on the platform. The Inviter can be either:

  • EventReception, if you have purchased an event directly from us;
  • A host, venue, or vendor who has purchased an account from EventReception and enables you to use the platform, typically free of charge.

Invited Users are part of the e-Planner collaboration flow. They are different from e-GuestList Check-in App users, View-Only Link recipients and Online Guest List viewers.

As an Invited User, you agree to:

  • Provide true, accurate, current, and complete information about yourself and, where applicable, your guests.
  • Have the explicit or implicit permission from your guests to input their details and contact information into the EventReception platform.
  • Maintain and promptly update your data to keep it true, accurate, current, and complete.
  • Grant us the right to send one-off SMS messages to your guests as part of the Inviter's services to you, where this functionality is used.
  • Allow EventReception to process and utilize the guest data you’ve provided to maximize the success of your event. The platform’s capabilities include, but are not limited to: printing table plans and attendee lists with guest seating arrangements, tracking guest numbers and RSVPs, organizing guests into categories, and performing any additional processing required to ensure a seamless event experience.

3.3 Account Security

You are solely responsible for maintaining the confidentiality of your username and password. You agree to notify EventReception immediately of any unauthorized access or use of your Account or any other breach of security. EventReception will not be liable for any loss or damage arising from your failure to comply with this obligation.

3.4 Check-in Users, View-Only Link Recipients and Online Guest List Viewers

Certain Services may allow you to authorize persons who are not Invited Users. These may include check-in staff, partners or collaborators using the e-GuestList Check-in App, recipients of e-Planner View-Only Links, or persons who receive an e-GuestList Online Guest List link and any required PIN.

You are responsible for deciding who may access your event data, View-Only Links, Web Check-in pages, Online Guest Lists, shared links and PINs. You agree not to share your login credentials. Where the platform allows separate users, links, PINs or access methods, you must use them responsibly and only for approved persons.

You are responsible for disabling, deleting or revoking shared access when it is no longer required. EventReception is not responsible for unauthorized access, copying, screenshots, forwarding or further disclosure caused by your sharing of links, PINs, credentials, exported files, screenshots or other event data with unauthorized persons.

4. Data Privacy

Your privacy is important to us. Please review our Privacy Policy and General Data Protection Regulation (GDPR) section to understand how we collect, use, store, protect, and disclose information.

4.1 User Data

  • Personal Data : We collect personal data when you contact us, fill out forms, create an account, request support, or complete a purchase. This may include your name, company, email, billing details, invoicing details and contact information.
  • Data Inserted by Users : You may input data that includes personally identifiable information (PII) of your guests or clients, such as names, email addresses, phone numbers, addresses, notes, event details, seating information and other information required for the relevant event purpose.
  • e-Planner Data : When you use e-Planner, you may input or generate event diagrams, floor plans, table plans, seating charts, guest lists, guest groups, RSVP information, client details, event requests, event status information, availability data, payment-status notes, uploaded files such as menus, contracts or vendor lists, event communications, SMS seating settings, navigation-map settings, Invited User activity, View-Only Link settings and related access information.
  • e-GuestList Check-in App Data : When you use the e-GuestList Check-in App, you may input or generate guest lists, guest names, tables, groups, notes, custom fields, custom columns, custom categories, custom counters, arrival/check-in status, check-in timestamps, walk-ins, no-shows, last-minute changes, device or user check-in information, synchronization data, reports, Online Guest List settings, shared-link status, PIN-protection status and link-usage information.
  • Usage Information : We collect information about how you interact with our Services, including IP addresses, browser types, device information, operating system information, access logs, synchronization information and other technical information required to provide, secure and improve the Services.

4.2 Data Usage

  • We use your data to provide, operate, secure, support and improve our Services.
  • We do not sell or rent any data you provide through our Services.
  • When necessary we may share data with trusted partners exclusively for the purpose of providing our Services. This includes, for example, hosting providers, transaction processors, payment providers, SMS delivery services, analytics providers, email service providers and support service providers. Our partners use the data solely to perform their services.

4.3 Invited Users and Data Sharing — e-Planner

This section applies to Invited Users in e-Planner and does not apply to e-GuestList Online Guest List sharing.

When Invited Users use EventReception's e-Planner collaboration platform and input guest data, this data is shared in real-time with both the Inviter and EventReception. A notable exception is the Contact Details of the Invited Users' guests, which include guests':

  • Mobile phone number
  • Landline phone number
  • Email address
  • Physical address

These guest Contact Details remain undisclosed to the Inviter at all times.

4.4 e-Planner View-Only Links and Shared Event Planning Data

e-Planner may allow you to share event diagrams, equipment lists, seating charts or other event planning information through View-Only Links. View-Only Link recipients may access the latest version of the information made available through the link and may be able to export or print certain shared information where the platform allows it.

You are responsible for ensuring that View-Only Links are sent only to approved persons and that the shared information is appropriate for those recipients. You should deactivate or delete View-Only Links when access is no longer required.

4.5 e-GuestList Online Guest Lists and Shared Check-in Data

The e-GuestList Check-in App may allow you to share an Online Guest List through a unique URL, optionally protected by a 6-digit PIN. You may choose which columns are visible, whether guest search is available, and whether guest arrival information is displayed.

You are responsible for ensuring that the selected data can lawfully and appropriately be shared with the persons who receive access. You should avoid making unnecessary personal data visible and should disable or delete the Online Guest List link when access is no longer needed.

Anyone who receives a valid Online Guest List link and any required PIN may be able to view the information made available through that link. EventReception is not responsible for further disclosure caused by your sharing of the link or PIN with unauthorized persons.

Disabling or deleting an Online Guest List link removes access through that link, but does not automatically delete the underlying event, guest or check-in data stored in your Account, unless you separately delete that data or request deletion where applicable.

4.6 User Responsibilities

  • You are responsible for obtaining explicit or implicit permission from your guests or clients before inputting their personal data into our Services.
  • You must comply with all applicable data protection laws including GDPR, where applicable.
  • You are responsible for configuring Invited User access, View-Only Links, Online Guest Lists, Web Check-ins and other access methods in a way that limits access to the data necessary for the relevant event purpose.
  • You must share View-Only Links, Online Guest List links and PINs only with approved persons and disable or delete those links when access is no longer required.
  • You must ensure that persons performing check-ins or accessing shared event information on your behalf are authorized and aware of their confidentiality obligations.
  • You are responsible for reviewing exported files, printed lists, screenshots, shared links and visible columns before sharing them with third parties.

5. Payments and Fees

5.1 License Fee

Access to certain features of our Services may require payment of a license fee, as detailed in a separate Financial Agreement, selected package, event credit, subscription, or as indicated during the purchase process.

5.2 Payment Terms

  • All fees are due in advance and are non-refundable unless otherwise stated.
  • Payments can be made via bank deposit, credit card, digital wallet, e-banking, local payment method, or other accepted payment methods.
  • You are responsible for any taxes, bank transfer fees, currency conversion fees, or other charges not included in the net amount.
  • Paid Services, event credits, monthly packages, annual packages and other paid features may be activated only after successful payment confirmation, unless otherwise agreed in writing.

5.3 Invited Users and Payments

If you have not directly purchased an account from EventReception but have been invited by a host, venue, or vendor as an Invited User, EventReception will not charge you any fees for that invitation.

It is possible, however, for the Inviter to charge fees for SMS messages or for offering the EventReception platform services to you as part of their own services. Any such charges are independent of EventReception and should be agreed upon between you and the Inviter.

5.4 Direct Purchases, Event Credits and Packages

If you purchase Services directly from EventReception, different rates may apply based on the selected Service, event credit, package, subscription or plan. Please visit our pricing page for more details.

By purchasing Services directly from EventReception, you explicitly authorize us, or our third-party payment processor , to charge you for the selected transaction. We may ask you to supply information relevant to your transaction, including your company information if you make a purchase on behalf of a company, billing details, invoicing details and contact information.

Sensitive payment instrument details, such as full credit card numbers, are entered directly in the secure checkout environment of our payment processor and are not accessible to EventReception. We may receive payment confirmation, transaction status, billing information and invoice information so that we can activate the purchased Services, provide support and comply with accounting and tax obligations.

You represent and warrant that you have the legal right to use any payment method you provide or select. When you initiate a transaction, you authorize us and our payment processor to process the transaction and charge the selected payment method for the selected transaction, plus any applicable taxes and other charges.

5.5 Event Credits, Packages and Account Use

Event credits, monthly packages, annual packages and other account-based purchases may be used only through the Account for which they were purchased, unless otherwise agreed in writing. You are responsible for selecting the correct event credit, package or plan for each event.

Availability, duration, event limits, package limits, renewal rules and any other usage restrictions for paid Services are those stated during the purchase process, in your Account, in the relevant Financial Agreement, or on the applicable pricing page.

5.6 Default

Failure to pay fees when due may result in suspension or termination of your access to the Services.

6. Intellectual Property Rights

6.1 Ownership

All content, features, and functionality of the Services—including but not limited to software, text, graphics, logos, and images—are the exclusive property of EventReception and are protected by international copyright, trademark, patent, trade secret, and other intellectual property laws.

6.2 License Grant

EventReception grants you a limited, non-exclusive, non-transferable, revocable license to access and use the Services for your personal or internal business purposes, in accordance with these TOS.

6.3 Restrictions

You agree not to:

  • Modify, copy, distribute, transmit, display, perform, reproduce, publish, license, create derivative works from, transfer, or sell any content obtained from the Services.
  • Reverse-engineer, decompile, or disassemble any portion of the Services.
  • Remove any copyright, trademark, or other proprietary rights notices contained in or on the Services.
  • Use the Services to build or support a competing product or service, except where such restriction is prohibited by applicable law.

7. User Conduct

You agree to use the Services responsibly and to not engage in any activities that:

  • Violate any applicable laws or regulations.
  • Infringe upon the rights of others.
  • Are harmful, fraudulent, deceptive, threatening, harassing, defamatory, obscene, or otherwise objectionable.
  • Introduce viruses, malware, or other harmful material.
  • Attempt to gain unauthorized access to the Services, other Accounts, systems, networks, shared links, PIN-protected links, or data not intended for you.
  • Interfere with or disrupt the integrity, security or performance of the Services.

8. Operational Standards & Requirements

8.1 Operational Standards

EventReception (“ER”) will use its utmost efforts to maintain the Software’s availability at a minimum of 99% monthly average uptime.

Because the Software is delivered over the internet, ER cannot be held liable for delays, delivery issues, or other damages caused by the internet and/or electronic communications.

You must use operational environments that are appropriate and technically accepted by ER, and you must notify ER in writing before making any major modifications to those environments.

8.2 Operational Requirements — Check-in App (Offline Use)

If you use our check-in app offline, you must connect all your devices to the internet as soon as the event ends, and no later than 48 hours after the event date (the “ Sync Deadline ”) to ensure your check-in reports are accurate.

If data is not synced by the Sync Deadline, or if you uninstall the app, or clear its data before confirming the app has synced to the web , any locally stored data may be permanently lost. EventReception is not responsible for such loss.

8.3 Operational Requirements — Web Check-ins and Online Guest Lists

Web Check-ins and Online Guest Lists are online Services and require a stable internet connection, a supported browser and appropriate devices. You are responsible for ensuring that your event staff, partners or other approved users have suitable access, devices, browser settings and internet connectivity during the event.

Although Web Check-ins may synchronize with tablets and native check-in apps, synchronization speed and availability may depend on internet connectivity, device performance, browser settings, third-party networks and other factors outside EventReception's control.

You are responsible for reviewing check-in reports, Online Guest List settings and shared-link access before, during and after your event. EventReception is not responsible for inaccuracies, delays, unauthorized access or loss caused by incorrect configuration, unauthorized sharing of links or PINs, inadequate connectivity, unsupported devices, browser issues or failure to verify that event data has synchronized correctly.

8.4 Data Imports, Exports and User Configuration

You are responsible for checking the accuracy and completeness of any data you import, upload, edit, export, print or share through the Services, including Excel uploads, guest lists, seating charts, check-in lists, event diagrams, equipment lists, reports and Online Guest Lists.

EventReception is not responsible for errors, omissions, duplicate entries, incorrect check-ins, incorrect seating, wrong visible columns, wrong shared-link settings, or other issues caused by data provided by you or by persons acting on your behalf.

9. Limitation of Liability

To the fullest extent permitted by applicable law:

  • EventReception, its directors, officers, employees, agents, or affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including lost profits, loss of data, or goodwill, service interruption, computer damage or system failure, or the cost of substitute services, arising out of or in connection with these TOS or from your use of or inability to use the Services.
  • EventReception shall not be liable for losses, inaccuracies, unauthorized access or disclosures caused by your incorrect configuration of the Services, your failure to synchronize check-in devices, your failure to verify data accuracy, unsupported devices, inadequate connectivity, browser issues, or your sharing of credentials, View-Only Links, Online Guest List links, PINs, exported files, printed lists or screenshots with unauthorized persons.
  • EventReception's total liability for any claims arising out of or relating to these TOS or your use of the Services shall not exceed the amount you have paid to EventReception in the last twelve (12) months, or 10 Euros if you have not had any payment obligations.

10. Indemnification

You agree to indemnify, defend, and hold harmless EventReception and its affiliates, officers, agents, and employees from any claims, liabilities, damages, losses, and expenses arising from:

  • Your use of the Services.
  • Your violation of these TOS.
  • Your violation of any rights of another party.
  • Your failure to obtain required permissions, consents or lawful bases before inputting, sharing or processing personal data through the Services.
  • Your sharing of credentials, View-Only Links, Online Guest List links, PINs, exported files, printed lists, screenshots or other event data with unauthorized persons.

11. Termination of Account and Service Usage

11.1 Termination by You

You may terminate your Account at any time by contacting us at [email protected] . Upon termination, you must cease all use of the Services.

11.2 Termination by EventReception

We reserve the right, in our sole discretion, to suspend or terminate your access to the Services at any time, without notice, for any reason, including but not limited to breach of these TOS. Upon termination, your right to use the Services will immediately cease, and EventReception may delete your account and associated data.

11.3 Effect of Termination

Upon termination:

  • Your right to access and use the Services will immediately cease.
  • EventReception may delete your data after thirty (30) days, unless legally obligated to retain it.
  • Shared access, View-Only Links, Online Guest List links, Web Check-ins and other account-based features may be disabled.
  • Termination does not affect data that has already been lawfully exported, printed, copied, screenshotted or shared by you or by persons who received access from you.
  • All provisions of these TOS which by their nature should survive termination shall survive termination, including, without limitation, ownership provisions, warranty disclaimers, indemnity, and limitations of liability.

12. Governing Law and Jurisdiction

These TOS shall be governed by and construed in accordance with the laws of Greece, without regard to its conflict of law provisions. Any disputes arising under or in connection with these TOS shall be subject to the exclusive jurisdiction of the courts located in Thessaloniki, Greece.

13. Dispute Resolution

13.1 Mediation

Any dispute arising out of or relating to these TOS shall first be attempted to be resolved through mediation in Thessaloniki, Greece, in accordance with Greek Law 3898/2010 and the rules and procedures of the Hellenic Center of Mediation and Arbitration.

13.2 Arbitration

If mediation fails, the dispute shall be finally resolved by arbitration under the International Chamber of Commerce (ICC) Rules of Arbitration. The arbitration shall be conducted in English in Thessaloniki, Greece, by three arbitrators. The arbitration award shall be final and binding on the parties.

14. Miscellaneous Provisions

14.1 Entire Agreement

These TOS, along with any Financial Agreement and our Privacy Policy, constitute the entire agreement between you and EventReception, superseding any prior agreements.

14.2 Amendments

EventReception reserves the right to modify or replace these TOS at any time. We will notify you of any changes by updating the "Last Updated" date in this webpage, posting an announcement in the News Section of our website , and sending an email to all our direct paying clients. Your continued use of the Services after any changes constitutes acceptance of the new TOS.

14.3 Severability

If any provision of these TOS is found to be invalid or unenforceable, the remaining provisions shall remain in full force and effect.

14.4 Waiver

No waiver by EventReception of any term or condition set forth in these TOS shall be deemed a further or continuing waiver of such term or condition or a waiver of any other term or condition.

14.5 Assignment

You may not assign or transfer your rights or obligations under these TOS without our prior written consent. EventReception may assign or transfer these TOS without restriction.

14.6 Notices

Notices to you may be made via email or regular mail. The Services may also provide notices to you of changes to these TOS or other matters by displaying notices or links to notices generally on the platform.

15. Copyright Policy

EventReception respects the intellectual property rights of others and expects its users to do the same. If you believe that any material on the EventReception platform infringes your copyright, please notify us promptly. EventReception will respond to all such notices and take appropriate actions, including removing or disabling access to the infringing material.

EventReception will terminate a user's access to and use of the Services if, under appropriate circumstances, the user is determined to be a repeat infringer of the copyrights or other intellectual property rights of EventReception or others.

16. Contact Information

If you have any questions about these TOS or need to contact us for any reason, please reach out to us at:

By using our Services, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.