Organizer Terms of Service

This document governs the business relationship between BeerZap and the festival organizers, associations, and promoters ("Organizer," "you") who sign up to run an event on the platform. It does not cover attendees (who have no account and accept no terms today) or vendors/brewers, who accept a separate Vendor/Brewer Participation Terms document. If you're an organizer signing up, this is the agreement you're accepting.

1. Acceptance of Terms

By creating a BeerZap organizer account, provisioning an event (including a sandbox/trial event), or otherwise using the Service, you agree to these Terms on behalf of yourself and, if you are acting for a business or organization, on behalf of that entity, and you represent that you have the authority to bind it. If you do not agree, do not use the Service.

2. Description of Service

BeerZap is a software platform that lets festival organizers run a location-based "discovery adventure" at their event: attendees scan QR codes at vendor stations, a GPS check confirms physical presence, and completed "captures" fill a digital collection book. Organizers can configure prizes, sponsor slots, and (where enabled) vendor-funded rewards. BeerZap provides software only. BeerZap does not organize, produce, staff, insure, or operate your event, and does not manufacture, distribute, sell, serve, or hold any license related to alcohol (see Section 7).

3. Fees and Billing

3.1 Event tiers and add-ons

Current published pricing (subject to change with notice per Section 12):

• Free — $0, up to 500 attendees, one free event per organizer for the life of your account.
• Starter — $199 per event.
• Standard — $399 per event.
• Growth — $799 per event.
• Enterprise — starting at $1,500, custom quote.
• Sponsor slots — $299–$999 each depending on event tier, maximum 3 per event.
• Concierge Setup — $149–$499 flat tiers, or $15 per vendor à la carte.
• Multi-Event Pass — a prepaid, multi-event credit bundle at 25% off list price, minimum 2 credits, valid for 12 months from purchase.

3.2 Card-on-file authorization

When you provide a payment card to BeerZap, you authorize BeerZap to store that card and to charge it, without a separate authorization for each individual charge, for: (a) the event tier fee for the event you are creating or upgrading; (b) any sponsor slots, Concierge Setup, or other add-ons you select; and (c) any mid-event overage charge that applies automatically if your event's attendance exceeds your paid tier's cap (see Section 3.3). For the Free tier, your card is captured but not charged unless and until you create a second event or upgrade — the Free tier is limited to one free event per organizer for the life of your account, and this eligibility is not restored by canceling or by opening a new account.

3.3 Overage charges

If your event's attendance crosses the cap of your paid tier while the event is live, BeerZap will automatically charge the price difference to the card on file to move you to the next tier up. Overage charges reflect service already delivered at the moment they are incurred and are non-refundable.

3.4 Event-tier validity

Each event-tier purchase is intended for use with a single scheduled event. If you reschedule your event (see Section 4.2), your tier purchase carries forward at no additional charge, provided the rescheduled event occurs within 12 months of the original purchase date. A tier purchase with no event that has occurred within 12 months of purchase may be closed out by BeerZap, with any unused value refunded on a pro-rated basis.

4. Cancellation, Rescheduling, and Refunds

BeerZap uses one simple rule for every cancellation scenario, regardless of the reason given (including weather or other circumstances outside your control): has your event gone live or not. BeerZap does not adjudicate whether a cancellation reason was "genuine" — the live/not-live line applies uniformly.

4.1 Event fee (Starter / Standard / Growth / Enterprise)

• 14 or more days before your event date: full refund, or full credit toward a future event, your choice.
• 7–13 days before your event date: 50% refund or credit.
• Fewer than 7 days before your event date, or once your event has gone live: no refund.

4.2 Rescheduling

Rescheduling your event date (as opposed to canceling it) is free and unlimited at any time before the event goes live. Your paid tier and any purchased add-ons carry forward to the new date, subject to Section 3.4's 12-month validity window.

4.3 First Event Free

No charge occurs, so there is no refund to make. Your free-event eligibility is consumed the moment you create your first event (the point BeerZap staff review and approve your organizer account) and is not restored if you subsequently cancel that event.

4.4 Overage charges

Never refundable — see Section 3.3.

4.5 Concierge Setup

• Canceled before any work has begun: full refund.
• Canceled mid-job: you are billed only for vendors actually completed, at the $15-per-vendor rate, with the remainder of the bundle price refunded.
• Once the full bundle is delivered: non-refundable, regardless of what later happens to the event date.

4.6 Multi-Event Pass

Unused credits may be refunded at any time, at the same discounted per-credit rate you actually paid. Credits expire 12 months from purchase; BeerZap will send reminder notices before expiration as a courtesy, but expiration occurs on schedule regardless of whether a reminder was received or opened.

4.7 Sponsor slots

Follow the same schedule as Section 4.1 (14-day / 7-day tiers). If BeerZap or the organizer cancels the entire event for reasons outside anyone's reasonable control (see Section 4.8), sponsor slots are treated the same as the base event fee — full refund or credit, no penalty — because the sponsor never received the promised placement.

4.8 Events cut short after going live

If your event goes live and is later cut short (for example, by weather), the event fee follows the no-refund rule in Section 4.1 — the service was already substantially delivered. Sponsor slots that had not yet delivered their promised exposure may receive a partial credit at BeerZap's discretion; this is a discretionary accommodation, not a guaranteed right.

4.9 How to request a refund or credit

Contact legal@beerzap.com with your event ID and the reason for your request.

5. Intellectual Property

5.1 BeerZap's IP

BeerZap retains all right, title, and interest in the Service, including its software, design, trademarks, and underlying technology. Nothing in these Terms transfers any of that to you.

5.2 Your content

You retain ownership of the event content you submit (station names, prize descriptions, branding). You grant BeerZap a license to use that content solely to operate your event on the Service.

5.3 Marketing use

You grant BeerZap a license to reference your organization's name and event branding in BeerZap's own marketing and case studies. You may opt out of this by writing to legal@beerzap.com.

6. Event-Safety and Inherent-Risk Disclaimer

BeerZap has no control over, and is not responsible for, the conduct of any organizer, vendor, sponsor, or attendee at an event, or the quality, safety, legality, permitting, insurance adequacy, or outcome of any event run on the Service. Some events carry inherent risks — including without limitation risks associated with alcohol consumption, crowds, weather, venue and facility conditions, and travel to and from the event. Organizers and attendees who participate in or attend an event promoted through the Service freely and willfully assume those risks. You are solely responsible for your event's permits, insurance, venue safety, crowd management, and compliance with all applicable laws.

7. Alcohol-Service Disclaimer

You acknowledge and agree that BeerZap holds no federal, state, provincial, or local alcohol license of any kind, and does not manufacture, bottle, sell, serve, or deliver any alcoholic beverages. BeerZap is a software platform only, providing event-discovery, gamification, and analytics tools. It has no operational role in the service, sale, or delivery of alcohol at any event. You, as the organizer, are solely responsible for all permits, licensing, age verification (ID checks, wristbands, or equivalent controls), and every other aspect of alcohol-service compliance at your event, including compliance with your state's alcohol-beverage-control (ABC) laws and any tied-house or promotional-tie restrictions that may apply to prizes or rewards offered at your event.

8. Acceptable Use

Your use of the Service is also governed by the BeerZap Acceptable-Use & Prize-Promotion Terms, incorporated into this agreement by reference, which cover platform-misuse rules (no scraping, reverse-engineering, or reselling access), content-moderation standards, and prize/reward mechanics.

9. Warranty Disclaimer

THE SERVICE IS PROVIDED "AS IS" AND "AS AVAILABLE," WITH ALL FAULTS. BEERZAP DISCLAIMS ALL WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WITHOUT LIMITATION ANY IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. BEERZAP DOES NOT WARRANT THAT THE SERVICE WILL BE UNINTERRUPTED, TIMELY, SECURE, OR ERROR-FREE.

10. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, BEERZAP WILL NOT BE LIABLE FOR ANY INDIRECT, SPECIAL, INCIDENTAL, OR CONSEQUENTIAL DAMAGES ARISING FROM YOUR USE OF THE SERVICE OR YOUR EVENT. BEERZAP'S TOTAL LIABILITY TO YOU FOR ANY CLAIM ARISING OUT OF OR RELATING TO THESE TERMS OR THE SERVICE WILL NOT EXCEED THE TOTAL FEES YOU PAID TO BEERZAP IN THE NINETY (90) DAYS PRECEDING THE EVENT GIVING RISE TO THE CLAIM.

11. Indemnification

You agree to indemnify, defend, and hold harmless BeerZap and its officers, employees, and agents from any claim, damage, or expense (including reasonable attorneys' fees) arising out of: (a) your breach of these Terms; (b) content you submit or actions you take in connection with your event; or (c) your violation of any law, including alcohol-service, permitting, or ABC-compliance laws applicable to your event.

12. Modification of Terms

BeerZap may update these Terms from time to time. For any change we determine to be material, we will provide at least 14 days' advance notice by email and/or in-app notice before the change takes effect, and will require you to re-accept the updated Terms (recorded with a new terms_version) before you can create or manage a new event. Continued use of the Service after a non-material update constitutes acceptance of that update.

13. Termination

BeerZap may suspend or terminate your account or access to the Service for: non-payment; breach of these Terms; conduct that violates any applicable law (including an ABC-law violation tied to your event); or conduct that exposes BeerZap to legal liability or unacceptable risk.

Operational note: suspending your account does not automatically halt an already-live event from accepting captures; BeerZap works to close this gap operationally, but you should not rely on account suspension as an emergency-stop mechanism for a live event.

14. Dispute Resolution — Arbitration and Class-Action Waiver

PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS YOUR LEGAL RIGHTS, INCLUDING YOUR RIGHT TO FILE A LAWSUIT IN COURT.

14.1 Informal resolution first

Before filing an arbitration demand, you agree to contact BeerZap at legal@beerzap.com and attempt in good faith to resolve the dispute informally for at least 30 days.

14.2 Binding arbitration

Any dispute arising out of or relating to these Terms or the Service that is not resolved informally will be resolved by binding arbitration administered by the American Arbitration Association (AAA) under its Commercial Arbitration Rules, rather than in court, except as set out in Section 14.4.

14.3 Class-action and jury-trial waiver

You and BeerZap each agree that any arbitration or proceeding will be conducted only on an individual basis and not as a class, collective, or representative action. You and BeerZap each waive any right to a jury trial.

14.4 Carve-outs

Either party may bring an individual claim in small-claims court, and BeerZap may seek injunctive or other equitable relief in court to protect its intellectual property, at any time.

14.5 Governing law and venue

These Terms are governed by the laws of the State of Colorado, without regard to conflict-of-laws principles. For any matter not subject to arbitration, the state and federal courts located in Colorado will have exclusive jurisdiction and venue.

15. General Provisions

Severability. If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect. Entire agreement. These Terms, together with the Acceptable-Use & Prize-Promotion Terms and Privacy Policy, are the entire agreement between you and BeerZap regarding the Service. Assignment. You may not assign these Terms without BeerZap's consent; BeerZap may assign these Terms in connection with a merger, acquisition, or sale of assets. Notices. BeerZap may provide notices to you via the email associated with your account or in-app notification.