The agreement

Expedio is a creative and experiential marketing agency registered in the Philippines, with its studio at 6/F to 7/F The Community Building, Metropoli Drive, Eulogio Rodriguez Jr. Ave, Quezon City, 1110 Metro Manila. In these terms, "we" and "us" mean Expedio, and "you" means the person or organisation using this site or engaging us for work.

By browsing this site you accept the website terms in section two. A project agreement forms only when you sign or confirm in writing a proposal, statement of work or quotation we have issued. That document, together with these terms, is the whole agreement between us and replaces earlier conversations and drafts.

Using this website

You may view, print and share pages from this site for your own reference or to brief colleagues on a possible project. You may not do the following.

  • Copy, republish or resell our writing, case studies, photography or design as if it were your own work.
  • Scrape the site, harvest contact details, or use automated tools that place an unreasonable load on it.
  • Attempt to gain access to areas, accounts or systems that are not public.
  • Submit anything through our forms that is unlawful, misleading or infringes someone else's rights.

We work to keep the site accurate and available, but we publish it on an as-is basis. Case studies describe past projects and are not a promise of the same outcome for yours. We may change or withdraw any part of the site at any time.

Engaging Expedio

Every project starts with a written proposal covering scope, deliverables, timeline, team and fees. Quotations hold for thirty days unless stated otherwise, and are based on the information available when we prepare them. Venue, supplier and talent rates can move, so the final figure is confirmed once bookings are placed.

Dates are held only when a signed proposal and the first payment are both received. Until then another client may take the same date. Where a project depends on a specific venue, artist or supplier, our obligations start once that party has confirmed in writing.

What we need from you

Events run on shared timelines, so the schedule assumes you will supply the following on the dates set out in the project plan.

  • A named decision maker with the authority to approve creative, budget and running order.
  • Brand assets and approvals, including logo files, guidelines, tone of voice and any legal sign-off your organisation requires.
  • Accurate information on guest numbers, access needs, security requirements and anything that affects safety on site.
  • Timely feedback, consolidated into a single response per review round.

Where material or approvals arrive late, we will tell you the effect on the timeline and on cost. We are not responsible for delays, reduced scope or added expense that follow from information supplied late or incorrectly.

Fees and payment

Unless your proposal says otherwise, fees are staged as follows.

Standard payment schedule for Expedio projects.
Stage Due
50 percent mobilisation On signature, before any supplier is booked or date is held.
30 percent production Thirty days before the event, or at the start of build, whichever comes first.
20 percent balance Within fifteen days of the final reconciliation after the event.

All figures are exclusive of value added tax and of any withholding your organisation is required to apply. Third-party costs we carry on your behalf, such as venue hire, permits, talent and equipment, are billed at cost plus the management fee stated in your proposal. Invoices not settled within their terms accrue interest at one and a half percent per month, and we may pause work until the account is current.

Changes to scope

Briefs evolve, and we would rather adapt than hold you to a plan that no longer fits. Requests that fall outside the agreed scope are quoted as a written change order covering cost and timeline impact, and work on them begins once you approve it. Changes requested inside the final fourteen days before an event may carry rush charges from venues and suppliers, which we pass on at cost.

Two rounds of revision are included on each creative deliverable. Further rounds are charged at the day rate quoted in your proposal, agreed with you before we start them.

Cancellation and postponement

Cancellation must be given in writing. Because we commit to suppliers and hold team capacity well in advance, the following applies from the date we receive your notice.

  • More than sixty days before the event. The mobilisation payment is retained, and any committed third-party costs are payable.
  • Thirty to sixty days before. Fifty percent of the total fee is payable, plus all committed third-party costs.
  • Fewer than thirty days before. The full fee and all third-party costs are payable.

A postponement to a new date within six months is treated as a change of schedule rather than a cancellation, provided the new date is available to our team and to the suppliers already booked. Payments already made move with the project, and any supplier charges arising from the move are billed at cost.

We may end an engagement if payment is more than thirty days overdue, if we are asked to do something unlawful or unsafe, or if a material term is breached and not put right within fourteen days of written notice.

Intellectual property

You keep ownership of your brand assets and of anything you supply to us. We keep ownership of our working methods, templates, production systems and of any concept we present that you do not proceed with.

Ownership of the creative work made specifically for your project, including approved designs, artwork and event assets, transfers to you once all invoices are paid in full. Until then we license it to you only for the project itself. Fonts, stock photography, music and software used in a deliverable remain subject to their own licences, which we will tell you about so you can renew or extend them.

Portfolio and credit

We photograph and film the events we produce and use that material in our portfolio, on this site, in pitches and in award entries. If a project is confidential, or if there is an embargo before launch, tell us in writing and we will hold the work back until you release it. Where you would prefer no public use at all, we will agree that in the proposal.

Guest and personal information captured during a project is handled as set out in our Privacy Policy.

Confidentiality

Each of us will keep the other's non-public information confidential, use it only for the project, and share it only with team members and suppliers who need it and are under similar obligations. This does not cover information that is already public, that either party held before the project, or that must be disclosed by law or by a regulator. The obligation continues for three years after the project ends.

Liability

We carry public liability and professional indemnity cover, and certificates are available on request. We take responsibility for our own negligence and for the performance of the team we put on your project.

Except where the law does not allow it, our total liability in connection with a project is limited to the fees you have paid us for that project, excluding third-party costs carried on your behalf. We are not liable for loss of profit, loss of anticipated savings, or reputational loss. Nothing in these terms limits liability for death or personal injury caused by negligence, or for fraud.

Where you appoint a supplier directly, that contract is between you and them, and we manage rather than guarantee their performance.

Force majeure

Neither of us is in breach if performance is prevented by something outside reasonable control, including typhoon, flood, earthquake, fire, epidemic, civil unrest, strike, government order or the loss of a venue for reasons neither party caused. If that happens we will work with you to postpone rather than cancel, and we will recover whatever we can from suppliers on your behalf. Costs already committed and work already performed remain payable.

Disputes and governing law

These terms are governed by the laws of the Republic of the Philippines. If something goes wrong, raise it with your account lead first. We will meet, in person or by call, within ten working days to try to settle it. Matters that remain unresolved after thirty days may be referred to mediation, and failing that to the courts of Quezon City, Metro Manila, which have exclusive jurisdiction.

If any part of these terms is found unenforceable, the rest continues to apply. A delay in enforcing a term is not a waiver of it. Neither party may assign the agreement without the other's written consent, which will not be unreasonably withheld.

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