Terms and Conditions of Service Contracting - Querétaro Experience DMC

1. Identity of the provider

The services described in this document are provided by [RAZÓN SOCIAL], commercially known as Querétaro Experience DMC (“Querétaro Experience DMC”, “we”).
Address: [DOMICILIO COMPLETO]
RFC: [RFC]
Email: [EMAIL] | Phone: [TEL]
(Hereafter, “the Client” is the individual or company that contracts.)

2. Scope and nature of service

Querétaro Experience DMC designs, coordinates and operates Destination Management services, which may include (but are not limited to):

• Planning and coordination of corporate and social events.
• Design and operation of tours and experiences in Querétaro, San Miguel de Allende and related destinations.
• Logistics, transportation, staffing, venues, food and beverages, production, suppliers, permits and on-site coordination.
• Hospitality and amenities services.

Important: Some components of the program may be carried out by third-party providers (transportation, hotels, venues, guides, restaurants, etc.). In these cases, the terms of the corresponding provider also apply.

3. Quotes, proposals and confirmation

A) Quotes/proposals are valid for [X] days unless otherwise indicated.
B) Availability (venues, guides, transportation, rooms, etc.) is not guaranteed until written confirmation and/or payment is received as appropriate.
C) The contract is confirmed when the Client:

• Accepts the proposal in writing (email, signature, purchase order or other agreed means),
• Makes the established advance payment, and/or signs the contract/service order if applicable.

4. Prices, taxes and currency

• Prices are expressed in [MXN / USD] and [include/do not include] VAT (and/or applicable local taxes).
• If there are changes in taxes, duties, public rates or third-party costs (tolls, fuel, entrance fees, permits), they may be reflected in the total.
• For services with inputs in foreign currency or subject to exchange rate, the exchange rate [source and date] or the one agreed in the proposal will apply.

5. Payments

Unless the proposal indicates otherwise, the following conditions apply:

• Advance payment: 30% to confirm reservation/operation.
• Balance: 70% 7 days before the event/service.
• Methods: bank transfer and credit cards [indicate commissions if applicable].

Late payments: Delay may cause cancellation of blocks, loss of availability or charges from suppliers.

6. Changes requested by the client

• Changes in date, schedule, number of people, menu, route, location or suppliers may generate re-cotización.
• A “change” is considered any modification after the confirmation (even if partial).
• For complex programs, we may establish deadlines (“cut-off”) for changes without penalty.

7. Cancellation and no-show policy

Cancellation must be requested in writing. Unless specific conditions are stated in the proposal/contract, the following applies:

• More than 7 days before: 90% refund of the amount paid (or retention of 10% for management/administration), less non-refundable charges from third parties if any.
• Between 3 and 7 days before: 50% refund, less charges non-refundable from third parties.
• Less than 48 hours or no-show: no refunds.

Key clarification: If third-party providers apply stricter policies (e.g., hotels, venues, tickets, permits), their non-refundable charges will prevail and will be informed in the proposal when possible.

8. Weather, safety and force majeure

If the service is affected by severe weather conditions, official closures, conflicts, natural disasters, pandemics, infrastructure failures or other events beyond reasonable control (“Force Majeure”):

• We will seek to reschedule or adjust the program.
• Refunds, if applicable, will depend on what is recoverable from suppliers.
• Querétaro Experience DMC will not be responsible for indirect losses arising from Force Majeure.

9. Responsibility and limitation

To the extent permitted by law:

• We are not responsible for indirect damages, incidental damages, lost profits, business losses or consequential damages.
• We are not responsible for acts or omissions of third-party suppliers, except for direct negligence attributable to Querétaro Experience DMC in its role of coordination.
• The total responsibility of Querétaro Experience DMC is limited to the amount effectively paid by the Client for the specific service that originated the claim.

10. Client and participant obligations

The Client commits to:

• Provide correct information (participants, ages if applicable, restrictions, allergies, relevant medical needs).
• Respect schedules, meeting points and safety rules.
• Assume costs for damages caused by participants to third parties, venues or property.
• Have internal permits/corporate insurance when applicable.

11. Health, accessibility and special needs

The Client must inform in advance: allergies, diets, mobility, relevant medical conditions, or accessibility requirements. We will make reasonable efforts to support, but some adjustments may have costs or depend on third parties.

12. Use of image (photography and video)

During events/experiences, photos or videos may be taken for operational or communication purposes.

• If the Client requires restriction of image use, they must indicate it in writing before the event.
• For campaigns or special cases, additional authorization may be requested.

13. Personal data

The processing of personal data is carried out in accordance with our Privacy Notice.
It is used for coordination, logistics, security and personalization of the service.

14. Intellectual property

Proposals, itineraries, scripts, routes, designs and materials created by Querétaro Experience DMC are intellectual property of the company. They may not be reproduced or shared with third parties for their execution without authorization.

15. Complaints, attention and resolution

For clarifications or complaints: [EMAIL] and [TEL].
Suggested period to report incidents: [X] days after the service.

16. Applicable law and jurisdiction

These terms are governed by the laws of Mexico. For interpretation and compliance, the parties submit to the competent courts of [Querétaro, Qro., Mexico], except for applicable public order provisions.