Event & Book Launch Policy

Last Updated: Jan, 2026

This Event & Book Launch Policy governs the terms, responsibilities, and conditions applicable to book launches, literary events, promotional programs, and related services organized or facilitated by Bookbins Private Limited (“Bookbins”, “we”, “our”, “us”).

By engaging Bookbins for any event or participating in an event organized by us, you agree to this policy.

1. Scope of Events Covered

This policy applies to:

  • Physical book launch events
  • Virtual or hybrid book launches
  • Author meet-and-greet sessions
  • Literary discussions, workshops, and seminars
  • Promotional campaigns linked to events

Specific event details are outlined in individual proposals or agreements.

2. Event Planning & Execution

  • Event formats, venues, dates, and timelines are mutually agreed upon in writing
  • Changes may occur due to availability, logistics, or external factors
  • Bookbins reserves the right to modify event structure where necessary to ensure feasibility

3. Roles & Responsibilities

a) Bookbins’ Responsibilities

  • Event coordination and planning as per agreed scope
  • Vendor management (where applicable)
  • Promotional support (if included)

b) Author / Client Responsibilities

  • Timely approvals and content submissions
  • Accurate representation of book and author details
  • Compliance with venue rules and event guidelines

4. Payments & Fees

  • Event fees must be paid as per the agreed milestones
  • Advance payments are generally non-refundable
  • Third-party costs (venues, logistics, media, vendors) are borne by the client unless stated otherwise

5. Cancellation & Rescheduling

a) Client-Initiated Cancellation

  • Cancellations must be communicated in writing
  • Payments for completed work and third-party bookings are non-refundable
  • Rescheduling may be offered subject to availability and additional costs

b) Bookbins-Initiated Cancellation

  • In case of cancellation by Bookbins due to unforeseen circumstances,
    reasonable alternatives or refunds may be offered at our discretion

6. Media, Photography & Recording

  • Events may be photographed or recorded for documentation and promotional use
  • Participants grant Bookbins the right to use such media for marketing and archival purposes
  • Any objection must be communicated in writing prior to the event

7. Force Majeure

Bookbins shall not be liable for event disruptions or cancellations caused by:

  • Natural disasters
  • Government restrictions
  • Public health emergencies
  • Technical failures
  • Any event beyond reasonable control

8. Conduct & Compliance

Participants are expected to:

  • Maintain professional and respectful conduct
  • Follow venue rules and safety protocols
  • Refrain from disruptive or unlawful behavior

Bookbins reserves the right to remove individuals violating these standards without refund.

9. Limitation of Liability

  • Bookbins is not liable for personal injury, loss, or damage during events
    unless caused by proven negligence
  • Liability, if any, is limited to the amount paid for the specific event service

10. Governing Law & Jurisdiction

This policy shall be governed by the laws of India, with exclusive jurisdiction in the courts of Gandhinagar, Gujarat.

11. Policy Updates

Bookbins reserves the right to modify this policy at any time. Updates will be posted on this page with a revised date.

Continued participation constitutes acceptance of the updated policy.

12. Contact Information

For event and book launch-related queries:

Bookbins Private Limited
📍 Registered Office:
SF 66, Platinum Plaza,
Navjivan Mill Compound,
Village: Kalol, Taluka: Kalol – 382721,
District: Gandhinagar, Gujarat, India

📧 Support: Support@bookbins.in
📧 Publishing: publish@bookbins.in
📱 WhatsApp: +91 8866989944