Terms and Conditions of Use

Last Updated: 4 July 2026

These Terms and Conditions ("Terms") govern the use of the Metis Planner software platform and associated services (the "Service") provided by ICP Events Limited, trading as Metis RoomPlanner ("Company", "we", "us", or "our"), a company registered in England and Wales under company number 17284114.

By accessing, registering for, or using the Service, you agree to be bound by these Terms.

1. Definitions

"Account" means a registered user account enabling access to the Service.

"Customer" means any individual, company, organisation, or entity subscribing to or using the Service.

"Subscription" means a paid licence to access and use the Service for a specified period.

"Customer Data" means any data, documents, images, floor plans, drawings, text, files, or other content uploaded to the Service by the Customer.

2. Grant of Licence

Subject to compliance with these Terms and payment of all applicable fees, the Company grants the Customer a limited, non-exclusive, non-transferable, revocable licence to access and use the Service solely for its internal business purposes.

No ownership rights are transferred to the Customer.

3. Free Trials

The Company may offer a free trial period at its sole discretion.

Free trials are limited to one per person and per organisation. To enforce this, the Company keeps a record of the email addresses used to register trial accounts — including after the trial ends or the account is deleted — and may refuse, restrict, or terminate any account it reasonably believes was created to obtain an additional trial period.

The Company reserves the right to modify, suspend, restrict, or terminate any trial account at any time without notice or liability.

No warranty, service level commitment, or support obligation shall apply during any trial period unless expressly stated otherwise.

4. Subscription Term, Fees and Payment

Subscriptions are purchased for fixed annual terms of twelve (12) months unless otherwise agreed in writing.

Subscription fees are payable in advance and shall be due immediately upon commencement of the Subscription Term.

Access to the Service is conditional upon receipt of payment.

All fees are stated exclusive of VAT and any other applicable taxes, which shall be added at the prevailing rate where required by law.

Payments are processed by Stripe, Inc. and its affiliates ("Stripe"). By subscribing, the Customer authorises the Company, via Stripe, to store the Customer's chosen payment method and to charge it for the Subscription fees and any additional user licences purchased during the Subscription Term. The Company does not itself store card numbers.

Where the Customer adds users or upgrades its package part-way through a Subscription Term, a prorated charge for the remainder of the Term shall apply and shall be collected using the payment method on file or as otherwise presented at the point of purchase.

5. Automatic Renewal

Unless cancelled in accordance with clause 6 before the renewal date, the Subscription shall automatically renew for successive twelve (12) month terms, and the renewal fee shall be charged automatically to the payment method on file.

The renewal fee shall be the fee applicable to the Customer's package and user count at the renewal date, unless the Company has notified the Customer of a revised price in accordance with this clause.

The Company may revise pricing with effect from renewal by providing notice at least thirty (30) days prior to the renewal date. If the Customer does not wish to renew at the revised price, the Customer may cancel in accordance with clause 6.

If a renewal payment fails, the Company (via Stripe) may retry collection. The Company may suspend access to the Service while renewal fees remain unpaid, and may treat the Subscription as cancelled if payment is not received within a reasonable period.

6. Cancellation

The Customer may cancel automatic renewal at any time before the renewal date, either through the subscription controls within the Service (My Profile → Subscription) or by emailing [email protected] from an address associated with the Account.

Cancellation prevents automatic renewal only and does not terminate the current Subscription Term: the Customer retains access to the Service until the end of the period already paid for.

The Customer shall remain liable for all fees due in respect of the current Subscription Term.

No cancellation shall give rise to any entitlement to a refund, credit, rebate, or repayment of fees already paid.

7. Refunds

All Subscription fees, licence fees, implementation fees, training fees, support fees, and other charges are non-refundable.

Except where required by applicable law, the Company shall have no obligation to provide any refund, partial refund, credit, or compensation in respect of:

a) cancellation by the Customer;

b) non-use of the Service;

c) reduction in usage;

d) removal of users;

e) suspension of access resulting from Customer actions; or

f) early termination of the Subscription Term.

8. Customer Responsibilities

The Customer shall:

a) maintain the confidentiality of account credentials;

b) ensure all information provided is accurate and current;

c) comply with all applicable laws and regulations;

d) ensure that any uploaded content is lawful and does not infringe the rights of any third party.

The Customer shall be solely responsible for all activity conducted through its Account.

9. Acceptable Use

The Customer shall not:

a) reverse engineer, decompile, copy, modify, or create derivative works of the Service;

b) attempt to gain unauthorised access to the Service or related systems;

c) upload malicious code, viruses, malware, or harmful content;

d) interfere with the operation, security, or integrity of the Service;

e) use the Service for any unlawful purpose.

The Company may suspend or terminate access immediately where it reasonably believes a breach has occurred.

10. Customer Data and Data Protection

The Customer retains ownership of all Customer Data.

The Customer grants the Company a non-exclusive licence to host, process, store, transmit, back up, and otherwise use Customer Data solely for the purpose of providing the Service.

The Customer warrants that it possesses all rights, permissions, licences, and consents necessary to upload and use Customer Data within the Service.

The Company processes personal data in accordance with its Privacy Policy.

Where Customer Data includes personal data of the Customer's own guests, clients, or contacts (for example guest lists or review-link recipients), the Customer acts as data controller and the Company acts as data processor, processing such personal data only to provide the Service and in accordance with the Customer's instructions given through the Service.

11. Data Retention

Following termination or expiry of a Subscription, the Company may retain Customer Data for up to ninety (90) days.

Following such period, the Company may permanently delete Customer Data without further notice.

The Customer is responsible for exporting and retaining any data required prior to termination or expiry.

12. Intellectual Property

All intellectual property rights in the Service, including software, designs, interfaces, functionality, trademarks, branding, documentation, and related materials, shall remain vested in the Company or its licensors.

Nothing in these Terms transfers any intellectual property rights to the Customer.

13. Availability

The Company shall use reasonable endeavours to maintain availability of the Service but does not guarantee uninterrupted or error-free operation.

The Service may be temporarily unavailable due to maintenance, upgrades, third-party failures, internet outages, security incidents, or circumstances beyond the Company's reasonable control.

14. Support

Support services shall be provided in accordance with the support arrangements applicable to the Customer's Subscription.

The Company does not warrant that all issues will be resolved within any specific timeframe.

15. Disclaimer

The Service is provided on an "as is" and "as available" basis.

To the fullest extent permitted by law, the Company disclaims all warranties, representations, conditions, and guarantees, whether express or implied, including any warranties of merchantability, fitness for a particular purpose, non-infringement, or uninterrupted availability.

16. Capacity and Compliance

Any room capacities, seating layouts, occupancy calculations, event plans, floor plans, spacing calculations, safety recommendations, or related outputs generated by the Service are provided for planning purposes only.

The Customer remains solely responsible for ensuring compliance with all applicable laws, regulations, venue requirements, health and safety obligations, fire regulations, accessibility requirements, licensing conditions, and occupancy limits.

The Company accepts no responsibility for decisions made based upon outputs generated by the Service.

17. Limitation of Liability

Nothing in these Terms shall exclude or limit liability for:

a) death or personal injury caused by negligence;

b) fraud or fraudulent misrepresentation; or

c) any liability which cannot lawfully be excluded.

Subject to the foregoing, the Company's total aggregate liability arising out of or in connection with the Service shall not exceed the total Subscription fees paid by the Customer during the twelve (12) months immediately preceding the event giving rise to the claim.

The Company shall not be liable for any indirect, consequential, incidental, special, punitive, or economic loss, including loss of profits, revenue, business opportunity, contracts, goodwill, anticipated savings, or data.

18. Suspension and Termination

The Company may suspend or terminate access to the Service immediately if:

a) the Customer fails to pay any fees when due;

b) the Customer breaches these Terms;

c) the Company reasonably believes continued access may compromise security, legal compliance, or service integrity.

Termination shall not affect accrued rights, obligations, or liabilities existing prior to termination.

19. Force Majeure

The Company shall not be liable for any failure or delay in performance arising from circumstances beyond its reasonable control, including acts of God, natural disasters, pandemics, war, terrorism, cyber-attacks, utility failures, internet outages, labour disputes, governmental action, or failures of third-party providers.

20. Amendments

The Company reserves the right to amend these Terms at any time.

Updated Terms shall become effective upon publication on the Company's website or within the Service.

Continued use of the Service following publication constitutes acceptance of the revised Terms.

21. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales.

The parties irrevocably submit to the exclusive jurisdiction of the courts of England and Wales in relation to any dispute arising out of or in connection with these Terms or the Service.

22. Contact Details

Questions relating to these Terms should be directed to:

ICP Events Limited (trading as Metis RoomPlanner)
Registered in England and Wales, company number 17284114
Registered office: 167-169 Great Portland Street, London, England, W1W 5PF

Email: [email protected]