1. Purpose and governing agreement
1.1. This Event Activation Schedule records the deliverables and operational commitments that TAPDX and the Event Partner agree for one named event. It must be completed and accepted with the relevant Event Partner Terms and Commercial Schedule.
1.2. This Schedule does not authorise a new service, staff booking, production run, data-sharing arrangement or customer promise unless its scope, costs and responsible parties are expressly agreed.
1.3. If an event-specific operational term conflicts with a mandatory legal requirement or signed commercial provision, the mandatory requirement or applicable higher-priority signed term prevails.
2. Event and contracting particulars
2.1. The parties shall record the Partner legal identity, TAPDX contracting details, event name, original event date, venue, contact persons, organiser and customer billing roles, and the schedule version.
2.2. Any sponsor-funded or exhibitor-funded element shall identify its payer, beneficiary, authorised branding, invoicing party and content owner.
3. Selected experiences and technical scope
3.1. For Attendee Experience, Exhibitor Discovery, Sponsor Experience and Post-event Connection, indicate whether included, excluded, separately quoted or only a demonstration. Identify actual functionality, URLs, touchpoints, integrations, deliverables, ownership and approvals.
3.2. A basic tag linking to an existing destination is distinct from a configured reusable journey, bespoke journey, facilitated experience or recurring service. None is bundled by implication.
3.3. Only implemented reporting and external handoff capabilities may be promised. A physical tag tap is not a verified unique attendee, qualified lead or confirmed sale.
4. Tag orders and production approvals
4.1. The Partner’s initial qualifying made-to-order event tag order consists of at least fifty (50) tags in aggregate, blank or custom-branded, and satisfies any supplier minimum of fifty (50) units per exact design or variant. Full payment and approved specifications are required before supplier procurement or manufacturing.
4.2. Record each physical tag material, exact variant, quantity, agreed blank or custom finish, artwork and proof where applicable, quote reference, TAPDX-approved bulk selling price, eligible 20% partner discount, final net amount, included services and full-payment release to manufacturing.
4.3. Eligible same-event top-ups require a fresh written accepted supplier-informed quotation, the same qualifying 20% partner discount on the newly approved bulk selling price, fulfilment of supplier exact-variant minimums and full prepayment; a second initial aggregate minimum is not imposed. Event production cut-offs remain binding.
5. Configuration and content approvals
5.1. The Partner shall supply and approve all authorised event content, names, marks, external links, venue information and sponsor copy in accordance with the stated milestone dates.
5.2. TAPDX shall document accepted digital configuration, deliverables, testing, proof status, included change rounds and separate quoted tasks.
5.3. No Party shall treat a draft, mock-up, illustrative dashboard or future feature as delivered production functionality.
6. Personnel and pre-production commitments
6.1. The Schedule shall record included planning, artwork, configuration and preparation work; any supplier and temporary personnel commitments; transport, accommodation, event-day hours and costs; and the agreed basis of recovery.
6.2. Where the Partner cancels or postpones for reasons not attributable to TAPDX, reasonable and legally recoverable work already authorised or costs committed shall remain accounted for. Additional charges must be substantiated, not duplicative and consistent with the agreement and applicable law.
6.3. Any newly required personnel, supplier work or additional services must be explained and agreed in writing before the extra commitment is made.
7. Postponement and change control
7.1. TAPDX shall reasonably consider one goodwill postponement subject to availability, existing bookings and advance notice; no separate postponement penalty shall apply if there is no material additional work or expense.
7.2. Record the original date, requested new date, approved replacement date, available personnel, supplier commitments, tag reuse, unavoidable costs and any accepted additional price.
7.3. One consolidated correction to existing digital event details may be free only where technically possible and expressly confirmed. Further changes, reprinting or new journeys require acceptance and may be charged.
7.4. No speculative loss-of-business amount shall be imposed automatically, but an unavailable date need not be accepted.
8. Data privacy and permission
8.1. Record which party is responsible party or operator for each information collection step; identify the lawful purpose, notice, recipient, authorised administrator and retention and deletion arrangement.
8.2. Do not assume that sponsor funding, attendee tapping or venue entry gives authority to disclose identifiable contact information or send marketing.
8.3. The parties shall not activate an unverified data-processing feature without lawful notice and any written operator arrangement required by POPIA.
9. Evidence, reporting and handover
9.1. Define accepted event evidence as distinct measures: physical tags supplied, actual activations, session starts, confirmed reciprocal exchanges where supported, user-submitted enquiries and independently verified sales.
9.2. Only approved aggregate or lawfully authorised identifiable reports shall be shared; each recipient's access shall be documented.
9.3. Agree the reporting period, permitted sponsor and exhibitor segments, error-correction process, delivery method and the closing reconciliation for direct event sales and payable commission.
10. Acceptance and change history
10.1. Before activation, record each included deliverable, chargeable exclusion, representative, acceptance date and current version in the schedule register.
10.2. Changes shall be recorded with the requester, reason, amount, production and reporting effects, written acceptance and replacement version. Informal requests do not automatically expand the scope.
10.3. The signed Schedule shall identify the TAPDX and Partner authorised representatives, dates and the related Commercial Schedule and orders.
Schedule A — Completion Record
A.1 Event title / legal organiser / venue / original date / revised date / appointed representatives: (filled in with you, in your own partner schedule).
A.2 Included journeys and tag touchpoints, version-controlled copy, proof links and technical dependencies: (filled in with you, in your own partner schedule).
A.3 Initial order at least 50 tags; any 50 units per exact design/variant supplier minimum; record blank/custom status, current quotation, 20% qualifying partner discount, final price, payment evidence and production cut-off: (filled in with you, in your own partner schedule).
A.4 Personnel, external suppliers and pre-production: agreed work and charges, included preparation, resource reservation and nonrecoverable expenditure: (filled in with you, in your own partner schedule).
A.5 Postponement: original/replacement date, accepted goodwill concession, actual further work, separately approved charges and whether reprinting is required: (filled in with you, in your own partner schedule).
A.6 Reporting and privacy: responsible parties, relevant consent notices, access approvals, retention and delivered reports: (filled in with you, in your own partner schedule).
A.7 Signatures and change history: accepted by TAPDX and the Event Partner with date/version, alongside relevant orders and signed Commercial Schedule.