Vendor Huddle — Terms of Service

These terms are the agreement between you and Ironpine Labs LLC for using Vendor Huddle. By creating an account or using the service you agree to them. If you don’t agree, don’t use Vendor Huddle.

Effective date: 27 September 2026. Our privacy policy explains what we do with your data and is part of these terms.

The short version

Vendor Huddle is a pilot. It works, we support it, and it will change.
You own what you put in. We host it and show it only to the people you share it with.
Free covers one active event with every feature. Pro is $15 a month or $119 a year and lifts that limit.
Pro renews automatically. Cancel any time in Plan & billing; no call or email needed.
You choose who gets a vendor or client link, and you are responsible for what those pages show.
Don’t use it to spam, to store things you have no right to store, or to break the law.
Keep a printed backup on the day. We do our best, but we don’t promise the internet will.
Talk to us first — that is a condition of filing, and it works both ways. After that, disputes go to arbitration rather than court, and individually rather than as a class action, with a 30-day opt-out if you’d rather keep your court rights. See Arbitration.

The service

Vendor Huddle is a web app at pilot.vendorhuddle.com for event coordinators: a run of show, a vendor directory, a private schedule page for each vendor, a client page, messaging, a vendor intake form, schedule-update emails and a printable backup.

It is offered as a pilot (early access) in the United States only. That means features may be added, changed or removed, limits may move, and we may pause or end the pilot. We will give you reasonable notice of anything that affects your events, and time to get your data out.

Your account

You must be 16 or older and able to enter a contract.
Give us a real name and a working email address, and keep them current. We verify the address before the account works.
You are responsible for everything done through your account. Keep your password and sign-in links to yourself. Tell us at once if you think someone else has access.
Each account has one workspace. If you run a business, use the business name setting so your vendors and clients see it.
You may not share one account between several people, or create accounts by automated means.

Your content

Everything you enter or upload — events, cues, vendor details, messages, documents — is your content. You own it. We claim no rights in it beyond the licence below.

You give us a limited licence to store, copy, process and display your content, only as needed to run the service for you: to show it to you, to show the parts you choose to the vendors and clients you share them with, to send the emails the service sends, and to keep backups. The licence ends when you delete the content or your account, except for copies in routine backups until they cycle out.

You are responsible for your content. In particular:

You must have the right to enter other people’s details (vendors, clients, guests) and to share them the way the app shares them.
You must have permission to email your vendors. Schedule-update emails go out under your business name, so they are your messages.
You must not upload anything you have no right to hold, anything that infringes someone else’s rights, or anything illegal.

We may remove content that breaks these terms, and we will tell you when we do unless the law prevents it.

Vendor and client pages

Vendor pages, client pages and intake forms open with a private link and no password. Anyone who has the link can open the page. You decide who gets each link, and you are responsible for what the page shows and for whom you send it to.

A vendor sees the event’s name and date, the cues you mark visible to them, their role and arrival time, and their messages with you. Their schedule-update emails carry your business name.
A client sees the event, the cues you leave visible to the client, your business name, and their messages with you.
Vendor and client links stop working 30 days after the event. Intake links stop working after 14 days. You can revoke or regenerate any link sooner.
If a link gets to the wrong person, revoke it. Regenerating a link stops the old one working.

Vendor Huddle is a tool between you and your vendors and clients. We are not a party to your contracts with them, we do not vouch for any vendor, and we are not responsible for what they do or don’t do.

The marketplace

Planners can post a request for a service they need — the type, the date, the area, a guest count and a budget range. Vendors whose service area covers it can see the request and bid on it. A request never carries your client’s name, the venue, the timeline, your other vendors or your contact details.

We are not part of the booking

Vendor Huddle introduces planners and vendors and then gets out of the way.

We are not a party to any agreement you reach with a vendor or a planner.
We take no commission on a booking, and no money for a booking passes through us. We are not an escrow, not a payment processor for your booking, and not anyone’s agent. You settle up directly, however you both agree.
We are not responsible if someone doesn’t pay, doesn’t turn up, does poor work, or cancels. We do not vet vendors beyond what their profile and their verified history show — and a verified history is a record of work done through this tool, not a recommendation from us.
Vendors are independent businesses. Nothing here makes a vendor our employee, contractor, partner or agent.

Bid credits

Placing a bid costs credits. Vendor Pro includes an allowance each period, and you can buy more.

Credits are not money. A credit is a licence to use a feature of this service. It is not stored value, not currency, not a gift certificate, and it has no cash value. Credits are not transferable and cannot be redeemed, exchanged or cashed out.
Automatic refunds. If a planner cancels a request, or does not reply to your bid within seven days, the credits you spent on it come back automatically. You do not have to ask.
A refused bid costs nothing. If a request is already full, or a slot is being held, the attempt does not spend a credit.
Credits that came with a plan end with that plan. The allowance included in Vendor Pro, and the starter credits that come with a trial, are part of the subscription rather than something you bought separately — like minutes included in a phone plan. If your plan lapses or you close your account, whatever is left of them goes with it.
Credits you buy outright are different. We do not sell credits separately today. If we ever do, those will not expire because a plan lapsed: they will wait for you, and you can use them if you subscribe again. You paid for them.
A credit buys the bid, not the job. Spending one gets your bid in front of a planner. It does not promise you the work, a reply, or a booking, and we don’t refund it because the planner chose somebody else — that is the planner deciding, which is the whole point of them being there. The automatic refunds above are the exceptions, and they are automatic.
If we close your account because you broke these terms, any plan allowance goes with the plan, and we will refund credits you had actually bought and not yet spent. We would rather hand back money we didn’t earn than keep it as a penalty.

Reviews

After an event, the planner and the vendor can each review the other.

Only people who actually worked together can review each other, and only once the event date has passed. There is no way to review someone you have not worked with through this tool.
Both reviews appear at the same moment, or at the end of a fixed window if only one side writes. Neither of you can read the other’s before writing your own, so neither can be written in retaliation.
We do not remove a review for being unflattering, and we do not edit reviews. We hide one only for the reasons in Acceptable use below, and when we do, the other party is told and can appeal.
You are responsible for what you write. Say what happened; do not say what did not.

Your calendar

You can connect a calendar so dates you are already committed stop being offered, and subscribe your own calendar to the dates you book here.

We read only which dates are busy — never event titles, guests, locations or notes. What your calendar says about your other clients stays between you and them.
The feed link we give you is a secret address. Anyone holding it can see which dates you are booked — not who for. Treat it like a password, and regenerate it if it gets out.
If we lose access to your calendar, we stop trusting what it last told us and say so on your availability page, rather than quietly carrying on.

Running your business here

A vendor account also comes with tools for your own business: your client list, quotes, contracts, invoices, your crew’s call sheets, an enquiry form you can put on your own website, and a page of your own numbers.Your clients are yours. We hold these records for you, we show them to nobody else, and we don’t use them to build anything of our own beyond the aggregate figures described in the privacy policy.

Quotes, contracts and invoices

You write them; we carry them. We give you the document, the link and the signing mechanism. We don’t give you the words, and we are not your lawyer or your accountant. We don’t check whether your contract is enforceable, whether its terms suit your state, or whether an invoice adds up. Nothing in these tools is legal, tax or accounting advice — have a professional read anything that matters to you.

Signing electronically

When your client signs a contract here, we record their name, their agreement to sign electronically and to receive the records that way, that they meant to sign, the time they did it, their IP address and browser, and an exact copy of what was on the screen in front of them — stored so it cannot be edited afterwards. We keep that record and you can get it.

That is what the federal ESIGN Act and Florida’s Uniform Electronic Transactions Act expect an electronic signature to be backed by, and it is why we ask your client for that confirmation rather than just a typed name. What we don’t do is decide whether your contract is valid or what it means: that is between you and your client, and if it is ever argued over, the record is evidence rather than a verdict.

Getting paid

An invoice here records what you say you are owed and what you say you have received. As with a booking, no money moves through us — we don’t collect it, hold it, chase it, or check that it arrived. If you add your own payment link, that is your payment provider’s arrangement with you, not ours.

Your crew

A call-time link shows one person their own role, time and place, and nothing about your client, your event, your prices or anyone else on the job. It stops working a week after the event. You choose who gets one. The people on your roster are yours — they are not our users, we have no account for them and no relationship with them.

The enquiry form on your website

If you put our enquiry form on your own site, the people who fill it in are handing their details to you, through us. Tell them that on your site, and make sure you are allowed to ask for what you are asking for. We pass it to you, hold it for you and nothing else.

Your numbers

Your insight page is worked out from what is in your account and nothing else. It is a summary of your own records — not audited accounts, not a credit reference, not a valuation and not advice. Check it against your own books before you rely on it, and especially before you put a figure from it in front of a lender, an insurer or a tax authority.

Nothing here promises you work. A published profile, a bid, a credit spent, a verified history, a good review — none of them is a promise of a booking, an enquiry or an amount of money.

Acceptable use

Don’t:

Break the law, or use the service to help someone else break it.
Send unsolicited email through the service, or add people to events who have no connection to them.
Upload malware, or files that pretend to be something they aren’t.
Probe, scan, overload or interfere with the service, or try to get around a rate limit, a cap or a plan limit.
Access another workspace, or a vendor or client page you were not given, or guess at links.
Scrape the service or resell access to it.
Harass or abuse anyone through the service, including our support.

Plans and limits

Free

One active event at a time, with every feature: vendor links, the client page, messaging, intake and print. Archive an event and you can start the next one; events archive themselves 7 days after their last day. Free accounts can send up to 5 schedule-update emails to vendors per day.

Pro

$15 per month or $119 per year (two months free). Unlimited active events, unlimited vendors, vendor links and print-friendly timelines, and up to 20 schedule-update emails to vendors per day.

Limits that apply to everyone

These exist so one account can’t take the shared service down. No real coordinator should hit them, and they are the same on Free and Pro:

500 vendors in the directory; 300 cues per event; 2,000 events ever created, archived ones included.
Events span at most 14 days.
100 open intake invites at a time; 5 document uploads per invite; documents up to 10 MB, PDF, JPEG or PNG.
Notes up to 5,000 characters; messages up to 2,000.
Schedule-update emails are also capped across the whole service (50 per day during the pilot). If a cap is hit, the email goes out the next day and the vendor’s page shows the current schedule the moment they open it.

We may raise or lower limits as the pilot grows. We will not lower a limit in a way that locks you out of an event you have already built without telling you first.

Billing

Stripe handles every payment. We never see your full card number.

Automatic renewal. Pro renews automatically at the end of each billing period — monthly or yearly, at the price you chose — until you cancel. You confirm this before checkout, and the same sentence appears on Stripe’s payment page.
Yearly renewal reminder. On the yearly plan we email you 15 to 45 days before each renewal (normally about 30) with the amount, the date and how to cancel.
Cancel any time. Open Plan & billing in the app and choose “Manage billing”; Stripe’s portal lets you cancel and see your invoices. No call or email needed. Cancelling stops future charges; you keep Pro until the end of the period you have paid for.
Refunds. There are no refunds for partial billing periods, except where the law requires one. If Stripe issues a full refund, or a payment is disputed, the subscription ends at once.
Failed payments. If a renewal payment fails, Stripe retries it. You keep Pro for 7 days while that happens; after that the account drops to Free until a payment succeeds.
Prices. Prices are in US dollars. We don’t currently add sales tax at checkout. We can change prices with at least 30 days’ notice by email; a change takes effect at your next renewal after that notice, and you can cancel before then.
Trials. There is no free trial of the planner Pro plan; Free is the trial. Vendor accounts are a separate case: a vendor can be given a time-limited Vendor Pro trial, including a starter allowance of bid credits, which ends on its own unless they subscribe.

Dropping to Free never deletes anything. Every event you have stays readable and editable; you just can’t create or un-archive another until you are back to one active event.

Ending your account

By you. Stop using the service at any time. To have your account and data deleted, cancel any Pro subscription and email privacy@ironpinelabs.com from your account address; see the privacy policy for what happens next.

By us. We may suspend or close an account that breaks these terms, puts the service or other users at risk, or is used for something illegal. We will tell you why unless the law stops us, and where the problem is fixable we will give you a chance to fix it first. If we close the pilot, we will give you at least 30 days’ notice and time to print your events and take your data with you.

When an account ends, the licence you gave us ends, and we delete your content as the privacy policy describes.

What we don’t promise

Vendor Huddle is provided “as is” and “as available.” It is a pilot. To the fullest extent the law allows, we make no warranties, express or implied, including of merchantability, fitness for a particular purpose, or non-infringement. In particular we don’t promise that:

the service will be available or error-free on the day of your event — keep a printed backup;
a vendor or client will open a link, read an email, or turn up on time;
an email will be delivered, or delivered promptly — mail providers, spam filters and our daily caps all sit between us and the inbox;
the service will be free of every bug, or that we will fix any particular one.

We also take the service down for maintenance from time to time, and we may change or remove a feature as the pilot develops. We keep planned work short, and we keep it off Fridays and Saturdays, because that is when your events are. If we ever have to do something disruptive at a weekend, we will tell you first.

You are responsible for running your event. Vendor Huddle helps; it doesn’t coordinate it for you.

Things outside our control

Vendor Huddle runs on other companies’ infrastructure. Cloudflare hosts the app and stores your files, Stripe takes payment, and Resend delivers email; the privacy policy lists what each one handles. We chose them and we stand behind the choice, but we don’t control them. If Cloudflare has an outage, if Stripe declines a card, or if Resend’s mail lands in a spam folder, that is not something we can fix from our side and it is not a breach of these terms.

The same goes for anything else neither of us controls — what a contract usually calls force majeure: a network or power failure, a provider outage or a change a provider makes, a cyber-attack, a strike, a natural disaster, an epidemic, a war, or a new law or government order. Neither of us is liable for a delay or a failure caused by something like that, for as long as it lasts, and we will tell you what we know as soon as it affects you. If it stops the service for more than 30 days in a row, either of us can end this agreement, and we will refund the unused part of anything you have already paid.

If you connect an outside calendar, the same applies to whoever runs it: what we can show you is what they give us, and we don’t control whether they give it to us on time or at all.

Limitation of liability

To the fullest extent the law allows, Ironpine Labs LLC and its owners, employees and contractors are not liable for any indirect, incidental, special, consequential or punitive damages, or for lost profits, revenue, bookings, data or goodwill, arising from or connected to the service, however caused, even if we were told it could happen.

Our total liability to you for everything arising from or connected to the service is limited to the greater of (a) the amount you paid us in the 12 months before the event giving rise to the claim, or (b) US $50.

Some states don’t allow some of these limits. Where that is the case, they apply only as far as the law permits.

Indemnity

You will defend and indemnify Ironpine Labs LLC against claims, damages and reasonable legal costs arising from your content, your use of the service in breach of these terms, or your dealings with your vendors, clients or guests. We will tell you promptly about any such claim and let you control the defence, as long as you don’t settle in a way that admits fault on our behalf without our consent.

Copyright complaints

If you believe something on Vendor Huddle infringes your copyright, email hello@ironpinelabs.com with “copyright” in the subject and tell us: what you own and where it appears here (a link, or enough detail that we can find it), how to reach you, that you believe in good faith the use isn’t authorised, that what you’ve told us is accurate and you are the owner or are authorised to act for them, and your name as a signature — typed is fine.

We will look at it, remove or disable what we should, and tell whoever put it there. If that’s you and you think we got it wrong, reply with a counter-notice saying so and why, with your contact details and your agreement to the jurisdiction in Courts below; unless the person who complained tells us they’ve gone to court, we may put the material back after 10 business days. We close accounts that infringe repeatedly.

Changes to these terms

We may change these terms as the pilot develops. For a change that materially affects you — pricing, limits, your rights, our liability — we will email you or show a notice in the app at least 14 days before it takes effect. Smaller edits take effect when we post them with a new date at the top. If you keep using the service after a change takes effect, you accept it. If you don’t accept it, stop using the service and ask us to delete your account.

This revision (28 September 2026). We added the arbitration agreement and class-action waiver above, a force majeure section, copyright complaint handling, and sections describing the marketplace tools and the business tools that had shipped without being written down here. Arbitration and the class-action waiver change your rights, so by the rule in the paragraph above they apply to accounts created on or after 13 October 2026, and to an account that already existed on 28 September 2026 only after we have given that account 14 days’ notice. Until then, a dispute with an existing account goes to the courts in Courts. Everything else in this revision describes what the service already does and applies now.

Governing law and disputes

These terms are governed by the laws of the State of Florida and the federal laws of the United States, without regard to conflict-of-law rules.

First, talk to us. Before either of us starts anything formal, we agree to try to work it out, and this step is a condition of filing — not a suggestion. Nearly everything ends here.

Send an individual notice to hello@ironpinelabs.com, or by post to the address under Contact below, that gives: your name, the email address on your account, what happened, what you want, and enough detail that we can actually look into it. Sign it yourself — a lawyer may help you write it, but a form letter sent on behalf of many people at once is not an individual notice and does not satisfy this step. Then give us 30 days. We will use them: we’ll look at your account, write back, and try to settle it.

We owe you exactly the same before we start anything against you, at the email address on your account. Neither of us may file an arbitration or a lawsuit until that notice has been given and the 30 days have run, and either of us may ask the arbitrator, or a court, to hold a premature filing until it has been. The AAA’s own rules let a process arbitrator decide whether this step was met.

To be clear about what this step is and isn’t: it decides when a claim can be filed, never whether you have one. Nothing about how these 30 days go — what we say, what we offer, or whether we reply at all — counts for or against the merits of your claim later, and missing the step is something you can cure by doing it, not a forfeit of anything.

Arbitration

Please read this part. It changes how a dispute between us gets decided, and it means neither of us will have a jury trial.

If those 30 days don’t settle it, you and we agree that any dispute arising out of or relating to these terms or the service will be decided by binding arbitration before a single arbitrator, administered by the American Arbitration Association under its Consumer Arbitration Rules, instead of in court. This binds both of us the same way: we give up the same court rights you do.

We pay the fees. For any claim under US $25,000 we pay the AAA filing, administrative and arbitrator fees, including yours. Being heard does not cost you money.
Small claims still work. Either of us can bring an individual claim in small-claims court instead. In Florida that court handles claims up to US $8,000, not counting costs, interest and legal fees, so it is a real option for most disputes between us but not for a large one — we would rather tell you the number than let you find it out after filing.
You don’t have to travel. Arbitration happens in Pasco County, Florida, or by phone, by video, or on documents alone — your choice, not ours.
The arbitrator can do what a court can. They can award you any individual relief a court could, including costs and legal fees where the law provides for them.
Injunctions are carved out. Either of us can still go straight to court for an injunction to protect intellectual property or confidential information.
If many claims arrive at once — 25 or more similar ones, filed by or with the same or coordinated representation — the AAA applies its own Supplementary Rules for Multiple Case Filings, and those rules govern here too. We are not inventing a special procedure for that situation; we are agreeing to the administrator’s, and we are not asking you to accept a bellwether, a test case, or a sample. Your claim is still decided on its own facts. Those rules let the AAA give many cases to one arbitrator and hold hearings by video to keep things moving, but that arbitrator still decides each case separately, and nothing anyone else’s case decides binds yours or limits what you can recover.

You can opt out. If you’d rather keep your court rights, email hello@ironpinelabs.com with “arbitration opt-out” in the subject within 30 days of first accepting these terms, from or naming the email address on your account. That is the whole process. We won’t ask why, and it changes nothing else about your account, your plan or your price. If you opt out, disputes go to the courts below. A later change to this section doesn’t undo an opt-out you already made.

No class actions

Claims get brought one at a time. You and we each agree not to bring a claim as a plaintiff or a class member in any class, collective, consolidated or representative action, and an arbitrator may not hear one or award relief to anyone who isn’t a party. If a court decides this paragraph can’t be enforced for a particular claim, then that claim — and only that claim — leaves arbitration and goes to the courts below, while the rest of this section still stands.

Courts

When a dispute isn’t in arbitration — because you opted out, because it belongs in small claims, because it is a request for an injunction, or because the paragraph above sent it there — it will be brought in the state or federal courts in Pasco County, Florida, and you and we consent to their jurisdiction.

General

These terms and the privacy policy are the whole agreement between you and us about the service.
If a court finds part of these terms unenforceable, it should be narrowed just enough to be enforceable rather than struck out, and the rest of these terms still applies either way.
If we don’t enforce a term straight away, we can still enforce it later.
You can’t transfer this agreement to someone else. We can transfer it if the business or the product changes hands, and we will tell you.
Vendor Huddle, the Vendor Huddle name and logo, and the service’s design and code belong to Ironpine Labs LLC. These terms don’t give you any rights in them beyond using the service.
If you send us feedback or an idea, we can use it to improve the service without owing you anything for it. You keep whatever rights you already had in it — you just don’t get a claim on the product for having told us something good.
Your content, what we don’t promise, limitation of liability, indemnity, copyright complaints, disputes and this section all carry on after your account ends.
We reach you by email at the address on your account, or with a notice in the app, so keep that address current. You reach us at the address under Contact below.

Contact

Ironpine Labs LLC
2435 US-19 S, Suite 510
Holiday, FL 34691
USA
Terms and support: hello@ironpinelabs.com
Privacy: privacy@ironpinelabs.com