Terms & Conditions
Last updated: December 12/15/2025
1. Acceptance
By booking with GreekFormal or using this site, you agree to these Terms & Conditions in full. If you do not agree, please do not proceed.
2. Our Services
We are a for-profit event planning company that serves as the master account for your chapter’s event. Our services include sourcing and securing venues, negotiating group travel rates, coordinating logistics, and presenting tailored group proposals. We manage contracts directly with hotels and vendors and provide you with curated, ready-to-book options. You do not contract with vendors directly; GreekFormal handles all arrangements on your behalf.
3. Hotel & Vendor Contracts
GreekFormal serves as the master account and sole contractual party with all hotels, venues, and third-party providers for your event. Chapters and group leaders are not parties to these agreements and do not have rights to access, modify, or negotiate their terms. All vendor arrangements are made under GreekFormal's business entity (Travel Entertainment and Marketing LLC), and remain proprietary to our company.
While GreekFormal holds all hotel and vendor contracts directly, your chapter remains financially responsible for any charges, penalties, or losses incurred by GreekFormal as a result of your group’s cancellation or breach of agreement.
Chapters and individuals agree not to contact any vendor, hotel, or venue directly to negotiate, modify, or cancel any arrangement. Doing so is considered a breach of these Terms. GreekFormal is the sole point of contact for all arrangements and communications with third parties.
4. Payment & Cancellation
Initial Payment
– An initial payment is required to confirm your package and proceed to finalizing your options.
– Cancel anytime before paying this initial payment at no cost.
Liquidated Damages
By submitting the initial payment, you agree that all planning and coordination services provided by GreekFormal are considered rendered. If your chapter cancels, fails to complete your event, or otherwise breaches the agreement after the initial payment, all amounts paid shall be retained by GreekFormal as liquidated damages, not as a penalty.
Additional charges resulting from hotel, venue, or vendor penalties may also be invoiced to your chapter as actual damages.
This clause reflects a reasonable estimate of GreekFormal’s time, labor, opportunity costs, and administrative overhead, which are difficult to calculate with precision at the time of cancellation. If your chapter cancels after approving the formal proposal, a liquidated damages fee equal to 50% of the total proposal cost applies. All payments rendered are non-refundable and non-transferable to future dates or other events.
Walk-Away Option
– If you cancel before paying the initial payment, you owe nothing.
– If you cancel after your initial payment, those payments will be retained as liquidated damages under the terms of this agreement.
Vendor Charges
If GreekFormal is contractually obligated to pay any third-party hotel, venue, or vendor charges as a direct result of your chapter’s cancellation, breach, or no-show, your chapter agrees to reimburse GreekFormal for those actual third-party costs. This obligation is in addition to the liquidated damages retained for planning services.
GreekFormal also reserves the right to charge the chapter’s card on file or invoice the chapter directly for these costs. In some cases, we may also share the chapter leadership’s contact information with the hotel or venue for direct resolution.
Authorized Representatives Only
GreekFormal will only communicate with chapter representatives who have officially agreed to these Terms. We are not obligated to discuss your account or event with alumni, advisors, attorneys, or any third parties unless we receive written authorization from your chapter confirming that they are a designated legal representative.
Personal Guarantee:
The individual submitting the initial payment and or approving the proposal on behalf of the chapter personally guarantees the chapter’s payment obligations under these Terms.
5. Dispute Resolution: Mandatory AAA Med-Arb (Condition Precedent)
Any dispute arising under or related to these Terms shall be resolved exclusively through the following process, which is a condition precedent to any court action.
(a) Informal Resolution. The parties shall first attempt resolution through direct communication for at least fourteen (14) days after written notice of the dispute.
(b) AAA Mediation. If unresolved, the dispute shall be submitted to mediation administered by the American Arbitration Association (AAA) under its Commercial Mediation Procedures. The mediator shall be an AAA-certified neutral selected from the AAA Master Mediator list, proposed by Greek Formal subject to the Chapter's right to strike one proposed mediator. The mediation shall be conducted virtually within forty-five (45) days of demand, and is intended to be completed in a single session.
(c) Med-Arb Conversion. If no written settlement is reached by the conclusion of the mediation session, the same neutral shall, without further hearing, convert to an expedited arbitrator under the AAA Commercial Arbitration Rules and shall issue a final, binding written decision within seven (7) days based on the documents and the parties' positions presented during mediation. The decision is final and not subject to appeal except on the narrow grounds permitted under the Federal Arbitration Act.
(d) Entry of Judgment. Any settlement or Med-Arb decision may be entered as a judgment, at Greek Formal's election, in (i) the federal or Commonwealth courts of San Juan, Puerto Rico, or (ii) the state or federal courts in the state and county where the Chapter's host institution is located. The Chapter and each guarantor irrevocably consents to personal jurisdiction in both jurisdictions.
(e) Cure Period. Following any settlement or Med-Arb decision, the Chapter shall have thirty (30) days to remit payment in full before Greek Formal moves to enter the award as a judgment.
(f) Class Action Waiver. Each party waives any right to participate in any class, collective, mass, or consolidated action against the other. All disputes must be brought individually.
(g) Greek Formal's Carve-Out. Notwithstanding the above, Greek Formal (and any assignee of this Agreement or the Promissory Note) retains the right to bring an action in any court of competent jurisdiction (including small claims) for: (i) collection of undisputed amounts including the Promissory Note; (ii) emergency or preliminary injunctive relief; and (iii) confirmation or enforcement of any settlement or Med-Arb award.
(h) Fees. Mediation and Med-Arb fees are initially split 50/50; the prevailing party shall recover all such fees and reasonable attorneys' fees as part of any award or settlement.
6. Governing Law & Venue
These Terms are governed by the laws of the Commonwealth of Puerto Rico. If any legal action is permitted under this agreement, it must be filed in the federal or state courts in San Juan, Puerto Rico.
7. Privacy & Cookies
No mobile information will be shared with third parties/affiliates for marketing/promotional purposes. Information sharing to subcontractors in support services (e.g., customer service) is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
8. Changes to These Terms
We may update these Terms at any time. Changes take effect when posted here. Continued use means you accept the new Terms.
9. SMS Messaging Terms
Greek Formal Sponsorship Messaging Program
The Greek Formal Sponsorship Messaging Program provides fraternity and sorority leaders with updates, reminders, and exclusive sponsorship opportunities. Upon opting in, you can expect:
Alerts about your chapter’s sponsorship status
Links to required forms and important deadlines
Event planning tips and VIP perks information
Occasional time-sensitive announcements and offers
Opt-Out Instructions
You can cancel the SMS service at any time. Simply text STOP to the shortcode or phone number used to message you. Upon sending “STOP,” we will confirm your unsubscribe status via SMS. Following this confirmation, you will no longer receive SMS messages from us. To rejoin, sign up as you did initially, and we will resume sending SMS messages to you.
Help Instructions
If you experience issues with the messaging program, reply with the keyword HELP for more assistance, or reach out directly to [email protected].
Carrier Liability
Carriers are not liable for delayed or undelivered messages.
Message & Data Rates
Message and data rates may apply for messages sent to you from us and to us from you. Message frequency varies. For questions about your text plan or data plan, contact your wireless provider.
10. Contact Us
Thank you for choosing GreekFormal—let’s make your event legendary!