Frequently asked questions| Smace Offsite

In the quote you will see highlighted our Client Service Success Fee, which is a transactional fee averaging 5% of the total event price. This will be payable only upon actual order confirmation and will be included in the total price.

Yes, if your company organizes multiple events throughout the year, you will most likely find our annual corporate subscription that allows you to reset the Client Service Success Fee to zero on all the events you organize. Pricing is customized and if you would be interested please write to: sales@smace.com .

A valid rule in many cases is 40% at order confirmation, 60% 30 days before the start of the event and any balances of extras generated on site or agreed in advance at 7 days post-event invoice date.

However, Payment policies vary depending on a number of parameters related to booking timing and total amount and will all be specified in the platform during the purchasing process.

If your company has incompatible payment policies you can raise this with your relevant SMACE Account Manager to find a solution.

Yes, we collaborate with Providers in order to also deliver logistics services such as transfers and others. This is normally a service that is arranged according to the venue you choose and you will find at the end of the purchasing process through our dedicated support.

Yes, we collaborate with several Providers to be able to provide you with a wide range of experiential or team building activities. These can be selected and included, after location selection, in the order confirmation, or, if you were not completely clear, they can be added at a later date even after you have confirmed your order.

You can download the pdf and share it via email with them, or you can ask to add your colleagues as collaborators directly from your dashboard.

The SMACE algorithm will create live solutions for you immediately. You will have to select a few of them to send our Venue Partners an availability and quotation request to which you will receive a response on average after 3 working days and no later than 6 days.

The service that can never be lacking in an SMACE Offsite is the meeting room or general work space. In addition, you can add Food & Beverage services, all the accommodations part, team building and experiential activities, logistical services, the ability to make the event carbon neutral, the presence of one or more photographers, DJ/Music, Audio and Video services, and the presence of a dedicated Meeting Planner to coordinate your SMACE Offsite.

As many people as you want 🙂 From a minimum of 10 pax to a maximum of 1000 pax.

No, receiving proposals has no cost. You can register on the platform for free, make the request and receive quotes without any commitment.

The standard service does not include the presence of SMACE staff physically on site, but rather remote support. Should you find it useful to have a SMACE contact person present during your event you can add this during the purchase process as a shopping cart service.

From the General Terms and Conditions to which are added any ad hoc contracts managed offline and all decision-making actions performed in the platform. You can find the Terms and Conditions during registration and in your personal dashboard.

Name: SMACE s.r.l.
Head office: Via Ciro Contini, 5, 44123, Ferrara (FE)
VAT NUMBER: 02079450389
International VAT: IT02079450389

SMACE s.r.l. may issue invoices with VAT at 22% for its services. The costs of services offered by SMACE are potentially deductible up to 100% while direct taxes and VAT are deductible up to 100%, in accordance with current regulations.

SMACE provides space and services for work activities of corporate teams, billing as “Provision of space equipped for work activities and related services,” which are considered office expenses. However, it is the responsibility of clients to decide the tax treatment of purchased services as stated in contracts, as deductibility depends on the actual use of the service.

Cancellation policies are determined by the individual Partner facilities and will all be specified in the platform during the purchasing process. To give you an idea, the standard conditions are as follows:

In case of notice of cancellation of some of the requested services, the buyer is entitled to withdraw from the services within these limits:
– From the signing of the contract and up to 45 days before the date of arrival: possibility to cancel services for an amount not exceeding 10% of the fee.
– From 44 days up to 10 days from the date of arrival: possibility to cancel services for an amount not exceeding 5% of the consideration.
– From 9 days until the date of service start: no possibility to cancel services.

Cancellation policies are determined by the individual Partner facilities and will all be specified in the platform during the purchasing process. To give you an idea, the standard conditions are as follows:

In the event of a notice of total cancellation of the requested services, the buyer is required to pay the following amounts as compensation:
– From the signing of the contract and within 45 days from the date of arrival: an amount equal to 70% of the consideration.
– From 44 days to 10 days before the date of arrival: an amount equal to 80% of the consideration.
– From 9 days before the date of arrival or for No show: 100% of the consideration.

The 22% vat is due to the fact that SMACE is a service company. It is in fact this that allows us to act as a technological platform for the aggregation of a multiplicity of services dedicated to companies in the area of meetings and events organization.
In fact should your company be located outside the Italian territory 0% vat would be applied as per the international practice of service companies.

SMACE acts as an aggregator. It is then SMACE that will invoice your company for all the services you have decided to include. As a result, your payments will be to be directed directly to us.

Yes, only after confirming the order on the SMACE platform, you will be able to interact directly with our Partners, i.e. the providers of the different services you have chosen. This will be done through the dedicated chat and through the event board where you can manage all the details related to the organization.