These terms cover the ExhibitPilot website and trade show planning service. “ExhibitPilot,” “we,” and “us” refer to the business operating under the ExhibitPilot brand.
You can create an account and choose a Free or paid plan. The Free plan requires no payment details. A paid subscription begins when you complete checkout and payment is confirmed. Visiting the website or contacting us does not create a paid subscription or authorize a charge.
Using ExhibitPilot
ExhibitPilot helps organizations coordinate events, budgets, staffing, travel, logistics and results. You must have authority to act for the organization whose account you manage. Keep account information accurate, protect your sign-in credentials and promptly report suspected unauthorized access.
Organization owners control billing and user access. Owners and authorized administrators are responsible for permissions and for the information their organization enters or shares. Features, user allowances and storage limits depend on the selected plan.
Subscriptions and automatic renewal
Paid subscriptions are billed in advance in US dollars for the monthly or annual billing interval selected at checkout. Annual plans charge the full annual amount, not monthly installments. The price, billing interval and applicable taxes will be displayed before purchase.
A paid subscription renews automatically at the end of each billing period until canceled. By purchasing, you authorize Stripe to charge your selected payment method for the initial subscription and subsequent renewals. Keep your payment method and billing details current. Material changes to recurring pricing will be communicated before taking effect, with any notice or consent required by applicable law.
Cancellation
The organization owner can cancel renewal through Billing & Licensing in the app using its subscription management controls. Cancel before the next renewal to avoid the next subscription charge. After cancellation, paid access continues through the period already paid for.
If you cancel during an unpaid payment-failure grace period after your paid period has ended, paid access ends immediately. Cancellation does not itself request deletion of your organization’s data. Contact exhibitpilot@gmail.com if you cannot access the cancellation controls.
Refund policy
We do not provide prorated refunds for unused days, unused features or the unused portion of a monthly or annual subscription. This does not limit refunds required by applicable law or corrections for billing errors, including erroneous duplicate charges. Contact exhibitpilot@gmail.com with your organization name, invoice reference and an explanation of the issue. Do not send full card numbers or bank credentials.
Plan changes
Upgrades within the same billing interval take effect after any required prorated payment succeeds. Downgrades and changes between monthly and annual billing are scheduled for renewal. Review the amount and effective date shown before confirming a change. Some billing arrangements require support assistance.
A lower plan may reduce available features, user allowances or storage. Review these limits before changing plans. Removing a user or choosing a lower plan does not entitle you to a refund of an already paid subscription period.
Payment failures and taxes
A failed renewal payment normally begins a 30-day grace period. If payment is not resolved before the grace period ends, paid access is restricted. Cancellation during that unpaid period ends paid access immediately. Contact support if you need help resolving a billing issue.
Applicable sales and similar transaction taxes are additional unless checkout explicitly states that they are included. Provide accurate billing, business-location and exemption information. Tax treatment depends on applicable law and the circumstances of the purchase.
Your information and permitted use
You retain ownership of the content you submit. You authorize us and our service providers to process it as needed to provide, secure and support ExhibitPilot. Only upload information you are entitled to use and share, including information about colleagues, attendees and business contacts.
Do not use the service unlawfully, upload malicious content, attempt unauthorized access, disrupt the service or misrepresent another person’s identity. We may restrict access when reasonably necessary to address abuse, security threats or legal requirements.
Planning decisions and external services
You remain responsible for event deadlines, budgets, vendor arrangements and travel decisions. ExhibitPilot does not book travel, pay event vendors or make commitments on your behalf. Review imported information and calculations before relying on them.
Optional integrations, including HubSpot, require your authorization and are also subject to the provider’s terms. Their availability and capabilities may change. Website resources may be used for your own internal business planning; do not present ExhibitPilot branding or materials as your own.
Availability, data and changes
We maintain and update the service, but interruptions can occur and uninterrupted or error-free operation is not guaranteed. Keep copies of records that are critical to your business. Contact support about available data exports or account deletion before closing your account.
Our privacy policy explains information handling. We may update these terms and will provide notice of material changes as required by law. Nothing in these terms removes rights or remedies that cannot lawfully be excluded.
Contact
For service, billing or policy questions, email exhibitpilot@gmail.com.