Service Delivery Policy

1. Overview

VDO Technologies provides professional conference organizer services and conference technology solutions for medical associations, academic institutions, universities, professional societies, healthcare organizations and international conference teams.

2. Scope of Services

Service delivery may include event planning support, conference website development, online registration setup, payment gateway integration, abstract submission systems, e-poster systems, scientific program tools, faculty management, membership portals, delegate communication, QR check-in, badge printing, onsite helpdesk setup and reporting.

3. Proposal and Confirmation

Services are delivered based on an approved proposal, quotation, written confirmation, work order, purchase order, email approval or mutually agreed scope of work. Any additional requirement outside the approved scope may require revised timelines and additional commercial approval.

4. Delivery Timelines

Delivery timelines depend on project scope, content availability, organizer approvals, payment gateway activation, hosting access, design approvals, technical dependencies, third-party integrations and event deadlines.

We make reasonable efforts to meet agreed timelines, provided required content, data, approvals and payments are received on time from the client or event organizer.

5. Digital Service Delivery

Digital services such as websites, registration portals, abstract systems, payment pages, dashboards, email templates and reports are generally delivered through web links, admin access, staging links, production links, downloadable files or online access credentials.

6. Onsite Service Delivery

Onsite services may include registration desk setup, QR scanning, badge printing, helpdesk support, delegate kit coordination, technical troubleshooting, session display support and coordination with the event team. Onsite delivery depends on venue readiness, internet connectivity, power supply, data accuracy and local arrangements.

7. Client Responsibilities

The client or event organizer is responsible for providing accurate content, logos, brochure details, pricing, tax details, bank or payment gateway information, registration categories, scientific rules, faculty data, venue details, approvals and final decisions within agreed timelines.

8. Changes and Revisions

Minor corrections may be included as part of normal service support. Major design changes, new modules, changed logic, additional reports, extra integrations, new pages or changes requested after approval may be treated as additional scope.

9. Support Hours

Standard business support is available Monday to Saturday, 10:00 AM to 6:00 PM IST. During live event days, extended support may be provided as per the event agreement or onsite arrangement.

10. Third-Party Dependencies

Some services depend on third-party providers such as hosting companies, domain registrars, payment gateways, email platforms, WhatsApp providers, SMS providers, video platforms, app stores, internet service providers and venue infrastructure. Delays or outages from such providers may affect delivery timelines.

11. Completion of Service

A service may be considered delivered when the agreed portal, website, report, design file, registration system, payment flow, onsite service or support activity has been made available to the client, event organizer or authorized event team according to the approved scope.

12. Contact

For service delivery questions, please contact VDO Technologies using the contact details given below.