Terms of service

HiveConf is operated by Nectarmark, LLC (nectarmark.com). By using the site, building an event, or buying anything, you agree to these terms. If you’re agreeing on behalf of a club, association, or company, you’re telling us you’re allowed to.

Some features have terms of their own, which we show you when you turn the feature on for an event. Those apply to the events that use that feature, alongside these terms, and nowhere else.

Your event has no attendee list. Attendees don’t sign in, and we don’t collect who they are. Nothing that would need to know who attends is switched on for your event unless you turn it on, and a feature like that comes with its own terms, which you agree to when you do. What the app does collect from attendees, and what it never does, is in the privacy policy.

There are no passwords. You sign in with a link sent to your email address, so keep control of that mailbox — anyone who can read it can reach your events. Tell us promptly if you think someone else has. You’re responsible for what the people you add as organizers do with your event.

You keep ownership of everything you put into HiveConf. To run the service we need your permission to use it: you grant us a non-exclusive, worldwide, royalty-free license to host, copy, adapt for different screen sizes and print, and publish your event content for the purpose of operating HiveConf and letting attendees use your conference. That license ends when the content is removed, apart from copies in backups and change history that age out on their own.

Because we publish it, you also confirm that you have the right to give it to us — including photographs, logos, and biographies of other people, and anything you send us for turnkey setup. If you don’t hold those rights, don’t upload it.

Organizers create listings for speakers and vendors, who often haven’t been asked first. That’s normal for a conference program, and it comes with a responsibility: publish only information you were given for that purpose, keep it accurate, and correct it when the person tells you it’s wrong.

Anyone listed can write to us directly and have their listing corrected or removed, and we will act on that without asking the organizer’s permission. We may also remove content that’s unlawful, infringing, or misrepresents somebody.

New events are reviewed before they can be published, and every event starts hidden — nothing is visible to attendees until an organizer deliberately publishes it. We may decline or unpublish an event that isn’t what the platform is for, and we’ll tell you why.

HiveConf uses AI to keep listings reading consistently: a light spelling and punctuation pass on text people enter, and — for vendor listings without a usable description — a description written from the business’s own public website, which is published. The privacy policy describes exactly where this happens.

Generated descriptions are drawn from public sources and can be wrong. They aren’t claims we make about a business, or an endorsement of it, and no business is bound by words we generated about it. Tell us and we’ll change or remove them. Organizers are responsible for reviewing what appears on their event.

• Add-ons are one-time charges covering one event — not subscriptions, and they don’t carry over to next year’s conference.
• Prices are shown on the pricing page in US dollars. We may change them, but never for something you’ve already bought.
• Payment is handled by Stripe under their own terms. We never receive your card details.
• Discount codes are valid for what they say and can be withdrawn at any time before they’re used.
• You’re responsible for any tax that applies where you are.

Two of the add-ons are things we make for you, and those stay refundable right up until we start making them. The other two are refundable for 14 days as long as you haven’t used them. Nothing ends on a date you have to keep track of, and nothing ends without you confirming it first.

Refundable while unused

• Premium seat. Tell us within 14 days and we’ll refund it in full, as long as no sponsor or banner has run on your event.
• No sponsor placements. Tell us within 14 days and we’ll refund it in full, as long as the placements are still showing on your event.

Refundable until we start

• Turnkey setup. Refundable in full until we start working on it. After that it isn’t refundable, whether or not you go on to run the conference.
• Custom theme. Refundable in full until you confirm your logo and we build your first set of palettes. After that it isn’t refundable, whether or not you go on to run the conference.

You will always be asked first. Before the custom theme builds anything, we show you the logo we are about to work from and ask you to confirm, in so many words, that going ahead ends the refund. Nothing is built until you do, and we keep a record of that confirmation: who agreed, when, and which logo. Ask and we’ll show it to you. Turnkey setup stays refundable until we start working on it, and sending us files is not that: your event’s admin page shows where things stand and says plainly once work has begun.

If we can’t make usable sense of what you send us for turnkey setup, we’ll say so before starting and refund you rather than guess. If anything fails on our side, it doesn’t count against you and it doesn’t end your refund window.

If we get something badly wrong, we’ll make it right — that’s a separate matter from the policy above, and it doesn’t need a clause to happen.

If something about a payment isn’t right, please come to us first through the support page. We’ll sort it out with you, and a refund under the policy above is quicker than any bank process. Nothing in these terms limits your right to dispute a charge with your card issuer.

If a chargeback is filed on a payment made for an event:

• The event’s paid upgrades are removed and the event is hidden from attendees until the chargeback closes. Nothing you’ve entered is deleted, and the event can still be edited.
• The account that made the payment owes a chargeback fee of $15. If the upgrades weren’t wanted, it also owes what handling the chargeback actually cost us, if anything, which we’ll tell you in writing first.
• Until that’s paid, the account can’t start new events or buy add-ons. Events it already runs aren’t affected. It’s paid by bank transfer.
• If the chargeback is withdrawn or decided in our favor, the event and its upgrades come back straight away. The fee is still owed.
• If it’s decided in the cardholder’s favor, the upgrades don’t come back. The event goes back up on the free plan once what’s owed is paid, and if it isn’t paid, we may remove the event.

The person who made the payment is told the details. The event’s other organizers are told only that there’s a payment issue with the event and who to talk to.

For $199 we enter a conference you have already built. Send us the spreadsheet, the printed program, the vendor PDF, or the page on your website, and we put the schedule, speakers, vendors, rooms, and venue details into HiveConf and check them.

It is not conference planning. We aren’t deciding your program, resolving which of two draft schedules is current, chasing your committee for answers, or assembling a plan out of email threads. If what you have is a set of decisions still being made rather than a finished conference, this isn’t the right service and we’ll tell you so before taking your money.

We work from what you send. Where sources disagree or a detail is missing, we flag it for you rather than inventing an answer. A few things stay with you because they need your eyes — most notably drawing your rooms onto the floor plan, and the decision to publish.

When it comes back. When your files are all in, press “That’s everything” on your event’s admin page. We hand back a finished event within 5 business days (Monday to Friday, US Central time) of that. If we see we are going to miss it, we tell you before the day, and until we have started you can cancel for a full refund.

Once your event is entered as you submitted it, it is yours to run. We hand it back complete and the work is finished at that point. Every change after that is yours to make: room swaps, schedule moves, talk edits, a speaker who cancels, a vendor added the week of the show. The app is built so you can do all of it yourself, and nothing about buying this service makes us the ones who keep your event up to date.

Organizers can connect an assistant to an approved event. It shows a plan and waits for your approval before saving, can’t email anyone, and can’t publish an event. You’re responsible for what you approve. Use it for your own events at a reasonable volume; we may rate-limit or disconnect access that threatens the service for everyone else.

This is currently free while in preview and will become a paid feature. We’ll give organizers notice before that changes.

While it is in preview, the assistant comes with no promise of availability at all. Assistant work is far heavier on our servers than anything else on the platform, and it shares them with conferences that are running that day. We may limit, suspend, or switch it off entirely at any time — without notice, without explanation, and including in the middle of your work. If assistant load ever threatens a live conference, the conference wins, every time.

Nothing you have already saved is affected, and every change an assistant can make you can also make by hand in the admin pages. Plan accordingly: do not let an assistant be the only way you can meet a deadline.

Don’t use HiveConf to publish unlawful, misleading, or infringing material; impersonate somebody; harvest contact details from listings; probe or overload the service; or work around its limits. Automated access is fine through the interfaces we provide, at sensible volumes.

The platform is free to organizers, and what pays for it is the exhibitor list on your event: HiveConf’s sponsor, Ozark Bee Barn, sells beekeeping supplies and receives business contact details from vendor listings to make contact about wholesale supply, as the privacy policy sets out. Listing your exhibitors as completely and accurately as you can, with a contact for each, is a condition of that arrangement, and you accept it when you first sign in.

A list that is incomplete because you’re still collecting it is expected and carries no deadline. Deliberately withholding exhibitors from it is a breach of these terms. If that appears to be happening we’ll raise it with you before doing anything else, and only then may we unpublish the event or end access under Ending things. If your conference can’t share exhibitor contacts at all, write to us and we’ll try to find an arrangement that works.

We’ll run the service with reasonable care and fix things promptly. We don’t promise it will be uninterrupted or error-free, and we don’t offer a guaranteed uptime. The attendee app keeps working offline from its saved copy, which covers the common venue problems — but on the day of your conference, have a printed schedule at the registration desk. We build the flyer and the print-ready program for exactly that reason.

The service is provided “as is”, without warranties of any kind to the extent the law allows.

To the extent the law allows, we aren’t liable for indirect or consequential loss, lost revenue, lost attendance, or lost data, and our total liability for any claim is limited to the greater of the amount you paid us in the twelve months before it arose, or one hundred US dollars.

Some places don’t allow these limits, and where that’s true they don’t apply to you. Nothing here limits liability for fraud or anything else that can’t be limited by law.

If someone brings a claim against us because of content you put into HiveConf — a photograph you didn’t have the rights to, a biography published against someone’s wishes, a file sent to us for setup — you agree to cover our reasonable costs in dealing with it. We’ll tell you promptly and won’t settle anything in your name without asking.

You can stop using HiveConf whenever you like and ask us to remove your event. We can suspend or end access that breaks these terms or puts the service or other people at risk, and except in serious cases we’ll warn you first and give you a chance to put it right. Links to past events may keep resolving after a conference ends so that shared links don’t break.

These terms are governed by the laws of the State of Missouri, and the courts there are where disputes are handled, without regard to conflict-of-laws rules.

Formal legal notices should go to Nectarmark, LLC, 6395 State Highway 171, Carl Junction, MO 64834, United States, and by email to our legal address. For anything that isn’t a formal notice, the support page will get you a faster answer.

Every version of these terms has a number and an effective date, shown at the top, and we keep a record of which version you agreed to and when. Earlier versions stay readable here.

Small changes, such as clearer wording or a new contact detail, take effect when we post them, and carrying on using HiveConf after one means you accept it. A material change is one that affects what you pay, refunds, what we do with your content or with information about your attendees, or what you promise us. For a material change we will tell organizers by email before it takes effect where we reasonably can, and ask you to agree to the new version on a screen, the next time you sign in or before you start another event. Until you do, the version you agreed to keeps applying to the events you already have. Every purchase is made under the version that is current at checkout.

Earlier versions: version 2 (October 24, 2026 to October 25, 2026), version 1 (October 24, 2026 to October 24, 2026).