Guidelines for organisers.

01Timeline

From form to first sale in about three days. Here's the run of show.

02What we need from you

• Event details: name, date(s), venue, capacity and age limit.
• Passes: every pass type, price, quantity cap and sale window.
• Brand kit: logo (PNG/SVG), poster, colours, a line or two of copy, and Instagram handle.
• Permissions: written confirmation that you're authorised to sell passes for the event, plus any venue, police or excise licences the event needs.
• Payout details: account holder name, PAN and bank account. We collect these over a verified channel only. Never send bank details in Instagram DMs.
• One point of contact who can make decisions on sale day and gate day.

03Payouts

Buyers pay through Cashfree (UPI, cards, netbanking). Money settles to ArdoPay first, and we pay you on this schedule:

Why a holdback?

Buyers can raise chargebacks and refund requests for a few days after an event. The holdback covers those, so neither of us is left out of pocket. Anything not used is paid out in full.

What you get with every payout

A settlement sheet listing every order, pass, fee, refund and gateway charge, so your treasurer can reconcile to the rupee.

04Fees

• No setup fee and no monthly fee. We earn only when you sell.
• Per-pass convenience fee, quoted for your event based on pass price and volume. It covers payment gateway charges, hosting, email delivery, the scanner app and support.
• You choose who pays it: the buyer (shown at checkout) or you (deducted from payout).
• GST is applied to our fee as required by law. If you're GST-registered, share your GSTIN for a proper invoice.
• Add-ons like physical wristbands, printed passes or ad management are quoted separately, always before any work starts.

05Refunds & cancellation

• You set the refund policy at onboarding. We show it clearly on your checkout and in every pass email.
• If you cancel the event, every buyer gets a full refund of the ticket price to the original payment method. Refunds come out of the event's collected money before any further payout.
• If the event is postponed, passes stay valid for the new date, and buyers who can't attend may ask for a refund within 7 days of the announcement.
• If a payout has already been made and refunds exceed what's left, you return the difference within 7 days, as set out in the agreement.
• Bank refunds usually take 5–7 working days to reach buyers.

Buyer-facing terms: Refund & cancellation policy.

06Content rules

We run checkout for parties, college fests, club nights, concerts and workshops. We don't sell passes for:

• Events without the venue's consent or legally required licences.
• Anything involving illegal substances, gambling, or weapons.
• Events that promote hate, harassment or discrimination.
• Fake, misleading or duplicate listings, including events you aren't authorised to sell.

Age-restricted events

If alcohol is served or the event is 18+/21+, the age limit appears on the checkout and pass, and you are responsible for ID checks at the gate. Follow your state's legal drinking age.

07Promoters

• Every promoter gets a unique code and link. Sales are tracked live on your dashboard.
• You decide promoter commission and pay promoters directly. ArdoPay gives you the numbers but doesn't pay promoters for you.
• Promoters may not change prices, promise refunds, or collect money outside the checkout. Cash or personal UPI sales aren't covered by ArdoPay's refunds or support.

08Gate day

1. Every buyer gets a QR pass by email, and can re-download it from the event page.
2. Volunteers scan with any phone in the browser. No app install needed. Each QR works once, so screenshots can't be reused.
3. Plan one scanner per 150–200 guests per hour at peak, plus a help desk for "I can't find my pass".
4. Bring a charged power bank per scanner and a backup internet hotspot.
5. Live entry counts show on your dashboard so you can manage capacity.

09Support

• Organisers: a named contact at ArdoPay during your sale window and on event day, by email and phone.
• Buyers: payment issues, missing passes and refunds go to hello@ardopay.com. We reply within 24 hours, faster on event day.
• Gateway incidents: if a payment goes through but no pass is issued, our system reconciles it automatically, and we re-send the pass or refund it.

10Agreement

Before sales open, we sign a short organiser agreement covering fee, payout schedule, refund policy, content rules and responsibilities. These guidelines summarise it. If they ever differ, the signed agreement wins.

Payments are processed by Cashfree Payments. ArdoPay is operated by Kamalesh Swargam (ArdoPay by KS Verse).