Terms & Conditions

Plansphere lets colleges publish fests and events, take registrations, admit participants with a QR pass, count meals, publish results and issue verifiable certificates; and lets students find fests, register alone or as a team, hold their passes and collect their certificates. Plansphere is the platform. Each fest is run by the college that publishes it (“the organizer”), which decides its events, fees, capacity, eligibility, rules and results.

You must give accurate details and keep your email address working — passes, invitations and certificates are sent to it. You are responsible for activity under your account. Staff accounts (organizer, admin) are created only by invitation from a super admin and are scoped to the fests they manage. Do not share a staff account. We may suspend an account that breaks these terms or threatens the service.

A registration holds a seat only when the service confirms it; where an event is full and a waitlist is on, you are told you are waitlisted and moved up automatically if a seat opens. When you add teammates you confirm you may share their name and email with us and the organizer; they are invited and may decline, which releases their seat. The QR pass is personal to the entry; one pass admits the members listed on it and is used at the gate exactly once. Do not resell, forge or alter a pass. You may cancel an entry until the event starts; after that the record stands.

Where an event has an entry fee it is set and collected by the organizer, and the organizer’s refund policy applies. Plansphere does not hold your money. If an organizer cancels an event, refunds are between you and the organizer; we will help you reach them.

Results are published by the organizer and may be amended by them. Certificates are generated by the service only after attendance is confirmed and, for awards, after results are published; a participant cannot issue their own. Each certificate carries a number and a public verification page. An organizer may revoke a certificate issued in error; the verification page then says so rather than hiding it.

If you run a fest on Plansphere you are responsible for the accuracy of what you publish, for handling participants’ data lawfully and only for the fest, for your own refund and conduct policies, and for the actions of the staff and volunteers you add. Every privileged action on the platform is recorded in an audit log against the account that took it.

Do not attempt to access data that is not yours, probe or overload the service, scrape participants’ details, create accounts automatically, upload malware or unlawful content, impersonate anyone, or use the service to harass. We rate-limit public endpoints and block abusive traffic, and we may report serious misuse.

You keep the rights to what you upload (posters, banners, result sheets) and grant us a licence to store, display and deliver it as part of the service. The software, design and Plansphere name belong to us. Certificates are documents of the issuing organizer, generated by the service.

We aim to keep the service available around fest days and to give notice of planned maintenance, but we do not guarantee uninterrupted access. The gate scanner and passes are designed to keep working without a network connection. We may change or discontinue features; we will not remove your access to certificates already issued without giving you a way to keep them.

The service is provided “as is”. To the extent the law allows, Plansphere is not liable for indirect or consequential loss, for an organizer’s decisions about its fest (eligibility, results, refunds, cancellations), or for loss caused by inaccurate information you or an organizer entered. Nothing here limits liability that cannot be limited by law. Where liability is not excluded, our total liability to you is limited to the fees you paid us in the twelve months before the claim, which for students is nil.

How we handle personal data is described in the Privacy Policy, which forms part of these terms.

These terms are governed by the laws of India, and the courts of Kolkata, West Bengal have jurisdiction. Questions about these terms go to hello@plansphere.in. When the terms change we update the date at the top; continued use after a change is acceptance of it.