Terms & Conditions
Service Agreement - Terms and Conditions
Booking
When booking an installation for an event with Balloon Bar Tampabay “BBTB” and its affiliates, the following document serves as reference to BBTB and the Terms & Conditions. BBTB highly recommends that all installations be scheduled at minimum, 30 days, however we will accept installation dates as early as 3 months prior to the date of your event.
Your event is not officially booked, with the date reserved for your installation, until the retainer fee and the Terms & Conditions are received by BBTB, the final payment is due 7 days prior to the event. There will be a due date for payments on both the retainer fee and the final payment prior to the date of installation, if applicable. For smaller items please contact one of our Creative Directors.
Retainer Fee
A retainer fee of 50% of the total billed, will be required in order to reserve any date(s). If the amount is not determined at the time the Terms & Conditions is received, the Client will be required to pay a retainer fee of $100.00. After the balance of the installation is determined, the Client understands they are responsible for
paying the remaining balance of the retainer fee, if the total balance billed equals a balance higher than that of the $100 payment already made. The Client will have 5 days to pay the remaining balance for the retainer fee. If the total balance billed is less than $100, the order will be considered paid in full, any credit on the account will be refunded to the Client.
Payments Made
Payments can be made with Debit/Credit Card or ACH debit.. We accept MasterCard, Visa, Discover, Amex. Failure to make the required payment by the given due date may result in any/all of the following:
•Invalidation and removal of any applicable discounts, special promotions, complimentary services,etc.
•The forfeiture of any payments already made.
•The release of event date and time.
•Termination of the contract.
Refunds
BBTB is an event company specializing in balloon decor installations. Anyone retaining services via BBTB will be required to pay a retainer fee based on the size, detail, and value of the installation. This payment is expected to be paid in full prior to any services being rendered to the Client.
We understand situations arise that will either require the Client to cancel or reschedule their event, and although we are empathetic to those situations, under circumstances we do require 25% of the retainer to be non-refundable. When we accept an order, we begin working immediately on selecting the best design and decor needed to accomplish our goal, a perfect installation for your event. The retainer fee retains BBTB for your installation and the remaining balance is used to order any materials, supplies, as well as cover any labor, traveling expenses, etc. As long as a written notification is received by BBTB and the cancellations/rescheduling guidelines are followed, we are able to reschedule the installation. Failure to inform BBTB by the required time for the cancellation/rescheduling of an installation, may result in any/all of the following:
• The forfeiture of 25% of the retainer already made
• The release of event date and time
• Termination of the contract
• Cancellation fees
Rescheduling & Cancellations
The Client has the freedom to reschedule the installation with a written 7 (seven) day notice. The Client may reschedule for any date within the next 365 calendar days, at the convenience of BBTB, without being charged a cancellation fee. The reschedule date is subject to availability. If we are unavailable, the below cancellation policies and fees will apply. We suggest that if the Client needs to reschedule, they include the preferred date to reschedule as well as a second choice, in the event that the first choice is unavailable.
Cancellations
The Client has the freedom to cancel at any time without receiving a cancellation fee, so BBTB and it's affiliates receives a written notice within 7 days. If a written notice is not received by Client within 7 days of the scheduled installation, the Client will assume a 25% of the retainer cancellation fee. Please be aware, any and all payments made towards any of the following, including but not limited to; retainer fee, materials, supplies, labor, etc. will be forfeited and considered non-refundable.
Reductions & Changes
Removing or adding decor to an installation can not be done after the Terms & Conditions have been signed. A separate order may be placed for any additions the Client wishes to have for the event, however it is at the sole discretion of the Creative Director, whether or not that order is accepted or declined. If the new order is accepted, it will be subject to the entire Terms & Conditions, as stated in this agreement. This includes 50% of the total balance of the order as a retainer fee.
Venues
It is the Client’s sole responsibility to confirm if the venue allows; helium tanks, helium balloons, tall structures, wall hangings, tall ladders, etc. prior to any payment made to BBTB. If the Client fails to confirm the venue rules for balloons, helium tanks/balloons, wall hangings, tall ladders, etc. prior to making any payment(s), said payment(s) will be forfeited and considered non-refundable.
Venue Access
It is the Client’s responsibility to make arrangements for BBTB and it's affiliates to gain/maintain access to the venue. The Client is also responsible for obtaining any permits, access passes, gate/room access cards, wristbands for entire staff, as well as notify BBTB and it's affiliates of any room changes within the venue, if applicable, with at least 24 hours notice. The Client is fully responsible for the cost of parking fees for all BBTB staff. Access arrangements apply to access prior to the event for installation, as well as access to strike, if applicable, or breakdown of any props, designs, equipment, etc. If props/designs/equipment are transported by the Client, the Client may return said items to BBTB the following day.
Personal Residence
If the location of the event is located in a personal residence, the above installation times still apply. The access requirements are still applicable in regards to allowing BB and its Creative Director and teams access to make the installation. The Client understands that installations are done using an array of options including, but not limited to command strip, removable wall mounts, etc. If there is a preference in method of installation, please inform your Creative Director when signing the Terms & Conditions as it will need to be documented in the invoice.
Event Details
The Client is responsible for seeing that the venue has the name of the Creative Director’s name and contact number on file for two reasons; 1) The Creative Director needs to have a point of contact at the venue in the event a change has occurred on our end, we have a way to relay that info, possibly find a resolution if applicable. 2) In the event the point of contact at the venue needs to reach the Creative Director to inform BB of a change, it makes the communication process easier. This also allows for the Client to not be inconvenienced on the day of installation as well.
Installations
The Creative Director overseeing the installation should receive any permits, access passes, gate/room access cards, wrist bands, etc, 24 hours prior to the date of installation to ensure access to the venue. If access is denied at any time, for any reason, including failure or lack of communication, it will result in items not being installed punctually or adequately, and possibly not at all. If this occurs, the Client agrees that BBTB will not be held liable.
If any orders are of intricate detail, large capacity, or for any other reason that requires more than 4 hours for installations, they will be documented and adhered to in order to receive a quality installation. Please see pricing for delivery and installation fees. Please see pricing for delivery and installation fees.
Client Installations
• If applicable, the Client may transport and install their order themselves. (Grab & Go option)
• This must be communicated in writing prior and will not be changed after signing the Terms & Conditions.
• The Client agreeing to transport and install the order themselves, will have the delivery and installation fee waived.
• The Client agreeing to transport and install the order themselves, also relinquishes BBTB and it's affiliates of any/all responsibility for the order once completed and paid for, including the outcome of the installation.
BBTB Installations
• There will be a delivery and installation fee, figured into the pricing for the event during the booking stage. If your order includes rental pieces, there will be a pickup fee included in the pricing.
• Failure to have the entire balance paid for, regardless the dollar amount, will result in a canceled installation and forfeited payments, which can not be refunded or transferred.
• A team from BBTB, including your Creative Director, will arrive at the venue at designated time for installation.
• Our team will need to unload the equipment and decorations to the designated area, set up a designated working space, free from interruption or traffic from other vendors.
• The time designated for the installation will be utilized, however, any time left over after installation is complete, is not subject to discounts or refunds.
Any and all equipment and props are property of BBTB and will be returned to BBTB either the same
day, after the event or the following day, if being transported by the Client.
By signing the Terms & Conditions the Client agrees that there will be no other balloons, balloon decorators, or balloon companies onsite, throughout the entire installation and event. BBTB reserves the right to refuse further service towards the event, resulting in forfeited payments.
Striking & Disassembling
• BBTB can strike and disassemble an installation if desired by the Client. In this case a striking fee will be added to the total order during the booking stage.
• If the Client chooses to strike the set themselves after a striking fee has already been paid, BBTB is willing to refund the additional trip fee portion. This is not applicable to projects that have rented props.
Ownership of Equipment & Materials
All equipment, materials, and props used for the installation, are the sole property of BBTB and are used on a rental basis only.
• The Client is responsible for access to retrieve said equipment, materials, and props after the event.
• Signing the Terms & Conditions makes the Client solely responsible for the equipment, during and after the event, until surrendered back to BBTB.
• Failure to do so, will result in the Client accepting sole responsibility for the property of BBTB and agrees to have the card on file charged or be sent an invoice and agrees to pay it.
• Any damage or vandalism that occurs to any of the property of BBTB during the event, including any damage or vandalism that occurs due to the Client’s guests, will result in the Client accepting sole responsibility for the property of BBTB and agrees to have the card on file charged or be sent an invoice and agrees to pay it. This includes but is not limited to misuse, theft or disasters (fire, flood, earthquake).
Balloon Float Time
Your balloon decor will be designed around the specifications of your event.
• There are many variables that can affect the float time of your balloon decor including but not limited to weather, rain, wind, extreme heat.
• Please be aware of this if you are reserving a date for an outdoor installation.
Balloon Releases
Although balloon releases are intended to remember someone lost, support a cause, show respect for someone or something, and much more, BBTB and it's affiliates does not participate in balloon releases of any kind, regardless of the number of balloons requested. BBTB will not fill orders for anyone intending on releasing the balloons. Releasing balloons is detrimental to our environment in many ways. Balloons float hundreds, if not thousands of miles and when they land, they run a chance of landing in the ocean, in areas where livestock could accidentally eat them, or anywhere else as litter. We do not support, do not fill orders for and advise against participating in any balloon releases.
Outdoor Events
*****WE DO NOT CANCEL FOR BAD WEATHER UNLESS DEEMED DANGEROUS WEATHER OR A NATURAL DISASTER***** *****BY LOCAL STATE / GOVERNMENT OFFICIALS*****
By signing the Terms & Conditions, the Client acknowledges that some balloon decor may be affected by temperature and humidity, something that BBTB can not be held liable for. BBTB will not be held liable for the reaction of any balloon decor to the weather or uncontrollable acts of nature including but not limited to rain, wind, or extreme heat. BBTB NEVER guarantees perfect results for any installation done outdoors or in these uncontrollable situations.
• In the event there is a situation that prevents the Creative Director from installing the balloon decor in the original location at a venue, the Creative Director is able to move the balloon decor to that location
(still on site at original address) and attempt to complete the installation.
• It is the Client’s sole responsibility to have an alternate location available and ready in the event the original location is not able to be utilized. Failure to do so will cause the payments to be forfeited and considered non refundable.
• BBTB will however, not be able to guarantee a quality and perfect installation due to last minute setup changes, but will promise to do everything possible to ensure it is as close to perfect as physically possible.
•The Client is responsible for locating an alternate location to set up as well as ensure access to BBTB.
• If dangerous weather or a natural disaster occurs that causes the venue to close and prevents the event from taking place, the Client may reschedule the installation for a different date, within the next 365 days.
• Dangerous weather and natural disasters are only accepted if acknowledged by a local state/government official.
• If the Client cancels the event due to rain or other bad weather, not designated as “dangerous weather”or “natural disaster”, the Client understands that the deposit will be forfeited and considered nonrefundable. However, BBTB will allow the deposit to be used for a future booking with BBTB.
• BBTB agrees to be present and ready for installation even if it is raining, snowing, or displaying any other type of “irregular” weather, with the exception of road closures.
Pricing & Fees
All pricing regarding the entire order including but not limited to; retainer fee, delivery fee, installation fee, striking fee, cancellation fee, etc. will be documented during the booking stage. Please make sure you have communicated the necessary details to any other vendors you may be working with prior to booking with BBTB. Retainer Fee 25% of total order for installation (Case by case basis)
Delivery Fee starting at $125 (Anything 50 miles or more, please contact us.)
Cancellation Fee
25% of the deposit (Avoid by providing, in writing, a request to reschedule within 7 days of the event.)
Display & Promotion
By signing the Terms & Conditions, the Client agrees that BBTB may use the decorated display including video recordings and photographs for usage on the official BBTB website, including, but not limited to social media networks, flyers, billboards, displays, commercials, and any other form of promotional marketing.
All designs/displays installed by BBTB are the property of BBTB, in return BBTB reserves the right to utilize any/all photographs and video recordings as deemed necessary, for promotional use. This also includes any personal photographs or video recordings taken by the Client or the Clients’ guests. BBTB reserves the right to include the official BBTB logo on any personal photographs or video recordings made from a BBTB installation. BBTB also reserves the right to refuse to use any photographs or video recordings made by any of the following, including but not limited to; BBTB, the Client, the Clients’ guests, photographers, videographers, venu personnel, or any other vendors.
Vendors & Event Coordinators
BBTB is focused on making balloon decor that stands as an unforgettable piece in your event. Our main focus is providing exceptional service and installing a quality design. We strive for perfection and in return, we expect all vendors or event coordinators who are working together to create this unforgettable event, to expect nothing less than perfection as well. With that being said, all vendors and event coordinators can be referred to the Client.
• BBTB is not responsible for assisting other vendors in tasks related to their designated field.
• BBTB is responsible for maintaining a safe and healthy work space, installing the balloon decor, striking and disassembling if applicable, and cleaning up the workspace utilized by BBTB.
• BBTB is not responsible for poor services rendered by other vendors. It will be the Client’s responsibility to settle any discrepancies with the vendors directly.
• BBTB will not refund any payments made due to other vendors hindering or becoming detrimental to the progress and quality of the installation.
• BBTB expects any Client working with an Event Coordinator to ensure their coordinator is abreast of the installation arrangements prior to the day of the event.
Independent Contractor
The Terms & Conditions are not to be misconstrued as an employment agreement in any way. BBTB and its Creative Director, as well as the team and/or any vendors accompanying the Creative Director functions solely as Independent contractors. The Client understands that the Creative Director is a professional and does not need to be supervised during the installation of the balloon decor.
Safety
In the event BBTB or the Creative Director deems the event or the installation to be unsafe, the Creative Director has the authority and obligation to refuse service of the installation until the unsafe situation is made safe again. If the Client's guests or other vendors have made the installation or location unsafe, the Client assumes full responsibility and pays any fees for travel, rentals, staff, etc. If this situation occurs, BBTB will leave all balloon decor onsite for the Client and will remove themselves and all property, equipment, staff, etc. from the property immediately. If ever there is a safety issue such as this, BBTB will exercise our right to refuse service and the Client/Client’s guests will be blacklisted.
Please be advised that prices are subject to change without notice.
By signing the Terms & Conditions document and or submitting payment, I certify that I have read this document in its entirety, I fully understand and agree with this agreement. I also understand my role as a Client and the role that my Creative Director will play in the installation for my event.