A deposit of at least 50% of the event total is required to reserve the personnel and equipment for your event. For events that include catering a deposit of at least 65% is required.
Receiving a quote does not constitue the reservation of personnel and equipment. Personnel and equipment are only reserved after a deposit is received. Personnel and equipment are limited resourses that are only reserved after a deposit had been received.
Any payment, in any form, made to Great Events Arizona is the clients acknowledgement that these policies are understood and are agreed to.
Payment
Final payment for all services is required at least 1 week before the start of any event.
A 5% transaction fee is added for all payments made via credit/debit card.
Great Events Arizona reserves the right to not setup equipment or perform any duties related to the event until final payment is made.
If final payment is not made on time, and we have a credit/debit card on file, the final amount will be charged to you credit/debit card plus the 5% transaction fee.
If a debit/credit card is not on file a late fee of 10% of the
outstanding balance (minimum late fee $50) will be applied to the
amount due. This late can be applied as soon as 1 day after the
payment due date. After the initial late fee an additional late
fee will be added monthly until the full balance has been paid.
Outdoor Events
Having an event outdoors adds an extra level of risk to the Customer’s event. The Great Events Arizona will not be held accountable for problems related to weather (including but not limited to rain, snow, wind, etc).
Great Events Arizona will have sole discretion as to when to shut down and turn off, cover or pack up any equipment that may be damaged by inclement weather or may cause damage or injury.
Outdoor events fall under our “Cancellation Policy” (see below).
Cancellation/Refund Policy
The Customer acknowledges that once equipment and resources are reserved by the Vendor for the Customer’s event that the vendor turns away other opportunities that would use these equipment and resources. Therefore cancellation on the part of the Customer represents a “loss of opportunity” to the Vendor.
Cancellation
Amount Due to Vendor
Cancellation within the first 3 days after payment or greater than 9 months before the date of the event
Full Refund
Cancellation less than 9 months before the date of the event, but more than 1 month before the date of the event
50% of total amount due, or the deposit whichever is greater.
Cancellation less than 1 month before the date of the event but more than 1 week before the date of the event
75% of total amount due
Cancellation 1 week or less before the event, including cancellation the day of the event
100% of total amount due
DJ Events and Music Selection
The DJ is an entertainer and song selection and other areas of creative control belong to the DJ.
The DJ will make a good faith effort to play requested songs, includeing songs requested in advance of the event date, as long as they fit within the theme and other creative elements of the event controlled by the DJ.
There is no guarantee that all songs requested either in advance or the day of the event will be on-hand at the event and that even if the songs are on hand at the event that not all requested songs may be played at the event.
Events with Food Provided/Available to Guests
If the Client is providing food at the event for the guests, for example a wedding reception, the Client will provide food to the Vendor's personnel as a part of the “head count” to the caterer or whoever is providing the food. The food provided to the Vendor by the Client will be the same food item selection and portion sizes as is being served to adult guests.
Unless specified, the Client should plan to provide food for three (3) individuals from the Vendor. If multiple services are being performed at the Client's event the Client should use these figures as a minimum:
DJ – 3 individuals, Photography – 2 individuals, Videography – 2 individuals, Video Guestbook – 1 individual. Note: These estimates are additive so that if the Vendor is providing Photography, Videography and Video Guestbook services that 5 individuals should be planned for in the “head count” for food.
The Client also agrees to communicate to the caterer, or who ever is providing the food, that the Vendor's personnel will be permitted to eat at the same time as the guests and not be forced to be “at the back of the line” or “after all of the guests have eaten”. This ensures that the Vendors personnel will have an oppurtunity to eat the provided food and then be able to carry on with their duties as the event continues.
If guests are being charged for food at the event, for example pizza, soda and snacks at a movie night, the Client will provide a reasonable amount of food at no charge to the Vendor's personnel.
Photography & Videography
Both photography & videography require a substancial amount of time after the event to produce the final product from what is done at the event. This process is known as "post production". Our goal for all photography & videography services is to have the post production process done with a final product ready to be shipeed within 6 to 12 weeks after the date of the event.
If Great Events Arizona is providing both photography & videography services at the same event the post production time for both services may require an additional month.
Photobooks are produced by an outside vendor, Heritage Makers. Great Events Arizona is not responsible for delays due to production issues or backlog at Heritage Makers.
Other
Great Events Arizona may take pictures and/or video at any event. Great Events Arizona is the copyright holder of those pictures and video and may use the pictures and video for any reasonable purpose including but not limited to marketing and advertising.
* - Policies are subject to change without notice. Please contact Great Events Arizona if you have questions.
Check out our Past Events page to have a look at some past events, see some pictures and learn more about what we have to offer.
