Balloon business terms and conditions: 12 things to include

Clear terms protect you when an outdoor arch pops in the sun, a venue changes its access time, or a client cancels two days before. They also make you look professional, which helps clients book. Here is what to cover, in plain language your clients will actually read.

This is general guidance, not legal advice. Laws differ between US states and the UK, so have a local professional review your final terms.

#1. What's included

List exactly what the client is buying: sizes, colours, number of pieces, delivery, setup and takedown. Anything not listed is extra.

#2. Deposit and payment schedule

State the deposit (commonly 25–50%), what it secures (the date and your stock), and when the balance is due, for example 7 days before the event. See Event deposits: how much to ask for, and when the balance is due.

#3. Cancellations and postponements

Say what happens if the client cancels at different points, and whether a postponement can move the deposit to a new date. Keep amounts tied to your real losses: stock bought, time spent, other bookings turned away.

#4. Changes to the order

Set a cut-off for changes to colours or size, and say that changes after it depend on stock and may cost extra.

#5. Balloons are delicate

Explain that balloons can pop, oxidise or droop, especially outdoors, in direct sun, heat or cold. Say you are not responsible for damage after setup, and give a realistic lifespan for indoor and outdoor displays.

#6. Weather and outdoor events

Say who decides whether an outdoor install goes ahead in wind, rain or extreme heat, and what happens to the payment if it can't.

#7. Venue access and timing

The client confirms access times, parking and loading. If you are kept waiting or the venue changes the time, you can charge for extra time or a second trip.

#8. Colour matching

Balloon colours vary by brand, batch and lighting. Promise your best match, not an exact match to a swatch or photo.

#9. Rented items and damage

If you supply stands, backdrops or frames, they remain yours. Set a collection time and a charge for loss or damage.

#10. Safety

Balloons are a choking hazard for young children, and latex can trigger allergies. Ask clients to tell you about latex allergies at booking, and say that supervision of children around balloons is the client's responsibility.

#11. Photos and social media

Ask permission to photograph your work and share it. Offer an easy opt-out for private events.

#12. Liability limit

Cap your liability at the amount paid for the order, as far as your local law allows. Consumer protection laws may limit what you can exclude.

#How to get clients to agree

Terms only protect you if the client accepted them before booking. Link them on every quote and get a clear "I agree" with the deposit payment, so you have a record of who accepted and when.

Every Sarvyam quote carries your terms, and the client accepts them when they approve and pay the deposit. Start free at sarvyam.com.