Balloon contract template

1. Your order

Your Business Name (“we”) will design, deliver and install the following balloon decor for Jordan Taylor (“you”) for the first birthday party on __________ at Riverside Community Hall:

• Organic balloon garland, 12 ft, framing the backdrop
• Pair of 6 ft balloon columns at the entrance
• Round 7 ft backdrop with fabric cover (rental)
• Delivery, installation and takedown

Design notes: Colors: sage, ivory and gold chrome. Mixed 5″, 11″ and 18″ latex balloons, air-filled.

2. Design and handmade variation

Photos and mock-ups are for inspiration. Every installation is handmade, so sizes, shapes and balloon placement will vary from any picture. If a color or size is unavailable, we may substitute one of equal value and will tell you in advance of any noticeable change.

3. Color matching

Balloon colors vary between manufacturers and batches, and look different on screens, in photos and under venue lighting. We match your palette as closely as we can, but cannot guarantee an exact match to fabric, paint, printed or on-screen colors.

4. Fees, deposit and payment

The total fee for the balloon decor and services is $700. Any change to the fee must be agreed by both of us in writing.

A deposit of $210 (30% of the fee) is due when you sign. The date is reserved for you only once the deposit is received. The deposit covers reserving the date and the planning work we start straight away, and is not refundable except as set out in this contract or where the law requires.

The balance of $490 is due 14 days before the event (__________). If the balance is not paid on time and remains unpaid 7 days after a reminder, we may treat the booking as cancelled by you under the cancellation clause.

Payments can be made by bank transfer, card or another method we agree. Card fees, if any, are shown before you pay.

5. Changes to your order

You can ask for changes up to 14 days before the event. We will confirm in writing whether we can make them and any change in price. After that, we may not be able to make changes, and reducing the order will not reduce the fee because balloons and materials have been bought.

6. Cancellation by you

You may cancel by telling us in writing (email is fine). Because we reserve the date for you and turn away other work, these cancellation charges apply:

• More than 90 days before the event: the deposit ($210) is kept; nothing more is due.
• 90 to 30 days before the event: 50% of the total fee ($350).
• Less than 30 days before the event: 100% of the total fee ($700).

Payments already made count toward these charges. Anything you have paid above the charge is refunded within 14 days.

7. Postponement

If you need to move the event, tell us as soon as possible. If we are available on the new date, we will move the booking once, free of charge, if you ask at least 60 days before the original date and the new date is within 12 months. Payments made move with the booking.

Later requests, second postponements and new dates on which we are not available are treated as a cancellation under the cancellation clause. Prices for a new date more than 12 months away may be updated to our prices at that time.

8. Venue access and setup

You will arrange for us to have access to the venue from 10:00 am, with the event starting at 2:00 pm. Please tell us in advance about stairs, lifts, parking, long carries and the venue’s rules on setup times and fixings.

If we cannot get in at the agreed time, waiting time may be charged and we may need to simplify the design to finish before the event starts. We only use fixings the venue allows, and are not responsible for marks left by fixings the venue approved.

9. Outdoor installations and weather

Latex balloons are affected by sun, heat, wind, rain and cold: outdoors they can oxidize (turn cloudy), pop or deflate much faster than indoors. We may adjust, shorten or move an outdoor design, or decline to install it in high winds or storms, for safety.

We cannot guarantee how long balloons last outdoors, and pops or fading caused by weather after installation are not grounds for a refund. If we cannot install anything because of severe weather, the “Events outside anyone’s control” clause applies.

10. After installation

Once installed, the decor is in your care. Balloons are a temporary product: helium-filled latex balloons may only float for a day or less, and air-filled decor lasts longer indoors. We are not responsible for balloons popped, moved or damaged by guests, heat, sharp objects or other decorations after installation.

11. Balloon safety

Please share these points with the venue and anyone supervising children:

• Choking hazard: children under 8 can choke or suffocate on uninflated or broken balloons. Adult supervision is required. Keep uninflated balloons away from children and throw away broken balloons at once.
• Never inhale helium.
• Foil balloons conduct electricity. Keep them away from power lines, and always weighted when outdoors.
• Do not release balloons outdoors. Releases harm wildlife and are restricted or banned in many places.
• Keep balloons away from open flames, heaters and sharp edges.

12. Latex allergy

Latex balloons are made from natural rubber latex, which can cause allergic reactions. Please tell us before the event if anyone attending has a latex allergy; we can suggest foil or latex-free alternatives. You are responsible for letting your guests and the venue know that latex balloons will be present.

13. Rented items

The following items are rented to you for the event and remain our property: Round 7 ft backdrop stand and fabric cover; Column bases and poles (2).

A refundable security deposit of $100 is due with the balance and returned within 7 days of collection, less any charges. Rented items must not be moved, altered or taken from the venue. Loss or damage beyond normal wear is charged at repair or replacement cost.

14. Takedown and disposal

We will return at 7:00 pm to take down the decor and collect rented items. Please make sure we can access the venue then; a second trip because we could not get in may be charged.

15. Photos of our work

We may photograph the decor and use the photos in our portfolio and on social media. We will not post photos showing your guests’ faces without permission. Tell us if you would prefer we did not post your event at all.

16. Events outside anyone’s control

Neither of us is responsible for failing to perform this contract because of events outside reasonable control, such as severe weather, natural disaster, fire, flood, epidemic or government restrictions, or the venue closing. If this happens, we will first try to move the booking to a new date. If that is not possible, we will refund payments made, less costs we have already reasonably spent on your event and cannot recover.

17. Limit of liability

Our total liability to you under this contract is limited to the total fee you have paid. We are not liable for indirect or consequential losses, such as loss of enjoyment beyond the value of the services, or costs paid to other suppliers.

Nothing in this contract limits liability that cannot be limited by law, including liability for death or personal injury caused by negligence, or for fraud.

18. Your personal information

We use your personal information only to provide the services, keep records we are legally required to keep and contact you about this booking, in line with applicable privacy law. We do not sell it.

19. Whole agreement and governing law

This contract, with any quote or proposal it refers to, is the whole agreement between us. Changes must be agreed in writing; email is fine. If any part of this contract is found to be unenforceable, the rest still applies.

This contract is governed by the laws of the State of ____________, and the courts of the State of ____________ will deal with any dispute.