Shade, insurance, payment, and equipment. The questions a first-time planner would not think to ask, answered before you commit.
Misunderstanding comes from lack of clarity and missed opportunities to answer questions that may not even be considered by the first-time planner. So here is what we would rather you knew before you commit to a date, including the things our clients usually find out afterward.
This is worth settling before anything else, because an office that can only pay one way needs to know we can take it. From a PTA-run carnival to a university purchase order, every client has a different payment process. We take purchase orders, ACH direct deposits, and business checks, alongside Zelle and Venmo, so any process you must adhere to, we can make it work. Whichever method you use, the balance needs to be paid and processed a minimum of 2–3 days before the event unless there is a signed agreement before booking.
Most schools require liability insurance and will ask for a certificate of insurance, a COI. We carry it, and we issue the COI when you book. If your venue wants to see one before that, ask and we will send a sample. Plenty of clients do not think to ask until after they have booked, and it works out with us, but it is worth finding out whether your venue requires one before you commit to anybody.
Most of the time parking is free, it is just hard to come by. We do ask to be reimbursed for anything unavoidable, which is in our terms, so it is worth a look before you book rather than on the day.
Plenty of clients have this sorted already. Cities tend to have a vendor lot, schools reserve spaces with cones, and universities issue a prepaid code to get in. If yours does, tell us when you book and there is nothing to reimburse.
Some venues have plenty of extra tables and chairs or just don’t have space for artists’ own equipment, while others are bare-bones and don’t have what artists need. It helps if you let us know whether you are providing tables and chairs per artist, or if we should bring ours.
The artists who bring in their own equipment only to find a perfectly good setup are going to have to head back to their car to put away what they don’t need. And artists who show up without their equipment because they thought it would be provided are going to need to go back to their car. Either one can disrupt the setup and start times.
The only thing we ask you to provide is somewhere workable for our artists to sit. Shade is the requirement, because most events run in daylight and nobody can work a long day in direct sun. Lighting is the one that catches people out. It seems obvious once the sun is down, but it is rarely thought about when the booking is made. If your venue cannot cover either, tell us before you book and we will work it out together rather than find out on the day. It is as much for the artist as it is for your guests.
We do not provide shade equipment because not all artists have the trunk space, and it would increase liability if the weights aren’t properly secured, which would require additional equipment costs and more setup and breakdown time. Most companies charge extra for all of their equipment and shade, and that is why. We just ask our clients to handle the lighting and shade part, and we will handle the rest. We let you know from the start so you can plan ahead.
Please avoid putting the artists next to loudspeakers. It protects their hearing, and it protects their ability to interact with your guests. An artist who cannot hear what a guest is asking for has to ask twice, and that time comes out of what you booked.
Set-up is free, and fast. Set-up takes under five minutes and it’s on us, so the time you hire is your time. Having your table, your shade, and your spot sorted before we arrive is what keeps it that way.
We kindly ask that your sole responsibility is to provide artists with shade, out of direct sunlight during the daytime, and a well-lit area for the night events. Heat exhaustion can be dangerous any time of year and the UV rays can lead to sun damage of supplies. For example, if you are getting balloon twisting, the UV rays will lead to major popping.
Lastly, please avoid putting the artists next to loudspeakers to protect their hearing and their ability to interact with your guests.
Every price on this site is a real price you can see without filling anything out. When you are ready, send in a booking/inquiry form and we will confirm your date and your pricing by email.
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