This document protects your event and our equipment, and it sets both of us up for an outstanding experience. Take a few minutes to read every section so there are no surprises on event day. When these simple requirements are met, our team delivers a flawless, five star activation every time.
A signed agreement is mandatory before any event is booked. Your date is not reserved and your booking is not confirmed until this agreement is signed and your retainer is received.
Signature Required to Book
This Service Agreement is entered into between Parties Outta Sight Entertainment (referred to as POSE, the Company, we, us, or our) and the client named on the signature form below (referred to as the Client, you, or your). The specific experiences booked, package details, event date, times, and pricing are stated on your invoice or quote, which is incorporated into and made a part of this Agreement.
01 Booking, Retainer & Confirmation
To reserve your date, a signed copy of this Agreement and a nonrefundable retainer are required. No date is held, reserved, or confirmed until both are received. We book on a first come basis, so a verbal or email hold does not guarantee your date.
The retainer is applied toward your total and is nonrefundable, as it reserves your date and turns away other bookings.
The remaining balance is due no later than 14 days before your event, unless a different date is stated on your invoice.
Bookings made within 14 days of the event are due in full at the time of signing.
02 Payment Terms
We accept Zelle, major cards, and other methods listed on your invoice. A card processing fee applies to card payments.
Balances not paid by the due date may result in your booking being released. Returned or failed payments are subject to a returned payment fee.
Any applicable sales tax, travel fee, or add on is reflected on your invoice.
Prices quoted are honored through the date shown on your invoice.
03 Cancellation & Rescheduling
The retainer is nonrefundable in all cancellation scenarios.
Cancellations made within 30 days of the event are responsible for 50 percent of the remaining balance. Cancellations within 7 days are responsible for the full balance, as the date, staff, and equipment were reserved for you.
We gladly offer one courtesy reschedule with at least 30 days notice, subject to our availability. Your retainer transfers to the new date and must be used within 12 months of the original event.
Same week reschedule requests are treated as a cancellation and rebooking.
04 Setup, Access & Teardown
Please provide our team access to the setup area at least 60 minutes before your start time for standard booths, and at least 90 minutes before for the Robots, 360, Magic Mirror, and any large booth.
Teardown requires up to 60 minutes after your end time. Please plan the venue schedule so we are not rushed or charged venue overtime.
If our setup is delayed by the venue, late access, an unfinished space, or a location change on arrival, the lost time may reduce your run time and is not our responsibility.
If you would like the booth set up early and kept idle before guests arrive, idle or standby time can be added in advance and is reflected on your invoice.
05 Venue & Space Requirements
A safe, level, and appropriate space is required for every experience. This is not a preference, it protects your guests and our equipment.
A firm, level surface is mandatory. Unlevel, sloped, wobbly, or uneven areas are not permitted. Our booths will not be operated on any surface that is not level.
Please reserve adequate footprint and overhead clearance. As a guide, the 360 requires roughly a 10 foot by 10 foot area with at least 9 feet of overhead clearance, and roaming robots require a clear, unobstructed path.
A dim, moody atmosphere for your event is completely welcome. We only ask for enough lighting during setup and teardown so our team can see to set up safely and correctly. The area should also be at a comfortable temperature and free of hazards such as haze machines, water, or open flame near our electronics.
A table for the booked booth is wonderful if you can provide one, and if we need to bring our own, we will. Please note that our table does not carry any client branding, so if you would like a branded table you are welcome to provide your own. The same applies to any tent or umbrella we set up outdoors, covered in the outdoor section below.
06 Elevator or Loading Access No Stairs
Our large experiences are heavy, delicate, and valuable. For the heavy experiences listed below, the setup location must be reachable by elevator, freight elevator, loading dock, ramp, or ground level entry. Our team will not carry heavy equipment up or down stairs, so if one of these is booked above the ground level without elevator or freight access, we will not be able to complete that setup safely.
Requires elevator or freight access: 360 · our robots including the Cyclodome · Magic Mirrors · and any other large or heavy booth.
Lighter setups such as the Show Off, Classic Glam, Party Roamer, and AI Party Roamer do not require elevator access and are fine when stairs are the only option.
Please confirm elevator or freight access in advance whenever a heavy experience is booked above the ground level. If only stairs are available on arrival for a heavy booth, we may be unable to complete that setup, and this is treated as a client caused limitation.
Long carry distances from the load in point to the setup area should be shared with us ahead of time.
07 Indoor & Outdoor Events Weather & Ground
Please tell us clearly whether your event is indoors or outdoors, and if outdoors, describe the exact ground and conditions. Our equipment is high value electronics, so outdoor setups have real requirements.
Every setup must be on a level, firm, stable area. Our first choice outdoors is a solid surface such as concrete, pavers, a deck, finished flooring, or a proper platform. Loose dirt on its own is not suitable.
Lighter booths such as the Show Off and Classic Glam can often work on firm grass or packed sand, as long as the spot is level and stable.
Heavier experiences such as the 360, our robots, and Magic Mirrors cannot sit directly on sand, loose dirt, or soft ground. They can still work in those spots when a solid base or board is placed underneath to level and protect the surface, as long as this is arranged with us in advance. For example, on sand we would set a solid board or platform to level the booth.
Shade and weather covering are the Client responsibility. Direct sun and high heat can cause our electronics to overheat and shut down, and a blanket or light cover is not enough. For any outdoor daytime event you must provide adequate overhead covering and shade so we can protect the equipment and our team from sun, heat, rain, and wind.
To run safely outdoors, our equipment must be shaded, so we will set up our own covering or tent when it is needed. Our covering does not carry your branding. If having your branding visible matters for your event, please provide your own branded tent or umbrella, or purchase a custom branded covering from us in advance. Because protecting the equipment comes first, we cannot remove necessary shade for the sake of branding.
Robots and electronics will not operate outdoors in any adverse weather. This includes rain, mist, moisture, high wind, extreme heat, or unsafe conditions. We will not risk the equipment or anyone's safety, and this determination is at our reasonable discretion on site.
Please have an indoor backup location ready for outdoor events. If weather prevents safe operation and no covered or indoor option is available, the affected time is not refundable.
08 Power & Connectivity
Please provide access to a reliable, grounded standard outlet within about 15 feet of the setup. A dedicated circuit is strongly preferred, and it should not be shared with a DJ, catering warmers, or heavy uplighting.
For outdoor or remote locations without power, we can provide battery power on request when arranged in advance.
We bring our own WiFi for our AI, printing, and instant sharing features. Some venues block outside signals or have dead zones, so if our connection is blocked or unusable on site, the venue is responsible for providing us a clear, working connection.
If connectivity is limited on site, digital sharing may be delivered to guests through an online gallery after the event.
09 Parking No Exceptions
Parking for our team and vehicle must be accommodated by the Client, or reimbursed if applicable, with no exceptions. Our team arrives with equipment carts and batteries, so close and accessible parking is essential.
For load in and load out, please reserve a space near the entrance or loading area.
Any paid parking, valet, or venue parking charge for our team is reimbursed by the Client, or arranged in advance so it is covered.
10 Client Responsibilities
Provide accurate event details, a final timeline, and a day of point of contact who can reach us on site.
Obtain any permits, venue approvals, and permissions required for our setup and operation. Coordination with venue management is the Client responsibility.
Supervise guests and assist with reasonable crowd control around the activation.
Ensure the setup area is ready, cleared, and accessible at our arrival time.
11 Care of Equipment & Damage
All equipment, props, backdrops, and signage remain the sole property of Parties Outta Sight Entertainment.
The Client is responsible for any damage, theft, or loss of our property caused by guests, attendees, misuse, or external factors such as weather or power surges during the event, and for the full time our equipment is left on site in an unattended or multi day setup. Repair or replacement is billed at cost.
Please help us keep drinks, food, and rough handling away from the equipment.
12 Staff, Conduct & Meals
Our attendants arrive professional, friendly, and ready to deliver a premium experience.
For events of 5 hours or longer, please provide a vendor meal and water for each attendant.
We reserve the right to pause or end operation, without refund, if our team faces unsafe conditions, harassment, or abusive behavior. We treat your guests with respect and ask the same in return.
13 Service Interruptions & Equipment Performance
We maintain our equipment carefully and carry backups where possible. In the rare event of a technical issue that cannot be resolved on site, our responsibility and your sole remedy is limited to a refund adjusted for the affected time on the impacted experience. We are not liable for indirect or consequential losses. Where possible, we will substitute comparable equipment or extend time by agreement.
14 Overtime & Additional Services
On site time may be extended when arranged during the event, subject to staff and venue availability, and billed in 30 minute increments at the overtime rate stated on your invoice. Additional prints, features, or services requested on site are billed accordingly.
15 Photos, Media & Privacy
Parties Outta Sight Entertainment may use photos, video, and content created at your event for our portfolio, website, and marketing, unless you request otherwise in writing before the event.
Corporate and private clients who require confidentiality may opt out of marketing use, and we will honor a written request received before your event date.
Guest contact details collected for digital sharing are used only to deliver their content and are handled respectfully.
16 Insurance & Certificate of Insurance
A Certificate of Insurance is available on request. Please submit venue insurance requirements, including any additional insured naming, at least 7 business days before the event so we can provide the correct certificate on time.
17 Liability & Indemnification
Except for our own gross negligence or willful misconduct, our total liability under this Agreement is limited to the total amount paid by the Client for the affected services. We are not responsible for injuries, accidents, or losses arising from guest conduct, venue conditions, or circumstances outside our control. The Client agrees to indemnify and hold Parties Outta Sight Entertainment harmless from claims arising out of the event, the venue, or the acts of guests and third parties.
18 Force Majeure
Neither party is liable for failure to perform due to events beyond reasonable control, including severe weather, natural disaster, power failure, venue closure, government action, or public emergency. In such cases we will work with you in good faith to reschedule, and your retainer transfers to a mutually available date within 12 months.
19 Governing Law & Dispute Resolution
This Agreement is governed by the laws of the State of California. Both parties agree to first attempt to resolve any dispute in good faith through direct discussion. Any unresolved dispute will be handled in the appropriate courts located in California.
20 Entire Agreement, Amendments & Severability
This Agreement, together with your invoice or quote, is the entire agreement between the parties and supersedes prior discussions. Any change must be agreed in writing by both parties. If any provision is found unenforceable, the remaining provisions stay in full effect.
21 Unattended & Multi Day Activations Left Equipment
Some activations, such as a self service booth left in place at a trade show or exhibit, run without a POSE attendant on site and may stay set up across more than one day. When your booking is unattended or multi day, the following applies in addition to the sections above.
The booth runs self service, with no POSE attendant present, and support during the event is provided remotely. Because no one from our team is on site to reset the equipment, brief interruptions such as a jam, a frozen screen, or a lost connection may occur, and your remedy remains as described in Service Interruptions above.
From the time we set up until we return to collect the equipment, including any overnight and any hours the venue is closed, the equipment is left in the Client's care, custody, and control. The Client is responsible for its security and for any damage, theft, loss, or tampering during that time, billed at cost. Replacement value for the booked equipment is stated on your invoice or provided on request.
The Client will keep the equipment in a secured, access controlled area whenever the venue is closed, and confirms that the venue provides overnight security. If the space cannot be secured overnight, please tell us in advance so we can arrange nightly teardown and return instead.
The Client will provide a reliable, always on power source at the booth for the full run, as an unattended booth cannot rely on battery power across a multi day event. We are not responsible for downtime caused by power that is switched off, unplugged, or unavailable.
The booth must stay in the location where we set it up. Please do not move, unplug, or relocate the equipment. The Client will provide our team access, any required passes, and a load in path to set up before doors on the first day and to collect the equipment after close on the final day. If we are unable to access the space to collect our equipment at the agreed time, any resulting storage, return, or extra trip is billed to the Client.
The booth may carry your branding and runs on its own. We are not responsible for guest created content captured while the booth is unattended.
Review Complete & Signature
By signing below you confirm you have read, understand, and agree to this Service Agreement, Terms & Policies.