Terms & Conditions - SERVICE AGREEMENT

Booking 

This document outlines the reference for Birdy by V and its Terms & Conditions when arranging an installation for an event with Birdy by V. Birdy by V strongly advises scheduling all installations at least 30 days in advance; however, installations can be accepted as early as two weeks before the event date. If you want to place a last-minute order, contact us for availability. Booking at least 30 days before the installation date is essential for installations invoiced at $800 or more. 

Your event is not officially confirmed, and the date for your installation is reserved when Birdy by V has received the deposit payment and Terms & Conditions. By making your deposit, you acknowledge the Terms & Conditions. If applicable, payment deadlines will be established for the deposit and any final payments due before the installation date. For smaller items, please reach out to our Creative Director.

Deposit 

To secure any date(s), a deposit of 50% of the total invoice is required. The services agreement - Terms & Conditions are attached to the invoice. By making your deposit, you acknowledge the Terms & Conditions. Should the client decide not to proceed with our services, any payments made towards the deposit will be forfeited and deemed non-refundable.

Payments 

Payments may be processed using our pay link invoice or other apps: PayPal, Venmo, CashApp, and Zelle. We accept all major credit cards. Failure to complete the required payment by the given due date may result in any/all of the following : 

-Cancellation and removal of applicable discounts, special promotions, or complimentary services.

-The forfeit of any payments/deposit

-The  release of the event date and time

-Termination of contract  

Refund Policy

Birdy by V is a company dedicated to exceptional event balloon decor installations. Clients engaging with Birdy by V services must pay a deposit determined by the installation's size, complexity, and overall value. This order must be paid in full before the commencement of any services. Please be advised that deposits are non-refundable, regardless of whether the total amount has been paid. Any payments made towards the remaining balance of the installation order are also non-refundable under any circumstances. We recognize that unforeseen circumstances may lead clients to cancel or reschedule their events; however, we are unable to issue refunds for any payments made. Upon accepting an order, we promptly select the optimal design and decor to ensure a flawless installation for your event. The deposit secures Birdy by V’s commitment to your installation, while the remaining balance is allocated for the procurement of materials and to cover labor. Should a written notification be provided to Birdy by V, and if the cancellation or rescheduling guidelines are adhered to, we can accommodate a rescheduling of the installation. Failure to notify Birdy by V within the stipulated time frame may result in the following:

 • Forfeiture of any payments made 

• Release of the scheduled event date and time

• Termination of the contract 

• Imposition of cancellation fees 

Rescheduling and Cancellations 

Rescheduling

Clients can reschedule their installation by providing a written notice at least seven (7) days in advance. The rescheduled date can be set for any time within the next 365 calendar days, subject to Birdy by V's availability, without incurring a cancellation fee. If Birdy by V is unavailable on the requested date, the cancellation policies and fees outlined above will apply. We recommend that clients provide a preferred rescheduled date and an alternative option.

Cancellations 

The client is entitled to cancel the agreement at any time without incurring a cancellation fee, provided that Birdy by V receives a written notice within seven days. Should a written notice not be received by Birdy by V within seven days of the scheduled installation, the client will be liable for a cancellation fee of $100. It is important to note that all payments made towards any services, including but not limited to deposits, materials, supplies, and labor, will be forfeited and deemed non-refundable. 

Reductions & Changes 

Modifications to the installation, such as adding or removing decor, cannot be made after the deposit. Should the client wish to add items for the event, a separate order must be submitted; however, acceptance of this order is at the sole discretion of the Creative Director based on availability. If the new order is accepted, it will be subject to the entire Terms & Conditions stated in this agreement. This includes 50% of the total balance of the order as a deposit.

Venues 

The client is responsible for verifying whether the venue permits outside balloon vendors, tall structures, wall hangings, ladders, and similar items before making any payments to Birdy by V. If the client neglects to confirm the venue's regulations the payment will be forfeited and classified as non-refundable.

*Note: We do not service some indoor playgrounds due to conflict of interest. 

Venue Access 

The client is responsible for ensuring that Birdy by V can access the venue. These include obtaining required permits, access passes, gate or room access cards, and wristbands for all staff members. Additionally, the client must inform Birdy by V of any changes to room assignments within the venue at least 24 hours in advance, if applicable. Access arrangements are necessary for the event setup and dismantling of props, designs, and equipment if required. 

Personal Residence 

If the event location is a personal residence, the above installation time still applies. Birdy by V, including its Creative Director and team, requires access to the property for proper installation.  The client acknowledges that various installation methods may be employed, such as command strips or removable wall mounts. If there is a preferred installation method, it is essential to communicate this preference to the Creative Director when agreeing to the Terms & Conditions so it can be annotated in the invoice.

Event Details

The client must ensure that the venue maintains a record of the Creative Director's name and contact number for two primary reasons: First, the Creative Director requires a designated point of contact at the venue to communicate any changes that may arise on our side, facilitating the relay of information and potential resolutions if necessary. Second, should the venue's point of contact need to reach the Creative Director to notify Birdy by V of any changes, this arrangement simplifies communication. This will also ensure the client is not inconvenienced during the installation day.

Installation 

The Creative Director overseeing the installation must receive all necessary permits, access passes, gate or room access cards, wristbands, and similar items at least 24 hours before the installation date to guarantee access to the venue. Any denial of access, regardless of the reason—including miscommunication—may lead to delays or incomplete installations. In such cases, the client acknowledges that Birdy by V will not be held responsible. 

• A team from Birdy by V, including the Creative Director, will arrive at the venue at the scheduled time for installation. 

• A minimum of 2 (two) hours is required for installations involving orders ranging from $150 to $450. 

• A minimum of 3-4 (three to four) hours is required for installations involving orders between $450 and $650. 

• A minimum of 4-5 (four to five) hours is required for installations involving orders exceeding $650.

For orders that are complex, of significant size, or otherwise necessitate more than 4 hours for installation, detailed annotated will be maintained to ensure a high-quality installation. Please refer to the pricing information for delivery fees.

• Our team will require space to unload equipment and decorations in the designated area and establish a working space free from interruptions or traffic from other vendors. 

• The time allocated for installation will be utilized; however, any remaining time after the installation is complete will not be eligible for discounts, refunds, or assist other vendors of clients’ events. Birdy by V team plans for more installation time to give a cushion time for unforeseen events. By agreeing on the Terms & Conditions, the client agrees that no other balloons, balloon decorators, or balloon companies will be on-site during the installation and event. Birdy by V reserves the right to refuse further service for the event, resulting in forfeited payments.

• Failure to pay the entire balance, regardless of the amount, will lead to a cancellation of the installation and forfeiture of payments, which are non-refundable and non-transferable. 

Client Installation

• Pickup-n-Go Garland: The client will independently pick up, transport, and install the order. By ordering the Pickup-n-Go Garland, the client releases Birdy by V from any responsibilities regarding the order once it has been completed and paid for, including the installation results. 

Dismantling and Equipment Collection 

Following an event, Birdy by V will arrive at the venue at the scheduled time to dismantle the prop equipment. If an event is held in a personal residence, we can schedule a time for equipment collection for the following day. All equipment is Birdy by V’s property. The client is responsible for ensuring the proper disposal of any balloons by striking them or taking them home. 

Ownership of Equipment and Materials 

All equipment, materials, and props utilized for the installation are exclusively owned by Birdy by V and are provided on a rental basis. 

• The client is responsible for facilitating access to retrieve the equipment, materials, and props following the event. 

• By agreeing to the Terms & Conditions, the Client assumes full responsibility for the equipment during and after the event until picked up by Birdy V. 

• Failure to comply will result in the client accepting full responsibility for Birdy by V's property and agreeing to have the card on file charged or to receive an invoice for payment. 

• Any damage or vandalism inflicted upon Birdy by V's property during the event, including incidents caused by the client’s guests, will result in the client accepting full responsibility for Birdy by V's property and agreeing to have the card on file charged or to receive an invoice for payment. This includes but is not limited to misuse, theft, or disasters such as fire, flood, hurricanes, or tornadoes (Texas disaster).

Outdoor Events

 *****CANCELLATION DUE TO INCLEMENT WEATHER WILL ONLY OCCUR IF THE WEATHER IS CONSIDERED DANGEROUS OR IF A NATURAL DISASTER IS DECLARED BY LOCAL STATE OR GOVERNMENT AUTHORITIES.***** 

By agreeing to the Terms & Conditions, the client recognizes that temperature and humidity may impact specific balloon decorations, for which Birdy by V cannot accept responsibility. Birdy by V will not be liable for any adverse reactions of balloon decor to weather conditions or uncontrollable natural events, including but not limited to rain, wind, or extreme heat. Birdy by V does not guarantee flawless results for any outdoor installations or under such unpredictable circumstances. 

• Should circumstances prevent the Creative Director from installing the balloon decor at the initially designated location, the Creative Director reserves the right to relocate the decor within the same venue and try to complete the installation. 

• It is the Client’s responsibility to provide an alternative location that is prepared and available should the original site become unusable. Failure to do so will result in the forfeiture of non-refundable payments.

• While Birdy by V will strive to achieve the best possible installation despite last-minute changes, it cannot assure a flawless outcome under these conditions. 

• The Client must identify an alternate setup location and ensure that Birdy by V has access to it. 

• In the event of dangerous weather or a natural disaster that closes the venue and prevents the event from occurring, the client is permitted to reschedule the installation for a later date within the next 365 days. 

• A local state or government official must confirm acknowledgment of dangerous weather and natural disasters.

• If the client cancels the event due to rain or other adverse weather conditions not classified as “dangerous weather” or a “natural disaster,” the Client acknowledges that all payments will be forfeited and considered non-refundable.

Pricing and Fees 

All costs associated with the complete order, including but not limited to the Deposit, delivery fee, and cancellation fee, will be clearly outlined during the booking process. Please be advised that all payments made towards these charges are non-refundable. It is essential to communicate any relevant details to other vendors you may be collaborating with before finalizing your booking with Birdy by V. Deposit: 50% of the total order for installation (assessed on a case-by-case basis). Delivery Fee: Starting at $50 (Please contact us for distances of 30 miles or more.) 

Cancellation Fee: 

$100 (This fee can be avoided by submitting a written request to reschedule at least 7 days before the event.)

Display and Promotion 

By accepting the Terms and Conditions, the client consents to Birdy by V's use of the decorated display, which includes video recordings and photography, for purposes on the official Birdy by V website. This usage encompasses but is not limited to, social media platforms, flyers, billboards, displays, commercials, and various other promotional marketing avenues. All designs and displays installed by Birdy by V remain the property of Birdy by V. Consequently, Birdy by V retains the right to utilize any ads and video recordings as necessary for promotional purposes. This provision also extends to any personal photography or video recordings captured by the client or the client's guests. Birdy by V reserves the authority to incorporate the official Birdy by V logo on any personal photography or video recordings taken during a Birdy by V installation. Furthermore, Birdy by V maintains the right to decline the use of any photography or video recordings produced by any of the following parties: Birdy by V, the client, the client's guests, photographers, videographers, venue personnel, or any other vendors.

Vendors and Event Coordinators

 Birdy by V is dedicated to creating balloon decorations that serve as memorable highlights of your event. Our primary objective is to deliver outstanding service while executing high-quality designs. We pursue excellence and anticipate that all vendors and event coordinators collaborating to produce this remarkable event will also uphold the same standard of excellence. Consequently, all vendors and event coordinators may be referred to the client. 

• Birdy by V shall not be responsible for assisting other vendors with tasks related to their specific areas of expertise. 

• Birdy by V is accountable for ensuring a safe and healthy work environment, installing the balloon decorations, dismantling them if necessary, and cleaning the workspace utilized by Birdy by V. 

• Birdy by V shall not be liable for inadequate services provided by other vendors. The Client is responsible for directly addressing any issues with the vendors. 

• Birdy by V will not issue refunds for payments made due to other vendors obstructing or negatively impacting the installation's progress and quality. 

• Birdy by V expects any Client to collaborate with an Event Coordinator to confirm that their coordinator is informed about the installation arrangements before the event day.

Independent Contractor 

The Terms & Conditions should not be interpreted as an employment contract. Birdy by V, its Creative Director, and the associated team or vendors operate exclusively as Independent contractors. The client acknowledges that the Creative Director is a qualified professional who does not require supervision during the setup of the balloon decor. Safety: Should Birdy by V or the Creative Director determine that the event or installation poses safety risks; the Creative Director is empowered and obligated to halt the installation until the situation is rendered safe. If the client's guests or other vendors contribute to an unsafe environment, the client accepts full responsibility and will cover any associated costs for travel, rentals, staff, etc. In such cases, Birdy by V will leave all balloon decor at the venue and promptly remove itself and all property, equipment, and staff from the premises. In instances of safety concerns, Birdy by V reserves the right to refuse service. Please note that prices may change without prior notice but not to the invoices. By submitting a deposit, you agree to the following Terms & Conditions: I confirm that I have thoroughly read this document, fully comprehend its contents, and agree to the terms outlined. I also recognize my responsibilities as a client and the role of my Creative Director in the installation process for my event.