Booking Terms & Conditions
We do take your party or event payment in full upfront to reserve your booking, as we offer a flexible refund policy (see below). Without payment, your characters and booking time slot are not reserved. We ask that you please complete your payment within 48 hours of receiving your finalization link and payment request, or your inquiry may be cancelled due to inactivity. Payment can be completed online via PayPal (no account needed), or e-transfer. We can also make accommodations to receive payment by cash or cheque as needed.
We know life can be unpredictable! That's why we offer a flexible 24-Hour Cancellation Policy. With minimum 24 Hours notice, you can choose to reschedule your event pending upcoming character availability, or cancel and receive a FULL refund. Within 24 hours of your event, we unfortunately can no longer accommodate rescheduling or refunds as we must compensate our performers for the time they have committed to us (many turn down work at alternate jobs to accommodate our bookings, and it becomes too late for them to pick up additional work elsewhere).
A Charmed Affair is based out of Sherwood Park, Alberta, and serves the greater Edmonton area. No additional travel costs are required for venues located within Edmonton, or the communities of Sherwood Park, Ardrossan, Beaumont, Leduc, Spruce Grove, St Albert, and Fort Saskatchewan. For events outside of these localities, or in rural areas, additional travel fees apply. These fees go directly to your performers to cover their time and mileage, and are estimated at $30 per performer, per hour spent in the vehicle.
Clients must ensure no harm is to be done to company property or performers. If a performer feels they are in a situation that is rude, inappropriate, or unsafe, they are permitted to temporarily step away from the event until the issue can be resolved. If the issue is unable to be resolved, our performers will exit the event permanently. You are not eligible for a refund if a team member leaves an event due to a safety/harassment concern.
Please note, our party packages are not childcare services. Your performer should NEVER be left alone to care for children. A parent or guardian must be present and responsible for children at all times.
Our performers will arrive at an event for the time specified on your booking form. We allow a 15 minute grace period where we can wait in our vehicles to allow you and your guests to prepare for the character entrance, or to wait for other late-coming guests to arrive. Unfortunately, any added wait time beyond this grace period will count towards your total booked time (which means less time with the performers). We highly recommend booking your performance start time to account for late guest arrival.
Likewise, our performers are happy to arrive up to 15 minutes prior to their booked start time if you wish to have them set up before your event starts. Our performers will arrive in character, ready to follow your instructions! If you require additional set up on your end, or preparation time with them on the day of, this must be booked as paid performance time.
In Alberta, we can face a variety of weather extremes! In general, our performers are quite prepared to dress for the weather when attending outdoor events. Our performers are still human however, so we ask that event organizers are understanding about the need for shade and/or water breaks during extreme heat, or warm-up breaks indoors during extreme cold. In the case of inclement weather, our standard refund policy still applies where you can cancel or reschedule with minimum 24 hours notice.
Our ultimate goal is for all guests to have a magical time, and therefore games and activities may be altered from the original routine to suit their interests and special requests. We leave it up to the performer’s best judgment to make sure all the kids are entertained and enjoy the experience!
If you have more than around 12 children attending your party, we highly recommend adding on an additional character to help us move more efficiently through party activities. If you have more than 30 guests participating, activities may need to be modified to better suit a large group.
Though we do our best to keep kids engaged, we are not responsible if a child does not want to participate. We cannot force participation, and will encourage everyone to have fun in their own way. We offer a variety of fun activities, and often we have kids that hop in and hop out of games.
Additional Entertainment & Activities
We love a party, and all the wonderful activities that come with! However, little ones can often become overstimulated if everything happens all at once. We recommend saving additional activities for before or after your character visit, in order to get the full value of our packages. With a bouncy house, a pinata, and a pony, it may be difficult for your performers to hold the children's sole attention. If you would prefer that our performers participate in these activities rather than lead our own, just let us know!
We do ask that no other character performers from a directly related company are booked at the same time as our performers, as it can lead to misrepresentation of both companies involved. We would never want to take credit for another company's hard work, and can only ensure and take responsibility for our own performances at events.
Our characters and costumes are of our own creation. It is not our intention to violate any copyright laws. Any resemblance to nationally known and/or copyrighted characters is coincidental, not intentional. All rights reserved.
Should you have the need for any licensed, patented/copyrighted characters at your event, we ask you to please contact the company/copyright license holders for your specific targeted character.
We will only accept bookings from individuals who are aware that we do not offer nor represent any licensed characters.
Businesses advertising our characters must use our characters’ names and images, as featured on our website.
Limitation of Liability & Hold Harmless Provision
In no event will either party be liable for any special, incidental, consequential, or indirect damages arising in any way out of this agreement, however caused and on any theory of liability. This limitation will apply even if the other party has been advised of the possibility of such damage and notwithstanding any failure of essential purpose of any limited warranty provided herein.
Both parties shall indemnify, defend and hold harmless the other, its agents and employees from and against any and all claims, damages, liabilities, losses and expenses including, without limitation, attorneys fees and costs of any kind whatsoever arising out of or resulting from, directly or indirectly, any act or omission of its agents, employees, invitees, contractors, suppliers, customers and sub-lessees.
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