Contract Terms & Conditions

OVERSIGHT

Due to the fact that the Company is being held primarily responsible for the overall outcome of the event, the Client authorizes the Company and its organizers to have TOTAL directorial control over all segments (in coordination with the venue and other vendors) to be held throughout the course of the event, which includes making any changes deemed necessary at the Company's sole discretion in order to fulfill the contract, and which may or may not include consulting with the Client regarding such once the event begins.

STAFFING

The Company reserves the right to assign any staff qualified to deliver the expectations related to the contract or the package chosen. The Client further authorizes the Company to assign additional staff to remain for the duration of the event to assist in setup, transport, installation and/or coordination of the event. It is to be noted however that at no time will any such assistant be held responsible for any facet of performance or oversight, nor are they to be requested, called upon, or otherwise impressed into service by the Client, venue staff, guests or other vendors at the event.

SCOPE

The services provided by the Company are specifically defined in the details of the package chosen and are limited within such contexts to consultation, planning, coordination, musical performance, rental and operation of sound, lighting and photo booth equipment. At no time shall the Company be reviewed or held liable in any way for aspects of the event where they are required to perform as per this agreement but are not inclusive of the package agreed upon, nor for any equipment or provisions (whether present and undesired or absent though requested but not documented) beyond the scope of the package and this contract.

CHANGES

Changes to any segment, addition of requested music, or downgrading to a lesser package are not permitted after the final planning meeting or 30 days prior to the calendar day of the event. The Company is not responsible for any changes made within this thirty day period that it did not receive, confirm and endorse by way of countersigning, in writing. Any such allowances are at the sole discretion of the Company and must be submitted by email so that a suitable record can be kept for the mutual protection of both parties.

SETUP 

The Company must be allowed a minimum of 1 hour to set up sound equipment prior to the designated start time. A minimum of 2 hours applies if additional services such as lighting, photo booth, or ceremony production are being contracted. An additional hour is required for advance setup in the event that the Company has also been hired for services taking place at a separate location, which is in addition to round-trip travel time. Reception installations must be completed before leaving the primary site. The Company is not responsible for any delay resulting from being denied access to any site designated for our services to take place.

DELAYS                 

Should the starting or set-up time of the Company be delayed by the Client, guests, another vendor or the staff of the venue at which the event is taking place, the Company is not obligated to perform beyond the would-be ending time as indicated on the contract, which default is 11PM of any given calendar day. However, should the Company be at fault for a delayed start, the Company will begin its performance as close to the contracted starting time as possible and refund a cumulative 20% of the total value of the package agreed upon for each half hour delayed, up to a maximum refund of $1000 or half the total package price, whichever is lesser.

LIABILITY               

The Client agrees to be liable for any and all damage, loss or theft of the rentals and/or equipment belonging to the Company so long as such is on site and has not been loaded into a vehicle used by the Company. Any such damage, loss or theft is to be invoiced to the Client and arrangements for compensation made within 30 days following the event. The Company and its staff are not, under any circumstances, to be held responsible for the loss or damage of property belonging to the Client, his/her guests, and/or the venue and its staff, nor for personal injuries to any present at the event, such as those including, but not limited to, high-decibel sound, the flashing or intensity of any lighting, dancing, tripping, or other related 'at-risk' amusement activities, The Client agrees to defend and indemnify the Company, its owner(s), staff and representatives should such a need be called for or in the event that a suit is ever filed by any party. Any liability or damages that may come against the Company, should any be determined by a court, are ultimately the responsibility of the Client, which fiscal responsibility the Client assumes upon signing.

CONDUCT             

The Company agrees to use only radio-friendly speech and maintain the contemporary public radio standard for any songs played. The Company further agrees to adhere to the Client's outline of specific songs and subjects to be avoided during the event. If at any time the Client deems any portion of the Company's performance as not in keeping with the aforementioned, the Client agrees to make the organizer aware at the time of infraction in order for it not to be repeated, as no action can or will be taken as a remedy after the event has ended. It is especially to be noted that under no circumstances will the Company or any of its staff be liable or otherwise expected to compensate the Client monetarily over disputed aspects of its performance or methods, the accuracy and content of songs played, the speech or attire of its staff, or the condition, manner, appearance or functionality of any sound, lighting, or other equipment installed at the event site.

TRAVEL                 

No charges are incurred for events taking place within one hour of Syracuse, New York. A surcharge of $75 applies for each additional half hour beyond. This fee is assessed again when traveling from the reception site to a secondary location (such as a park or private residence for a ceremony.) Thruway tolls are included in our package price and are not billed for separately. Unless expressly included in a package or otherwise arranged for in advance with the assigned performer, any event taking place further than 2 hours from Syracuse, will incur an additional minimum charge of $300 to cover lodging and expenses for the Company's staff on the day preceding or immediately following the event, to be used at each performer’s discretion and as needed.

OVERTIME             

The Client may request to extend their event beyond the originally contracted end time. Such carries an additional charge of $150.00 for up to one additional hour, payable by credit or debit card in advance of each hour extended, the proposed acceptance of which is subject to the availability and discretion of the assigned performer or organizer and cannot be guaranteed by the Company. This fee applies separately for organizers, performers and event staff, with a maximum of $450 per hour for ALL event staff originally assigned to remain on site beyond the contracted time.

PAYMENT             

All services rendered by the Company are required to be paid in advance by credit or debit card. Cash, checks, or any other forms of payment are not accepted. An initial non-refundable installment payment is required to reserve the services of the Company for any calendar date. The date is not reserved, nor is the Company obligated to render services until this payment clears. Installments must be made in monthly intervals depending on the number of months remaining before the event. Your final balance is due no later than 30 days prior to the event. At any time a balance exists, the Company is not obligated to begin or resume its performance until the entire contract balance has been brought current and paid in full.

CANCELLATION     

The Client may cancel this contract for any reason and without obligation within three (3) days of being signed, but no later than midnight of the third day. Once this time has lapsed, all payments, including any retainer(s) paid, become non-refundable. If a planning consultation was made prior to cancellation, a $75.00 fee per hour applies for each consultation, whether in person, by phone, or online video conference, and will be deducted from the refund. Refunds will be issued electronically, credited to the original payment method used by the client, within 30 days.

RIGHT TO VOID              

The Company reserves the right to void this contract in the event of severe weather conditions, or upon discovering that aspects of the event unreasonably endanger the Company's welfare, its staff, or poses an unnecessary or unreasonable risk of damage to the Company's equipment, including but not limited to exposure to heat, rain, snow, direct sunlight, proximity to water, or the presence of wily, combative or inebriated attendees. Any outside force or occurrence that interferes with the Company’s ability to perform and thereby fulfill the contract will also permit the Company to void this agreement, such as fire, flooding, blackout, act of God, or any causality that otherwise prevents performance beyond the Company’s control. In these cases, no refund is required to be paid to the Client, though the Company will remain local to the designated site if it is believed, at the Company’s sole discretion, that such hindrances can be removed or otherwise remedied in a timely manner within one hour of the scheduled end time of the package agreed upon. The Company may also void this agreement in the event that any of the staff assigned to the event are severely ill, hospitalized, or otherwise unable to perform. In the event that qualified staff is not available due to reasons beyond the control of the Company, the Company will exhaust every effort to obtain the services of a replacement before declaring this contract void. If no suitable replacement, as determined solely by the Company, can be found, all monies paid to the Company by the Client will be refunded in whole, which absolves the Company of any further responsibility, with exception to fees associated for rentals, planning or consultation, which will have been rendered in the client’s behalf prior to the calendar day of the event.

RESTRICTIONS POLICY          

In the event of any prevailing government restrictions regarding gatherings of any size that directly affect but supersede this contract, the Company agrees to retain all moneys paid by the Client for up to one year and apply these toward a future rescheduled date, pending availability. No additional fee will apply for any such postponement based solely on reasons beyond control of the Client, such as the covid-19 pandemic. If for any reason specific services or staff originally contracted are not available, the Company agrees to seek and retain the services of an alternate provider or providers and compensate them directly for like-services at like-standard. If after one year the Client does not confirm a rescheduled date, and thereby denies the Company the ability to fulfill the original contract, and a government restriction is no longer in place, all payments become forfeit regarding the original contract. The Client will then be issued credit in the form of a gift certificate to be used toward a separate future event, which they may transfer to a third party, whereupon a new contract must be signed.

MEDIA RIGHTS     

The Client permits the Company, its owners, and those commissioned by them, to use any and all captions, commentary, dialogue, still images and motion images, whether directly witnessed, recorded, transferred to, or otherwise obtained by its personnel or a third party for unreserved and unrestricted use in advertising or promoting its services online, in print, or any media, as well as to use and freely edit such without exclusion, unless expressly stated otherwise in writing prior to signing this agreement. At no time can the Company be held liable legally or monetarily for any objections raised by the Client in so far as to how such promotional media is used by the Company.

LEGAL                     

If any portion of these terms are not fulfilled as called for or that in any way pose a legal hardship on the Company, such as a payment made by debit or credit card where the Client later stops or otherwise prevents processing, the Client agrees to be obliged to pay any and all banking, attorney, and/or collection agency fees, as well as any and all documented expenses incurred in connection with resolving such hardship, which is in addition to any balance remaining on the contract. These fees are payable regardless of whether a judgment is eventually taken against the Client, as long as the Company has determined that there is a need to seek such out legal or recovery services.

*** The above terms were updated and published on the 21st of January 2024 ***

All clients must agree to the above terms before any commitment is assumed or activity is carried out by the owner or staff of Syracuse Weddings by Heather Hall. Any prior commitment that conflicts with the above terms and conditions must be acknowledged and signed by the owner(s) in order to be valid, and must be documented and approved prior to the date of any event, before any actual rental, delivery or performance.