Terms & Conditions
Fees and Payments
- Deposits: A 30% non-refundable deposit is required at the time of booking for all orders valued over $200 before taxes. If you are booking within one week of your event date, the full amount is due in a single payment. Deposits are transferable to a new date if you need to postpone or cancel.
- Credit Card Fees: Orders with a total value of $4,000 or greater will be subject to an additional 2% fee on any payments made by credit card.
- Payment Deadlines: All final payments are due prior to event services being rendered. For full event planning services, the total remaining balance is divided evenly by the remaining months and paid monthly on the first of each month until the event. Your hired products or services will not be dispatched until payment is received.
- Late Invoices & Failures: If payment is not made within seven calendar days of the due date, the agreement is rendered null and void, and no further products or services will be provided. If no credit card is on file, a 0.5% weekly late fee will be added to your invoice starting one week after the due date. Payments returned for non-sufficient funds (NSF) incur a $50 charge.
- Overtime Delays: Any service where our staff are delayed more than one hour past the pre-arranged times due to client oversight or neglect may be billed at an hourly rate of $65 per person.
- Credit Card Chargebacks: The client agrees not to issue chargebacks or dispute charges for services rendered or items rented without first attempting to resolve the issue directly with Grasslands Events in writing.
Delivery and Retrieval Delivery and pickup mileage is charged separately based on loaded kilometers to the location. If your order is being delivered, items will be stacked at ground level. Items must be placed in the exact same location for pickup. Free warehouse pickup and return is also available.
- Access Fees: Additional charges may apply if the delivery crew needs to carry items up or down stairs or use an elevator. () Extra fees ("long carry" fees) will also apply if the delivery location is not directly accessible by our vehicles.*
Rental Periods, Cleaning, and Weather
- Rental Period & Late Returns: Your specific rental period is listed directly on your contract. Items not returned by the end of this stated period will incur a late fee equal to 20% of the item's rental value per day.
- Damaged or Missing Items: Upon return, rental items will be counted and inspected. Any damaged or missing items will be charged at full replacement and/or repair value. Grasslands Events reserves the right to determine what requires replacement versus repair for subsequent use.
- Cleaning: All items must be returned reasonably clean (e.g., linens shaken free of debris, dishware scraped clear). Items returned excessively dirty will incur a cleaning fee billed at an hourly rate of $65 per person.
- Outdoor Use: Clients are responsible for protecting rental items from the weather. Items cannot be left outdoors unprotected overnight unless properly covered or secured.
Travel and Meals
- Travel: If we are required to travel more than 10 km from Swift Current for meetings, a mileage fee will be assessed and is due prior to each meeting outside the area. If the event is over 100 km from Swift Current, each staff member working more than 8 hours or later than 9pm must be provided with hotel accommodations for the night prior to and/or the night of the event. A food allowance of $20 per meal/per person will also be invoiced and paid with the completed order.
- Meals at Events: For event planning and coordination, event coordinating staff must be provided a full event meal in the main dining room at a guest table to monitor food quality and event details. Providing this meal at the event replaces that meal allowance amount.
Changes, Cancellations, and Postponements
- Making Changes: Services may continue to be updated after making a deposit. A confirmation email will be sent one week prior to the event; please review all details carefully, as no changes can be made after confirming this reservation.
- Rescheduling: If you need to postpone or reschedule, proper written notice must be provided by email. You will receive one rescheduled event date at no charge; further rescheduling results in additional fees. You are solely responsible for any non-refundable expenses from third-party vendors.
- Cancellations: You may cancel a service contract at any time with five days' written notice. Late cancellation refunds (made with less than five days' notice) are subject to discretion. If Grasslands Events cancels the contract, we will complete all event planning work until the next payment is due. Our policy of providing no refunds on prior payments upon company cancellation applies specifically to event planning services, as this work has already been completed.
- Safe Work Environment: Grasslands Events reserves the right to terminate the contract immediately, without refunding prior payments, if the client, family members, or guests become abusive, threatening, or create an unsafe or hostile work environment for our staff. If unforeseen circumstances prevent us from completing work on your event (aside from the aforementioned unsafe environments), a colleague of equal or similar professional experience will be provided to execute and manage your event.
Retail Returns Retail products can be returned for free within 30 days of purchase for store credit, a different product, or a refund to the original payment method. Returned items must be unused with no visible signs of wear, have tags attached, and be in their original packaging. Discounted items are final sale.
Client Responsibilities
- General Responsibilities: It is your responsibility to notify us of any changes in a timely manner. For event coordinating services, you must inform all vendors and anyone with a role in the event that our staff will be coordinating the day. You must clarify that we are the sole contact and have your full authority to make decisions on your behalf on the event day. You must also provide contact names, phone numbers, copies of contracts, and schedules for all service providers no later than 14 days prior to the event.
- Venue Rules and Restrictions: Grasslands Events is bound by the guidelines and policies of your chosen venue. We are not liable if certain rented items or planned activities cannot be executed because they violate the venue's rules, and it is the client's responsibility to know their venue's restrictions.
Miscellaneous
- Vendor Recommendations: We act as an advisor and do not take kick-backs or finder’s fees from vendors or venues. We will suggest options based purely on merit, your style, and your budget, but you make all final decisions.
- Photos: By signing the agreement, you give us the right to use images from your event in our personal portfolio, on our website, and on social media. We are permitted to take these photos ourselves, or we may request them directly from your photographer. No images will be used for advertisement campaigns without your written approval.
- Intellectual Property: All custom designs, floor plans, timelines, and proposals created by Grasslands Events remain the intellectual property of the company and may not be used by the client or transferred to another planner if the contract is cancelled.
- Insurance: Clients are strongly encouraged to talk to their local insurance broker about special event coverage, and we are happy to make a referral.
- Indemnification: The client agrees to hold Grasslands Events harmless in the event that a guest is injured at the event in connection with our rental items or services.
- Force Majeure / Unforeseen Circumstances: We are not liable for failures or delays caused by circumstances beyond our reasonable control, such as natural disasters, pandemics, or government regulations.
- Governing Law and Dispute Resolution: This agreement shall be governed by the laws of the Province of Saskatchewan. Any disagreements must first be submitted to mediation before formal legal action is taken.