Terms and Conditions

Bar/Bat Mitzvahs

RETAINER - A retainer is required to secure event date and time. The amount of this retainer is determined by the scope and scale of the event. The minimum retainer is $1000. The maximum is $5000. The exact amount will be specified in the contract. Dates are considered tentative until such retainer is received. This retainer is non-refundable, except as noted below. This retainer covers SSFS time spent prior to the event in telephone and email correspondence, site inspections, tastings, rental consultations, timeline and cost estimate preparation, vendor coordination and general production, operational and administrative expenses.

CANCELLATIONS - If client cancels the event more than 180 days prior to the event, the retainer will be refunded minus a $250 service fee. If event is cancelled between 179 and 30 days prior to the event client forfeits the retainer and agrees to pay any deposits and/or cancellation fees assessed by any other vendors or subcontractors. If client cancels the event less than 14 days prior client agrees to a forfeiture of the retainer, payment of all applicable cancellation fees and to reimburse Sophie's Stress Free Soirees (hereinafter SSFS) for all out of pocket expenses incurred in the preparation for the event. Said expenses will be paid immediately upon presentation of applicable receipts.

COST ESTIMATE - Upon receipt of a fully executed Agreement and retainer SSFS will provide client with a cost estimate for the event. This cost estimate will be updated as subcontractor bids are accepted and decisions are finalized. SSFS will make every effort to estimate as accurately as possible, however price fluctuation is inevitable. Typically, these fluctuations amount to no more than 15% above the original cost estimate. If and when costs rise more than 15% above client's last received estimate SSFS will contact you to verify approval of said costs.

PAYMENTS - 60 days prior to the event a deposit equal to 50% of the most current cost estimate is due. Payment will be due upon presentation of the invoice. Between 24 and 48 hours after the event you will be presented with an invoice for the balance. Payment is due within 7 days of receipt of that invoice. There is a $25 fee for returned checks. If balance is paid after the due date a late fee of 1.5% of the invoice total per month (18% per annum) will be assessed.

PAYMENT METHOD - We prefer cash or check, but are able to accept Visa and Mastercard via square.com. There is a 3% convenience fee added to the total amount for credit card payments.

CATERING - SSFS has long established relationships with many of the Bay Area's best caterers and venues. SSFS will be available to assist you in securing proposals, attending tastings, making food and wine decisions, coordinating rentals and timelines. However, SSFS strongly prefers that the client deal directly with the caterer with all billing and payment matters.

GUEST COUNT - A minimum guest count is due 14 calendar days prior to the event. This number is the guaranteed minimum for which client will be charged. Guests added 72 hours prior or less may cause SSFS to charge an extra fee for those guests.

SPECIALITY ITEMS - Should client desire personalized specialty items for their event final design and amount decisions for such items will be due 30 days prior to the event. SSFS will make any special ordering and delivery requirements known to client as soon as they are available. Such items include, but are not limited to, banners and signs, clothing items and guest gifts.

STAFFING - SSFS, in its sole discretion will determine the appropriate number of staff necessary to maintain a safe and enjoyable atmosphere at the event.

INSURANCE - Our liability insurance prohibits us from sub-contracting for bounce houses, animals (including petting zoos) and other assorted party elements. Please contact the SSFS office for specifics regarding these restrictions.

INTELLECTUAL PROPERTY RIGHTS OF OTHERS - SSFS will not perform or appear in any costume protected by intellectual property rights (trademark or copyright) of a third party without the proper licensing rights. Only licensed goods and materials will be provided where appropriate or necessary. The client agrees not to engage in any action that could result in a claim or charge of infringement of a third party's intellectual property right.

LIABILITY - The client agrees to hold harmless, indemnify and defend SSFS from all claims, losses, liabilities, costs and expenses (including reasonable attorneys' fees) that may be asserted against it by third parties in connection with the performance of any event.

AGREEMENT IN FULL - By executing the Event Agreement and placing a Retainer with SSFS you indicate agreement to, and acceptance of, these Terms and Conditions.