Songbirds & Sunshine Entertainment, LLC
Terms & Conditions — 2026
Effective January 1, 2026
By booking services with Songbirds & Sunshine Entertainment, LLC (“SSE”), the Client agrees to the following Terms & Conditions.
Definition of Booking
A “Booking” is created only when SSE has received both:
Written acceptance of services, and
A paid Date Reservation Fee, full payment, or approved Purchase Order (PO)
Emails, tentative schedules, or verbal requests do not secure dates.
1. Event Space & Equipment Requirements
SSE provides professional sound systems, staging, décor, props, signage, and entertainment equipment. Client agrees to provide:
Minimum 10' × 10' setup area
Two (2) electrical outlets within 25 feet
Confirmation of indoor or outdoor location
Weather protection for outdoor events
If power is unavailable, a generator may be rented for $150 (SSE equipment only). For outdoor events, a weather-protection tent may be rented for $75.
Live Music & Cabaret Events Require
15' × 10' hard-surface stage
Nearby power (minimum 2 outlets)
A private dressing area
Weather covering
Events 4+ hours require a meal for performers
Failure to provide required conditions is considered Client default and treated as a same-day cancellation.
2. Setup & Breakdown
Load-In: Minimum 2 hours before event
Load-Out: Minimum 1 hour after event
Insufficient time does not qualify for refunds.
3. Media & Model Release
Client grants SSE the irrevocable right to use photographs, video, and recordings from the event for advertising, marketing, and promotion in perpetuity without compensation.
4. Travel Fees
Events more than 40 miles from Gainesville, Virginia incur additional travel and mileage fees.
5. Date Reservation & Calendar Lock
Event dates are not considered reserved until SSE has received a paid Date Reservation Fee invoice or an approved Purchase Order.
Date Reservation Fee
A non-refundable Date Reservation Fee equal to 30% of the contracted services is required to reserve calendar dates. This fee is credited toward final invoices.
If a reserved date is canceled or moved, the portion of the Date Reservation Fee assigned to that date is forfeited as liquidated damages.
6. Payment Policy
· Date Reservation Fee A Date Reservation Fee is required to secure event dates and is considered received only when SSE has obtained either full payment or an approved Purchase Order (PO).
· Standard Events Payment in full is due on or before the event date, unless otherwise agreed to in writing or an approved Purchase Order (PO).
· Workshops, Paint Parties & DIY Events 100% payment is due at the time of booking. These events require advance purchase of supplies and therefore must be paid by credit card or direct payment at booking. Purchase Orders are not accepted for workshop or craft-based events.
· Prize Packages Prize packages must be paid in full no later than fourteen (14) days prior to the event or secured by an approved Purchase Order. Unpaid prize packages will not be provided onsite.
· Large Events (25+ Guests) Events projected at 25 or more attendees require a 50% non-refundable deposit at booking, with the remaining balance due fourteen (14) days prior to the event or secured by an approved Purchase Order.
7. Late Fees Schedule
Days Past Service Date Late Fee Amount
1–15 Days (Grace Period) No Late Fee
16–29 Days $100
30–45 Days $250
46–90 Days $500
91+ Days $250 + $50 per day overdue
Example: 100 days late = $250 + (10 × $50) = $750 Late Fee.
8. Rescheduling Fees
Less than 30 days’ notice:
$250 rescheduling fee
Loss of Date Reservation Fee for that date
9. Cancellation Policy
Date Reservation Fees are non-refundable.
10. Guest Conduct, Equipment & Décor Protection
Client must supervise guests. SSE staff are not childcare providers. Damage or loss will be billed at full retail replacement value. Unsafe conditions allow SSE to end service without refund.
11. Force Majeure
Events impacted by severe weather, illness, or government action will be rescheduled when possible.
12. Liability
Songbirds & Sunshine Entertainment, LLC (“SSE”) shall not be liable for any loss, injury, damage, delay, or failure to perform caused by circumstances beyond its reasonable control, including but not limited to:
· Venue conditions, restrictions, or third-party actions
· Power outages, electrical failures, or internet disruptions
· Weather, natural events, or environmental conditions
· Acts, omissions, or behavior of guests, residents, or other attendees
The Client is solely responsible for providing a safe, secure, and controlled event environment, including appropriate supervision of guests, residents, and children.
The Client agrees to indemnify, defend, and hold harmless SSE, its owners, staff, contractors, and agents from any claims, damages, losses, or expenses (including legal fees) arising from:
Guest or resident conduct
Venue conditions
Failure to provide required space, power, or supervision
This liability limitation applies regardless of whether such claims arise before, during, or after the event.
13. Chargebacks & Payment Disputes
By submitting payment, approving an invoice, or issuing a Purchase Order, the Client agrees not to initiate a chargeback, payment reversal, or payment dispute with any bank, credit card issuer, or payment processor for services delivered in accordance with this agreement.
All billing questions or disputes must be submitted in writing to Songbirds & Sunshine Entertainment, LLC within 10 business days of the invoice date. Failure to do so constitutes acceptance of the charges.
If a chargeback or payment reversal is initiated in violation of this agreement, the Client agrees to:
Immediately pay the full outstanding balance, plus
Any bank, merchant, or processing fees incurred by SSE, plus
Any collection or legal costs required to recover the funds.
14. Insurance Requirements
For large-scale, high-attendance, outdoor, or special-risk events, SSE may require the Client to provide proof of general liability insurance naming Songbirds & Sunshine Entertainment, LLC as an Additional Insured. This requirement will be communicated prior to the event date when applicable. Failure to provide requested insurance documentation at least 10 days prior to the event may result in cancellation without refund, as SSE cannot perform without proper risk coverage in place.
15. Disputes & Legal Fees
In the event of any dispute arising from or relating to this Agreement, the parties agree to first attempt to resolve the matter in good faith through informal discussion and, if necessary, mediation.
If a dispute cannot be resolved and legal action is required, the prevailing party shall be entitled to recover all reasonable costs of enforcement, including attorneys’ fees, court costs, and collection expenses, in addition to any other relief to which that party may be entitled.
This provision shall survive the conclusion of the event and any termination of this Agreement.
16. Acceptance
Booking SSE constitutes acceptance of these Terms & Conditions.
Contact
📞571-771-7032
© 2026 Songbirds & Sunshine Entertainment, LLC. All Rights Reserved.
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