Event planner and Setup, Rental Liability, and Financial Disclaimer
Vivid Spectra Events (VSE)
Vivid Spectra Events (“VSE”) is committed to delivering secure, top-quality décor and event installations. While we strive for excellence, both indoor and outdoor setups may be affected by factors outside our control. When you hire VSE’s services, you (“Client”) accept and agree to these terms and conditions: I may share your information with carefully selected service providers such as event planners, photographers, caterers, and digital platforms that support my operations. I never sell or rent your personal information to third parties.
Indoor Conditions
Indoor installations must take place in safe, accessible, and appropriate areas. The Client is responsible for confirming that the venue allows sufficient time and access for both setup and teardown. VSE is not liable for any damages or delays resulting from venue-imposed restrictions, inadequate space, electrical constraints, or interference by guests, vendors, or venue personnel. All décor items are intended exclusively for decorative use and should not be leaned upon, climbed, or used as structural support. The Client will be held responsible for any damages arising from improper use.
Outdoor Conditions
Outdoor setups are affected by weather and environmental conditions. VSE is not responsible for any damage, performance problems, or cancellations caused by wind, rain, humidity, temperature changes, or other natural factors. The company does not guarantee that décor, backdrops, arches, stages, floral structures, or canopies will remain stable or perform well during bad weather and may refuse, change, or remove anything considered unsafe. If setup has started, there will be no refunds, rescheduling, or credits due to weather-related changes or cancellations. Any costs from damage must be paid by the client.
Client Responsibility & Liability
The Client is fully responsible for any damage, loss, or theft of VSE property, and for any harm to third-party property caused by decorations or any structures. The Client also agrees to protect VSE from any claims, injuries, or incidents linked to the use or presence of decorations, floors, stages, structures, or equipment during the event.
Financial Terms & Payment
All invoices are payable within 24 hours following the completion of services. Payments not received within this period will be subject to a 10% late fee assessed on the outstanding balance. Continued non-payment may result in the termination of services and/or pursuit of legal remedies for the amounts owed. The Client also agrees to be responsible for any repair or replacement costs associated with damaged items, as well as for third-party property damage resulting from event décor or structures. Clients are responsible for the 2.9% processing fee applied to all credit card transactions. Zelle is available as a no‑fee payment option.
Vendor & Third-Party Responsibility
VSE may recommend or coordinate with third-party vendors (e.g., caterers, photographers, entertainers). However, VSE is not responsible for the acts, omissions, or performance of third-party vendors engaged by the Client.
Insurance & Risk Management
The Client is strongly encouraged to obtain event insurance to cover unforeseen damages, cancellations, or liabilities. VSE shall not be liable for losses resulting from the Client’s failure to secure adequate insurance coverage.
Force Majeure
VSE shall not be liable for delays, cancellations, or non-performance caused by circumstances beyond reasonable control, including but not limited to natural disasters, government restrictions, pandemics, strikes, or public emergencies.
No Guarantee of Performance
VSE does not provide any express or implied warranties concerning the performance, stability, or appearance of décor when subjected to outdoor elements or indoor venue conditions. Décor items may be subject to shifting, sagging, or collapsing due to environmental or venue-related influences. The Client agrees to indemnify and hold VSE harmless from any injury, damage, or loss resulting from these circumstances.
Haldi and Mehndi pricing policy
My handcrafted decor and props typically range from $7 to $125+, based on the style, materials, and detail involved. For exact pricing, custom design options, and availability. 50% non refundable deposit at the time of booking. Full payment is required before any items are picked up or delivered. Orders will not be released until the balance is paid in full.
Deposit & Rescheduling Policy
All services require a 50% nonrefundable deposit at the time of booking. However, in unforeseen circumstances, you may reschedule your service for a new date within 12 months of the original event date. This policy excludes all custom made
items, including Haldi and Mehndi decor pieces.
For all events with a total cost greater than $1,000, full payment is due no later than 7 days before the event date. If full payment is not received by this deadline, VSE may pause services, delay setup, or cancel the booking until payment is completed.
Payments can also be made by Venmo, Zelle or Credit Card, Debit. If you are making the payment via credit or debit card there will be processing fees.
Fabric, Color & Material Variation Policy
Materials and items are subject to availability. Styles and colors of fabrics and other materials may vary slightly based on what is available in the market.
Balloon Disclaimer
Balloons are sensitive to temperature changes, outdoor conditions, and physical contact. Oxidation, color changes, or popping may occur naturally. Vivid Spectra Events is not liable for any balloon durability, damage or deflation.
Wind and Rain policy
Vivid Spectra Events (VSE) is not responsible for any wind‑ or rain‑related damage to décor or rental items — including all VSE‑owned décor, props, structures, and rental inventory — when wind speeds exceed seven miles per hour or when rain, moisture, or damp conditions are present at the event location.
To protect your event design and ensure safe installation:
VSE reserves the right to adjust, modify, relocate, or remove décor if weather conditions pose a safety risk.
Certain items may not be installed outdoors if wind, rain, or moisture is forecasted or present.
Clients are responsible for providing adequate weather protection (e.g., tents, covered areas) when required for safe setup.
VSE decor pieces, backdrops, props, and rental items
Vendor provided decor, props, furniture, signage, or equipment
The Client understands and agrees that wind or rain may cause décor or rental items to shift, lean, detach, fall, become water damaged, or unsafe. The Client accepts full financial responsibility for any resulting damage, loss, or required replacement of VSE items, client items, or vendor items affected by weather conditions.
VSE reserves the right to modify, relocate, secure, or remove any décor or rental items including vendor items if wind or rain creates safety concerns or risk of damage. No refunds or credits are issued for weatherrelated adjustments, removals, or cancellations.
Food Safety
Vivid Spectra Events (VSE) does not provide, prepare, handle, or serve any food, beverages, edible items, or consumables for events. Any food or edible products displayed, served, or consumed at the event including sweets, fruits, snacks, desserts, or edible favors are the sole responsibility of the Client and/or their selected caterer or vendor.
VSE is not liable for:
Foodborne illness, allergic reactions, or contamination
Improper storage, handling, or serving of food items
Spoilage due to temperature, weather, or timing
Any health, safety, or hygiene issues related to food or beverages
Vendorprovided food items or edible displays
If food is placed on or near VSE décor (such as trays, platters, stands, or display tables), the Client assumes full responsibility for ensuring all items are safe, sanitary, and suitable for consumption.
VSE décor pieces, trays, and props are for decorative purposes only unless explicitly stated otherwise. Do not place or serve unwrapped, unpackaged, or directly edible food items on any VSE handcrafted décor pieces, trays, props, or displays. All edible items must be fully wrapped, sealed, or placed in foodsafe containers before being displayed on VSE items.
The Client is fully responsible for ensuring that any food placed on or near VSE décor meets proper hygiene and safety standards.
Fire safety
The Client must ensure that no open flames, heat sources, or unsafe electrical devices are placed near any décor items. All décor pieces must be kept away from flammable materials at all times. Vivid Spectra Events is not responsible for any fire hazards, damages, or incidents resulting from improper use or negligence.
Injury Liability
Vivid Spectra Events (VSE) is not responsible for any injuries, accidents, or bodily harm that occur as a result of interacting with, touching, leaning on, or mishandling décor, props, or rental items provided by VSE, the Client, or any third party vendors.
This includes, but is not limited to:
Guests tripping over décor, wires, stands, or setup materials
Injuries caused by guests pulling, lifting, or moving décor
Children or adults stepping, climbing on, or playing with décor pieces
Accidents resulting from unstable surfaces, uneven ground, or venue conditions
Injuries caused by weather affected décor (wind, rain, moisture, shifting items)
The Client agrees to ensure that all guests, children, and vendors use décor responsibly and do not tamper with or reposition any items once setup is complete. Any damage, injury, or incident resulting from misuse, interference, or unsafe guest behavior is the sole responsibility of the Client.
VSE reserves the right to remove or adjust décor if it becomes unsafe at any point during the event.
Comprehensive Injury & Liability Release – Vivid Spectra Events (VSE)
The Client agrees that Vivid Spectra Events (VSE), including its owners, staff, contractors, assistants, and representatives, cannot be held liable for any injuries, accidents, or bodily harm that occur before, during, or after the event, regardless of cause. This includes injuries related to décor, props, rental items, setup conditions, weather, venue surfaces, guest behavior, or thirdparty vendor actions.
The Client fully releases VSE and the VSE team from all claims, demands, damages, losses, costs, or legal actions
Setup and picking time
The larger the event, the more setup time it will require. I recommend a minimum of 4 hours for setup, with an ideal window of 4–6hours to ensure everything is completed smoothly and with attention to detail. It is the Client’s responsibility to inform the venue of all setup and pickup times, as well as any access requirements.
Rental Policies
Rental Pickup & Drop‑Off Hours Monday–Friday: 5:00 PM – 7:00 PM EST Saturday–Sunday: 9:00 AM – 12:00 PM EST
All rentals are subject to availability and must be returned within 24 hours. Additional fees apply for late returns. A security deposit of 25% of the rental value is required for booking and will be refunded once all items are returned in clean, good, and undamaged condition. Full payment is due before or at pickup. You may cancel your order up to 48 hours before pickup for a full refund. Cancellations made within 48 hours will result in forfeiture of the deposit. Clients are responsible for the 2.9% processing fee applied to all credit card transactions. Zelle is available as a no‑fee payment option.
To keep our pieces in excellent condition, please follow these care instructions:
- Wipe décor items with a dry, soft cloth.
- Do not use dishwasher for stainless steel or glass items—hand wash only.
- Wash blankets without bleach and return them clean.
- Cushions must be returned stain‑free.
- Only LED candles may be used with décor.
- Do not use any cleaning chemicals
- My business and I are not responsible for any injuries resulting from the use or setup of rental items.
- The Client agrees to ensure all VSE items remain fully protected from sun, moisture, rain, and damp environments always.
- Measurements may vary slightly; a discrepancy of approximately 0.25" to 0.50" is possible.
- Batteries are included with applicable rental items for your convenience. However, I am not responsible if the batteries run out during your rental period.
- For safety reasons, all rental items must be always kept away from children.
Commitment to Integrity & Excellence
At Vivid Spectra Events (VSE), I am committed to creating beautiful, meaningful celebrations while upholding the highest standards of safety, integrity, and respect. VSE reserves the right to decline service or cancel an order if necessary for safety, personal, operational, or business reasons. I proudly serve all clients with fairness and equal consideration, and I do not discriminate based on religion, ethnicity, gender, or any protected characteristic.
Branding & Intellectual Property
The logo, branding elements, and visual identity for Vivid Spectra Events (VSE), including the design featuring the initials “VSE” and the tagline “Spark The Spectacle!,” are original creations developed by Binash, owner and creative lead of Vivid Spectra Events. Binash exclusively holds all rights to these materials. Unauthorized reproduction, distribution, or use of these assets without written permission is prohibited.