Vendor terms are supplied and controlled by the vendor. Encalio may provide editable starting templates, but Encalio does not provide legal advice. Review all terms before requesting a quote or booking.
Payment policy
25% deposit due at booking. Balance due two weeks before event.
Refund policy
Refund eligibility depends on the cancellation date, non-refundable deposits, custom or perishable work, third-party costs, completed labor, and the signed agreement. Booking, platform, and processing fees may be non-refundable where allowed by law. Any approved refund will be documented in writing.
Reservation policy
The vendor is not reserved until the planner accepts the written quote or contract and pays any required deposit or retainer. Holds, walkthroughs, tastings, consultations, or proposals do not guarantee availability unless the vendor confirms the hold in writing. Venue reservations may require signed event orders, minimum spend commitments, room blocks, guest-count deadlines, or security deposits.
Cancellation policy
Refunds depend on cancellation timing and signed contract terms.
Rain / weather plan
Outdoor or weather-sensitive services require a written weather plan. The planner is responsible for a suitable covered, indoor, or alternate location unless the vendor contract states otherwise. Unsafe weather, venue restrictions, or force majeure conditions may limit or postpone service.
Liability terms
The vendor is responsible for the services specifically described in the accepted agreement. The planner is responsible for accurate event details, venue access, guest conduct, permits, venue rules, and conditions outside the vendor control. Neither party is liable for delays or failures caused by events beyond reasonable control except as required by law.
Insurance requirements
The vendor will state applicable license, permit, and insurance details where required. The planner or venue must communicate certificate of insurance, additional insured, or licensing requirements before booking so the vendor can confirm availability and cost.
Damage policy
The planner may be responsible for loss, breakage, cleaning, repair, replacement, or damage to vendor property, rental items, equipment, materials, or venue areas caused by the planner, guests, venue, or third parties except to the extent caused by vendor negligence. Any damage charges must be documented. Venue damage, excessive cleaning, missing items, security response, or rule violations may be charged against the deposit or invoiced after the event.
Overtime / extension policy
Services beyond the contracted schedule require vendor approval and may be billed at the stated hourly, overtime, extension, staffing, or equipment rate. The vendor may decline overtime when it conflicts with staffing, venue rules, safety, or another commitment.
Travel / delivery policy
Travel, delivery, setup, strike, pickup, mileage, parking, tolls, lodging, access, rush, or waiting-time fees must be disclosed in the quote or contract when applicable. Final amounts may change if the location, timing, access, or scope changes.
Permit requirements
The planner and venue are responsible for required permits, permissions, inspections, or approvals unless the accepted agreement states that the vendor will handle them. The vendor may refuse or stop work that would violate law, safety rules, or venue requirements. Venue alcohol, catering, music, fire, occupancy, insurance, load-in, and vendor rules must be followed by planners and all outside vendors.
