Booking & Event Policies

Booking & Payment

Cancellations

Your event date is reserved once your booking is completed and full payment has been received.

Forever Moments currently requires full payment at the time of booking, unless otherwise stated in a custom corporate proposal or written agreement.

Custom upgrades, additional hours, travel fees, specialty backdrops, branding, or other requested enhancements may result in additional charges.

Availability is not guaranteed until the booking has been completed and payment has been successfully received.

Requests to change the selected experience, add-ons, event duration, or other booking details are subject to availability and may result in additional charges.

All bookings are non-refundable.

Because your event date is reserved specifically for you and preparation may begin in advance, payments cannot be refunded due to cancellation, change of plans, reduced attendance, venue changes, or other client-related circumstances.

Eligible bookings may be transferred to a new event date according to our rescheduling policy.

Rescheduling & Date Changes

Event Changes

We understand that plans sometimes change. Clients may request to move their booking to another available date, subject to availability and Forever Moments’ rescheduling requirements.

A booking may be rescheduled up to three times before the original payment is forfeited.

Rescheduling requests must be submitted at least 30 days before the scheduled event date.

Any price increases, additional travel charges, package changes, or other costs associated with the new date are the client’s responsibility.

A new date is not guaranteed until confirmed by Forever Moments.

Please notify Forever Moments as soon as possible about significant changes to your event, including the date, time, venue, guest count, setup location, selected experience, or event duration.

Changes may affect staffing, equipment, travel, setup requirements, or pricing. Any additional costs will be communicated before the requested change is finalized.

Venue, Travel & Event Operations

Venue & Setup Requirements

Outdoor Events

The client is responsible for ensuring Forever Moments has appropriate access to the venue and designated setup area.

Depending on the experience selected, requirements may include adequate floor space, access to electrical power, Wi-Fi or cellular connectivity, and sufficient time for setup and breakdown.

Please notify us in advance of stairs, elevators, loading restrictions, parking requirements, security procedures, or other venue-specific considerations.

The client is responsible for obtaining any venue permissions or approvals required for the booked experience.

Any venue fees, parking fees, loading fees, permits, or venue-required charges related to providing the booked experience are the client’s responsibility unless otherwise agreed in writing

Outdoor experiences are subject to weather and environmental conditions.

Equipment must be placed in a safe, stable, and appropriately protected area. Depending on the experience, this may include covered shelter, level flooring, electrical access, and protection from rain, wind, direct sunlight, excessive heat, or other conditions that could damage equipment or create an unsafe environment.

Forever Moments may require a suitable indoor or covered backup location when weather conditions could affect safe operation.

Forever Moments may pause, relocate, modify, or discontinue service if conditions are unsafe for guests, staff, or equipment.

Travel

Additional Time & Overtime

Additional event time may be purchased when availability allows.

Requests to extend service during an event are not guaranteed and may require immediate additional payment.

Additional-time pricing may vary depending on the selected experience, staffing requirements, equipment, and event schedule.

Delays caused by the client, venue, event schedule, or late access to the setup area do not automatically extend the booked service period.

Custom Designs & Client Approvals

Clients are responsible for providing requested logos, artwork, wording, colors, and other customization information by the deadline provided by Forever Moments.

Custom designs may require client approval before production or event use. Delays in submitting materials or approving designs may limit available customization options.

Once custom products or printed materials have entered production, changes may not be possible and additional revisions may result in additional charges.

Equipment, Safety & Event Conditions

Equipment & Damage

Guest Conduct

Force Majeure

Forever Moments will make reasonable efforts to maintain continuous operation throughout the scheduled service period. In the event of an unexpected equipment or software issue, our team will make reasonable efforts to troubleshoot, repair, replace, or otherwise restore service as quickly as possible.

Temporary interruptions may occasionally occur and do not automatically constitute a cancellation of services.

We want every Forever Moments experience to be enjoyable and safe.

Guests are expected to treat equipment, props, attendants, and other event participants respectfully.

Forever Moments reserves the right to refuse or suspend service for any individual engaging in dangerous, abusive, threatening, or destructive behavior.

Forever Moments will make reasonable efforts to perform all confirmed services.

Circumstances outside our reasonable control—including severe weather, natural disasters, government restrictions, emergencies, widespread power outages, transportation disruptions, venue closures, or similar unforeseen events—may affect our ability to provide services as scheduled.

If this occurs, Forever Moments will work with the client in good faith to determine an appropriate solution, which may include rescheduling or service adjustments.

Have a question about your booking, event requirements, rescheduling, or another Forever Moments policy? Send us a message and we’ll be happy to clarify.