Terms of Service
It is the client’s responsibility to read these terms in full before booking an event with Lone Star Character Entertainment. By paying the nonrefundable deposit for your event, you are agreeing to these terms.
Deposit & Confirmation
Any event date, time, and character cannot be held without an online booking request, a nonrefundable deposit paid electronically, and a signed and completed electronic booking agreement. There are no exceptions.
A 50% booking retainer is due upon booking to secure your party or event date. You have one week from receiving the booking availability email to pay the retainer. If the retainer has yet to be paid after a week, Lone Star Character Entertainment will consider the client no longer interested in booking and drop the request. The client must resubmit their request if they wish to move forward with a booking. Acceptable forms of payment include Square, PayPal, or Venmo only. Booking retainers are nonrefundable.
Late Booking
Due to our high volume, requests submitted less than one week before the event date will incur a late booking fee of $50. We apologize for any inconvenience, as we work to accommodate all requests to the best of our ability. Parties are booked on a first-come, first-served basis. There are no exceptions.
Final Balance
The client agrees to pay the final balance no later than 24 hours BEFORE the scheduled event starts. Final balance invoices will be sent one week before the event. Failure to pay the final balance by the deadline may cancel your booking without refunding the deposit.
The client may pay the final balance in cash upon request. A cash payment must be agreed upon in writing no later than 24 hours before the scheduled event start time. The client must have the total amount in cash prepared in an envelope to give to the event assistant upon our arrival at the event. If the final balance is not presented, our appearance may be canceled on-site without any performance, and the deposit will not be refunded under any circumstances.
Gratuity
Tipping is always appreciated but never required. Lone Star Character Entertainment will evenly split tips between all cast members who work your event.
The client agrees to provide any tips to the event assistant and will not hand cash directly to a character.
If the client wants to tip virtually, electronic tipping options will also be available.
Refunds
No refunds will be issued after the completion of services. Should the client have an issue with a performance, activities, or services rendered, they should immediately express their concerns with the event assistant/performer before they depart from the event. No refunds will be issued unless a discussion is begun with the event assistant at the event.
We aim to delight and exceed all client expectations 100% of the time. If a client is dissatisfied with their service, we will work with them to provide alternative reparations. Clients are strongly encouraged to bring up their concerns with their event assistant and contact Lone Star Character Entertainment management as soon as possible if they are dissatisfied with their service.
Cancellations & Rescheduling
If a Client fully cancels an event due to weather, unforeseen circumstances, or illness, including COVID-19, the 50% booking retainer is nonrefundable. There are no exceptions. Additionally, if a client wishes to cancel their event entirely less than 24 hours before it starts, the nonrefundable retainer and final balance will not be refunded. We must have an advanced notice of cancellation no later than 24 hours before an event for a final balance to be refunded.
Events may be rescheduled until a week before at no additional charge, depending upon availability. All booking retainers are nonrefundable but can be transferred to any available date for up to a year in the future. Additional rescheduling fees may apply if clients must reschedule less than one week before their event date.
In the unlikely event Lone Star Character Entertainment must cancel an appearance in an emergency, Lone Star Character Entertainment agrees to provide an event FREE of charge, redeemable up to 18 months from the original event date. The booking retainer is nonrefundable should a client wish to proceed with a free event. The booking retainer and final balance will be fully refunded if the client does not want to accept the free event.
Changes to Event Start Time
Lone Star Character Entertainment will accommodate changes in event start time at the Client's request and the discretion of the booking team, based on availability.
The client must request changes in writing no later than 24 hours before the event starts.
Same-day time changes may not be accommodated.
Changes to Event Length
Lone Star Character Entertainment will accommodate changes in event length at the Client's request and at the discretion of the booking team, performers, and event assistants based on availability.
The client must request changes in writing no later than 24 hours before the event starts.
Changes in event length may incur additional charges.
Additional Children
Each event has a recommended limit for the number of children in attendance. This allows for quality interaction and a stress-free performance from our characters. The client agrees that the number of children on the Booking Form is accurate. This allows Lone Star Character Entertainment to plan an event itinerary with the performer to keep all children engaged and entertained for the entire booked time.
If the number of children exceeds the disclosed number provided by the Client, the performer has permission to alter the itinerary of activities as they see fit to complete the event within the agreed time.
Should the number of expected children change after a booking has been finalized and confirmed, the client agrees to notify Lone Star Character Entertainment via email as soon as possible.
Activities & Event Itinerary
Lone Star Character Entertainment does not guarantee that a certain number of activities will be performed at an event. The client understands they are paying for a service charged by the hour, not the activity. The client understands that the number of children attending the event may alter the number of activities, games, makeovers, etc., performed during the allotted time. Unless a client has paid for a specific activity at their event, activities may change based on the number of children and event environment.
Lone Star Character Entertainment purposefully over-schedules your event itinerary so that the performer never runs out of activities to perform for the children. During the pre-event call, we will ask the Client if they have an activity order preference. If the client gives no choice, it is up to the performer's discretion to decide the activity order. Lone Star Character Entertainment trains performers to read the room and lead activities in an order they feel best suits the guests' needs. The performer will do their best to complete all activities. However, if unforeseen circumstances do not allow all activities to be finished, the performer may stay up to 10 minutes past the event’s end time.
Guest Engagement
Performers with Lone Star Character Entertainment will entertain and engage all children in attendance. They cannot guarantee a certain amount of individual attention to any guest.
Lone Star Character Entertainment is not responsible for misbehavior, boredom, or disruptions among children. The performer is responsible for the event flow and activities. The Client agrees to monitor disruptive behavior and attend to any child who does not want to participate.
Character Changes
Lone Star Character Entertainment offers character changes up to a week before the event at no additional cost. However, we cannot guarantee that a change will be possible, as it depends on availability.
There are no refunds on booking deposits due to changes in character availability.
Character Appearance & Costumes
Unless otherwise specified by Lone Star Character Entertainment management, the costumes used at events will be those pictured on our website under our Characters page.
A client may request certain outfits depending on availability. Certain characters will wear seasonal outfits for specific holidays or seasonal events. Clients who do not want a holiday or seasonal outfit must let Lone Star Character Entertainment management know as soon as possible after booking.
Other Entertainment
Lone Star Character Entertainment characters will only perform with our contracted event performers. For safety, liability, and character integrity, Lone Star Character Entertainment performers reserve the right to leave any event without a refund if other character entertainment companies or character performers/impersonators are present.
For example, the client may not hire a superhero character from Lone Star Character Entertainment and a princess character from a competing character entertainment company to perform simultaneously at the same event.
The client must give advance written notice of other entertainment offerings to be present at the event. This includes but is not limited to Bounce Houses, Water Slides, DJs, Face Painters, Balloon Twisters, singers, dancers, and other performers.
If additional entertainment is present, Lone Star Character Entertainment performers cannot guarantee that they will keep all guests' full attention and may need to adjust the event itinerary.
Performer Requests
The client understands that due to unforeseen events such as scheduling conflicts, illness, and other extenuating circumstances, the assigned actress/actor is subject to change at any given time. Lone Star Character Entertainment consciously tries to avoid these types of circumstances. However, we DO NOT GUARANTEE any specific performer. If the actress/actor changes, Lone Star Character Entertainment will replace them with another actress/actor of equal caliber currently contracted with Lone Star Character Entertainment.
We do not accommodate specific performer requests as part of our standard booking policies. However, if you have a strong preference for a particular staff member, we can make special arrangements for an additional fee of $50. Please note that we require at least 1 month's notice to ensure the availability of the requested staff member. Performer requests are not guaranteed and are subject to the performer’s availability.
Client Responsibilities
Lone Star Character Entertainment performers are professional entertainers, talented actors, and actresses. While performers care about children, they cannot care for children while performing.
We ask that the parent(s) or guardian(s) or the birthday child please stay for the duration of the event to attend to the possible needs of the children. The client agrees to supervise children and ensure appropriate behavior towards the performer and other guests. Additionally, we ask adult attendants to help de-escalate situations should a child become physical with a performer or repeatedly interrupt the performer and activities.
Adults are welcome to stay and enjoy the performance. Still, we ask that onlookers keep the noise level to a minimum so the children do not get distracted and can adequately hear the performer's instructions.
Damage & Smoking
We understand that accidents happen. However, the client may be held responsible for any damage deemed EXCESSIVE to costumes and property of Lone Star Character Entertainment during the Client’s event. Lone Star Character Entertainment will bill the client for replacing/repairing damaged/broken costumes or materials.
The costumes and property of Lone Star Character Entertainment are very valuable and will not be subject to smoke of any kind that can damage the costume.
The client agrees to keep all pets and animals away from the event area to protect costumes and supplies.
Location Requirements
The client agrees to provide proper accommodations to the performer and event assistant.
If rain occurs and the event is to be hosted outdoors, the Client is responsible for having an alternative plan. Performers may not perform in the rain.
The client will provide water for each performer as needed.
We recommend holding your event indoors for extreme heat and cold. Performers may not perform for longer than 30 minutes when the outside temperature is above 80º F. Additionally, mascot performers require a five break in an air-conditioned break space for every thirty minutes they perform.
Event activities may be affected depending on the venue and weather conditions.
Accessibility and Inclusivity
Lone Star Character Entertainment is committed to providing inclusive and accessible entertainment for all children. The client agrees to promptly inform Lone Star Character Entertainment of any special requirements or accommodations to ensure an enjoyable experience for all attendees.
Privacy and Data Protection
We value your privacy and are committed to protecting your personal information. Data collected during the booking process is used solely for event planning and will not be shared with third parties without consent except as required by law.
Photo Release
Lone Star Character Entertainment event assistants will take photos during all events. These photos are shared through a digital photo album with the client following their event for download and personal use. Photos and digital albums are included in every package.
Lone Star Character Entertainment will use any photos taken by event assistants on our website, social media, and promotional materials. Photos will not identify the first or last name or residence of any child present.
If a child in attendance cannot have their photo used for promotional purposes, the Client agrees to inform Lone Star Character Entertainment before the party or event. Without a written “No,” the client consents to Lone Star Character Entertainment using photos of their event and guests once the nonrefundable deposit is paid. It is the client's responsibility to inform their guests of our policy.
Should a client not wish for photos to be used for promotional purposes, event assistants and cast members will refrain from taking pictures at the event, and the client will not receive a digital album following their event.