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TERMS & CONDITIONS

WILLING HANDS DESIGNS, WHDFACES, INDY ENTERTAINERS

Contract Rates:

Date/Time/Services/Amounts are detailed in the deposit or balance invoice emailed separately. Client agrees to pay the minimum number of hours listed in contract deposit/invoice email. Client agrees to fees for services requested detailed in contract invoice email. Full payment is due by Wednesday prior to the event date. Parking vouchers should be made available for our artists or reimbursement will be due within 3 business days of the event date.

Set-up: We request a minimum of 6’W x 4’L of level space to set-up for 1 Artist and a minimum of 8’W x 8’L for 2-3 Artist stations, adequate lighting, access to a restroom and a place to dispose of our painting water and trash. Please plan to provide each artist with chairs and table space. We may be able to provide table, tall director’s chairs and all supplies necessary for face painting, tattoos, balloons, or other contracted services, based on artist's availability. Please provide a small table and 3 chairs for the caricature artist. For Canvas Parties, please provide tables and chairs for your private party and floor/table coverings. We will provide aprons for guests to use at Canvas Parties.

2 Options for Outdoor Setup:

*Please provide us with sun/wind/rain shelter and adequate space and lighting to paint. We will need 15-20 minutes to set up / take down in this case.

*We can bring our own shelter and lighting. We will need access to electrical power and at least 30-45 minutes to set up/take down. Additional fee of $35 applies to cover additional time and equipment.

Mileage Fee: $1 per mile per artist may be billed for areas beyond 20 miles from MONUMENT CIRCLE, INDIANAPOLIS. For areas 150 miles or more, a minimum $100 fee would also be added to pay for hotel compensation, since artist would need to stay overnight.

Deposit: A minimum deposit per artist is due within 3 business days of booking request. The BALANCE agreed to in the contract (plus mileage fees or parking allowance, if applicable), minus the deposit, is due 3 business days before the event so that we can process the payment and pay our artists on the event date. Your time slot may be filled with another job lead if your deposit is not received. Deposit is non-refundable. Events booked within 7 days of event date will require full payment at the time of booking and may be subject to rate increases.

Overtime: Any time requested beyond the contracted time will be prorated based on cost of services selected and billed at half hour increments. Payment will be due at the time of service.

Returned Checks: There will be $35 fee for returned checks, plus the amount of the check. Personal checks and post-dated checks are not accepted. Business or Certified funds, cash, or credit card payments are acceptable. MasterCard, Visa, Discover, and American Express are accepted thru our processing service. Your invoice will be emailed to you for secure credit card payments through Square.

CREDIT CARD PAYMENTS PREFERRED. Make all certified checks payable to WILLING HANDS DESIGNS. DO NOT MAIL CASH. Please include the date of event, times and your name with the check, so it can be matched to your booking.

Cancellations: An established deposit is required to secure the booking date. Verbally booked dates will be held for three (3) days. If the invoiced deposit is not received within three (3) days of billing statement, the agreement is null and void, and the dates will be made available to other clients. This deposit is nonrefundable, should the client cancel or postpone the event. In the case of postponement, WILLING HANDS DESIGNS will work with you to accommodate an alternate date; however, due to other bookings and commitments, availability may be limited. Events postponed beyond 30 days will forfeit original deposit and a new deposit amount will be invoiced. Cancellations within 5 days of event are non-refundable in full. If invoice is unpaid, we will require full payment of balance due within 7 business days. Balances outstanding after 7 business days from event date will be subject to late fees and/or per diem rates. Balances outstanding after 45 days may be subject to legal fees, court costs, and removal of any applied discounts in addition to the balance due. 

Artist Emergencies: If, for any reason/unforeseeable personal circumstance, WILLING HANDS DESIGNS’ designated artist should be unable to accommodate your confirmed booking, your deposit will be returned to you in full. However, our company will do it’s very best to find a suitable replacement artist/performer through our team and affiliates. You will be notified if someone other than the original artist scheduled is attending your event.

Parking: The Client will reimburse Artist for any parking fees or provide parking passes within 7 days of event.

Limitations On Artwork: Artist will not paint on or draw any part of the body that is not legal to expose publicly, or any place the artist does not feel comfortable. Artist will not paint any design or wording that is obscene, offensive, and violent or defies good taste. The theme and art desired should be established before the Artist arrives at event so that Artist can bring appropriate designs for menu board.

Weather: For the comfort of your guests and our artists, the Client agrees to provide an area with protection from extreme temperatures (above 90 degrees, below 45 degrees), sun, rain, snow and excessive wind. Client is responsible to provide an alternate indoor location in the event of inclement weather. The client agrees to pay the full amount contracted once the painter has arrived at the event location. IF YOUR EVENT IS SCHEDULED TO BE HELD OUTSIDE, PLEASE EMAIL US YOUR ALTERNATE INDOOR LOCATION. This contract agreement is rain or shine.

Extreme Adverse Working Conditions: Artist has the right to cease painting and leave without refunding any monies if there are extreme or adverse working conditions and the Client fails to remedy the situation after it has been brought to the Client’s attention. Adverse conditions included but not limited to: destructive, violent, or extreme inappropriate behavior of a child, pet or adult; illegal activities; or otherwise dangerous weather conditions including, but not limited to extreme heat/cold, tornado warning, or lightning. If road conditions are declared unsafe due to weather and weather emergency restrictions are issued by the state, you may consider rescheduling your event. Your artist will not drive in unsafe road conditions and your deposit is non-refundable. Please refer to postponement terms listed above. We will work with you to reschedule your event in the event of adverse weather conditions.

Liability Statement: While we only use FDA approved cosmetic-grade make-up, glues, and glitters, Willing Hands Designs and Artist is not liable for allergic reactions. Children with skin allergies for sensitive skin should either not participate or have Artist perform a patch test at the beginning of the party. For safety reasons, Artist will require children under 4 years old to be held by parent or guardian and may refuse service if the child is scared or not understanding what is happening. We have been advised that children under 2 should not be painted, as many allergies are not yet known. For sanitary reasons, Artist will not paint anyone who is or appears to be sick or suffering from: cold sores; conjunctivitis; any infectious skin condition; eczema or open wounds. Balloons may contain latex and artist is not responsible for allergic reactions. Balloons will not be given to children under 3 due to choking hazards. We will hand the balloon to an adult in an effort to protect from possible choking hazards, but we are not liable for injury.  Caricature artists may use permanent markers. Artist/instructor will use reasonable care, but is not responsible for damage to clothing or property. Artist will not supervise children. Their behavior and safety is the Client’s and/or Parents’ responsibility. Artist cannot be held responsible for other children and what they are doing while he/she is working. Client agrees to pay the full amount owed, prior to arrival of performer(s). The client will be responsible for any fees or expenses, including legal fees, incurred in connection with collecting delinquent amounts owed to WILLING HANDS DESIGNS/IE under this Agreement.

COVID19 RESPONSE:  Our team of artists are equipped with PPE and CDC approved sanitization products to ensure we are doing all we can to prevent the spread of COVID-19. Because we agree that each person has a right to privacy according to HIPPA laws, we do not inquire about or have vaccination requirements for our artists.  Artists do not report to work if they show any signs of illness. We will confirm your artist is healthy and send a qualified substitute artist if necessary.   Our kits are cleaned and sanitized before, during, and after every event for everyone's protection. Equipment used that touches the guests is cleaned between each use to prevent cross-contamination for your protection.  Artists are equipped with face shields, eye coverings, masks, gloves, and CDC approved disinfectants. Brushes are cleaned in a 3-step process that includes 60% isopropyl alcohol or greater, as recommended by the CDC. We will not service guests showing signs of illness and artists may use no-contact thermometers  to quickly check guests for fever before services that require contact within 6 feet.  Guests assume all liability for the risks associated with attending and participating in events during a pandemic and WHDFACES & INDY ENTERTAINERS is not liable for any spread of illness.

Insurance: We carry general liability insurance and adhere to specific safety standards and procedures. We do insist on exclusivity at events for insurance purposes and safety and consideration of your guests. WHD/IE Artists may be required to leave the event if other artists are attending and providing similar services. No refunds will be issued in this circumstance.

YOUR PAYMENT IN ANY AMOUNT CONSTITUTES AN AGREEMENT TO THESE WRITTEN TERMS AND CONDITIONS AND IS CONSIDERED LEGALLY BINDING AS YOUR SIGNATURE.

If you have questions prior to payment, please contact us at 317-319-8346