Service Agreement

Terms & Conditions

BOOKING INFORMATION

The time slot will not be reserved until the Deposit is paid. If the deposit is not received within 48 hours of the invoice being sent, your booking is considered canceled, and we reserve the right to book other events for the requested date. Client agrees to pay the full booking amount, even if the artist is used for less time than originally scheduled. Deposits are non-refundable in the event of a cancellation or postponement initiated by the client.

Parking: Upfront parking must be arranged for our team, as we carry heavy equipment into each event. Parking should be easily accessible and near the entrance. For commercial venues, a spot near the main entrance is required for unloading. Any parking fees will be reimbursed by the client. If suitable parking is not provided, Dixie Land Face Painting LLC reserves the right to delay or cancel services.

Overtime: Only scheduled time is guaranteed. We’ll do our best to accommodate day-of extensions, but additional time may not be available. Overtime is billed at the regular hourly rate, in 30-minute increments (1–30 minutes = half-hour charge). If you’d like us to stay longer, let us know at least 30 minutes before the scheduled end time. If we’re not booked afterward, we’re happy to stay!

Payment Methods:
NO FEE: Payments can be made without a service fee by using via Cash, Company Check, Venmo, Cash App, or Zelle.
CARD FEE: Square offers a variety of payment options for customers, including credit and debit cards, mobile wallets (Apple Pay, Google Pay, etc.) - 4% processing fee applies.
Check Bounce Fee: A $35 fee will be assessed for each returned check, plus the amount of the check and all costs involved in enforcing payment of the debt owed.

Cancellations: must be made at least 7 days prior to the scheduled event, (unless severe weather conditions occur, see below for details). Cancellations made within 7 days of the event will incur a cancellation fee equal to 50% of the total booking amount. In the case of a postponement, Dixie Land Face Painting LLC will make a good faith effort to reschedule, provided a new date is confirmed within 12 months of the cancellation and the artist is available. In the case of weather-related cancellations, Dixie Land Face Painting LLC is happy to reschedule for a rain date, provided this is discussed at least 4 hours prior to the event.

Changes to Services: Once a reservation fee/deposit has been placed or the invoice has been paid, the selected services (face painting, balloon twisting, or both) cannot be changed, removed, or substituted for a reduced rate. This is because our artists reserve their time specifically for your event, often turning down other bookings to be there, and are paid for the time they commit. Clients may add services, extend time, or upgrade packages, but refunds or partial credits will not be issued for removing services after booking.

Artist Unavailability: If Dixie Land Face Painting LLC is unable to perform as scheduled due to unforeseen circumstances, we will do our best to secure a suitable and comparable replacement. If no replacement is available, all payments will be fully refunded.

Travel Fees: Travel fees apply when the event is more than 15 miles from Nashville, TN (Two Rivers Park), exact pricing will depend on the location. While uncommon, there may be a charge for lengthy or difficult setup – usually $25, but please call for a quote if you feel your event may be considered difficult to set up for.

Breaks: Artist will be provided with 5 minutes breaks for every 2 hours of contracted time. Artists require mandatory access to a restroom.

LOCATION DETAILS

Arrival & Departure Time: Unless otherwise agreed upon, we will plan to arrive 10-15 min prior to our scheduled time in order to set up. About 15-20 min prior to our scheduled ending time, we will put up our ‘Closed’ sign, so every child waiting gets their turn, but we still complete on time.

We require a safe, well-lit, and clean working area for face painting and balloon twisting activities. We cannot work in direct sunlight or extreme heat or cold, as the paints do not perform correctly under such conditions.

What we will need for space, depending on location:
Outdoor Events: Stable/level ground, a 10x10 space, and a cover for shade (or we can provide our own).
Indoor Events: We will need a space large enough for our large table, at least 4 chairs, as well as enough room to accommodate a line of kids as they wait.

Adverse Working Conditions: The artist reserves the right to stop services and leave without issuing a refund if adverse working conditions arise and are not resolved after being brought to the client’s attention. Adverse conditions may include (but are not limited to): destructive, violent, or inappropriate behavior from children or adults; illegal activity; hazardous weather; unsafe working environments; or other dangerous conditions. The client is responsible for ensuring the event complies with all applicable venue rules and local regulations regarding face painting and balloon activities.

EVENT MANAGEMENT

Child Supervision: The artist is not responsible for supervising children or obtaining parental permission for face painting services. It is assumed that all children in line have received prior approval from a parent or guardian. The safety and behavior of all guests—children and adults—are the sole responsibility of the event host. Dixie Land Face Painting LLC and its artists are not liable for accidents, injuries, or misconduct at the event. The client is responsible for any damage to the artist’s equipment caused by negligence. Please ensure that guests do not run or play near the setup area.

Line Management: We’re here to make sure everything goes smoothly—please feel free to ask any questions ahead of time so we can meet your expectations. Since we only book by the hour, it’s the host’s responsibility to manage the number of guests requesting services during the scheduled time. To avoid disappointment, please book enough time for everyone you’d like painted.

Public & Large Events: We are happy to provide a line manager for an additional $25/hour. You’re welcome to provide someone to assist with line management to avoid this cost, but they’ll need to be fully available, especially during peak times and toward the end of the event. If your event is in a public space and not open to the public, please provide a volunteer to ensure that only invited guests receive services.

Private Smaller Events: We can also provide a sign-up sheet to help keep things organized, reduce wait times, and let kids play instead of standing in line.

Use of Photos: We may take photographs or videos of our work at your event for promotional purposes (such as use on our picture boards, our website or social media). If you do not wish for photos to be taken or used, please inform us in writing prior to the event. We are happy to provide photo waivers for guests to sign if requested.

SAFETY & HYGIENE

Dixie Land Face Painting LLC and its artists use only FDA-compliant face paints and cosmetic-grade glitters. While every effort is made to ensure safety and hygiene, we are not liable for allergic reactions. If a child has sensitive skin or known allergies, they should avoid face painting or request a patch test at the start of the event. For health and safety, we do not paint individuals who are visibly ill, coughing, or showing signs of contagious conditions such as cold sores, conjunctivitis, eczema, open wounds, or skin infections. Artists follow sanitary practices and disinfect high-touch surfaces, but we cannot guarantee the prevention of illness transmission.

Artwork Limitations: Artists reserve the right to refuse any design, wording, or placement they are uncomfortable with. This includes, but is not limited to: areas of the body that are inappropriate to expose, obscene or offensive content, gang-related or illegal imagery, copyrighted characters, or any design the artist chooses not to paint. Artists may also decline to paint anyone who is unwilling or uncooperative.

CHANGES TO SERVICES

We reserve the right to make minor adjustments to the service offerings (such as face paint designs or balloon shapes) based on time constraints, number of guests, or unforeseen circumstances. If you wish to make changes to the services or event details after booking, please contact us as soon as possible. We will do our best to accommodate any changes, but additional fees may apply.

GENERAL AGREEMENT

Dixie Land Face Painting LLC agrees to provide services of general face painting using only FDA compliant products on said contract agreement dates, with acceptance and timely payment of booking fee. Artist also agrees that a liability insurance policy is in full force and effect and will provide a current insurance certificate upon request. For any reason, should Dixie Land Face Painting LLC be unable to accommodate your paid booking, or provide a suitable and comparable replacement, a full refund of your deposit will be returned. In the event that Dixie Land Face Painting LLC is unable to perform or provide a suitable replacement, the client agrees that a full refund of any amounts paid to Dixie Land Face Painting LLC will represent a full satisfaction of any and all amounts due. This means that Dixie Land Face Painting LLC is no longer liable to the client for any further claim of damages or other claims of any kind whatsoever, beyond a full refund of any amounts paid by client to Dixie Land Face Painting LLC.

Face Painting & Balloon Twisting Contractors: Dixie Land Face Painting & Balloons may, at its discretion, use qualified contractors to provide services for your event. All contractors performing services on behalf of Dixie Land Face Painting & Balloons will use their own supplies but may represent themselves as members of Dixie Land Face Painting & Balloons while providing services. Customers can expect the same standards of quality, professionalism, and safety regardless of whether services are provided by an employee of Dixie Land Face Painting & Balloons or a qualified contractor.

BALLOON TWISTING

If balloon twisting is included in your event, the artist will use professional-grade latex balloons and will make every effort to provide safe, age-appropriate designs. However, balloons can present a choking hazard and are not recommended for children under the age of 3. Dixie Land Face Painting LLC and its artists are not responsible for any injuries or allergic reactions related to balloon use. The client assumes full responsibility for supervising children with balloons at all times. Balloon twisting is subject to the same hourly booking terms and conditions as face painting services.