Event Terms and Conditions:
Amounts Due
Payment in full is required at the time of checkout or upon receipt of invoice in order to reserve the event date and Artist availability. Of the total amount paid, 50% is non-refundable, as it represents lost opportunity costs and administrative expenses incurred at the time of booking. Exceptions are outlined expressly within this agreement.
Any additional charges accrued on the day of the event are due within seven (7) days of the event date. A late fee of 10% of the outstanding balance will be assessed for each month the amount remains past due.
The Client is responsible for payment of the full contracted time regardless of whether Artists are utilized for the entirety of that time. No partial refunds will be issued for unused contracted hours.
Only bookings confirmed with payment in full are guaranteed. Any alternative payment arrangements must be agreed upon in writing prior to the event date.
Guest Count per Hour
The following estimates are provided as general guidelines. Actual throughput may vary based on guest cooperation, event organization, and the complexity of designs requested.
Service - Standard - Speed
Face Painting - 12 faces/hr - 30 faces/hr
Balloon Twisting - 20 designs/hr - 30 designs/hr
Glitter Tattoos - Up to 15 designs/hr
Henna - Up to 12 designs/hr
Clients are encouraged to use these figures when determining the appropriate amount of time to book. Aria Face Art will not be responsible for guests going unserved due to insufficient time booked.
Please note that speed artists are available on a limited basis. Clients hosting high-volume events requiring speed services are encouraged to book early, as availability is not guaranteed.
Arrival & Contracted Service Time
Artists will arrive approximately 15–30 minutes prior to the contracted start time to set up, with exact timing dependent on the scope of the event. This setup time is not included in contracted service hours.
Clients are encouraged to book based on our recommended guest-to-time guidelines to ensure all guests can be accommodated within the contracted window. Aria Face Art will not be responsible for guests going unpainted due to insufficient time booked.
While overtime options are available, Artist availability beyond the contracted stop time is not guaranteed. In some cases, Artists may have a subsequent engagement and will not be able to extend services past the contracted end time. Any approved overtime will be billed in half-hour increments per the rates outlined in the Additional Time & Overtime section.
Additional Time & Overtime
Any time worked beyond the contracted service hours will be billed at the following rates:
1–30 minutes over: $75 (billed as a full half hour)
31–60 minutes over: $125 (billed as a full hour)
Please note that Artist availability for additional time on the day of the event is not guaranteed. We encourage Clients to book accordingly.
The full contracted amount, plus any applicable overtime, is due in the event that the Client causes a delay in the start of services. Client delays include, but are not limited to:
- Delayed access to the event area
- Guests not being ready to begin at the contracted start time
- Failure to provide required setup conditions
- Requests to begin later than the contracted start time
Travel
Travel fees apply when the event is more than 60 miles* (round-trip) from Delaware, Ohio, charged at a rate of $.75 per mile, minimum fee of $10. Parking and travel fees will be added to the final invoice amount, if applicable. *Miles calculated by taking total miles traveled round-trip to the event minus 60.
Set-up Space
Artists require water, bathroom facilities, and a minimum of 6’ x 6’ level space, 15 minutes of setup and take down time is required. Please ensure that the location has adequate lighting. If outside, please don’t water your lawn on the day of your party or soak it heavily the previous day if possible.
Some Artists may require a chair and table, this will be conveyed prior to the event. (Client is NOT charged for setup and take down times.)
Weather
Applicable to outdoor events.
The Client is responsible for ensuring the setup area offers adequate protection from direct sun and excessive wind for the comfort of guests and Artists alike.
In the event of inclement weather — including but not limited to temperatures below 50°F or above 95°F, high winds, rain, snow, or sleet — the Client is responsible for providing an alternate indoor location. Please designate an alternate indoor location on the booking form or via text or email prior to the event date.
Should Artists arrive at the event location and no suitable alternate space is available under the above conditions, the full contracted amount remains due.
Aria Face Art does not issue refunds for inclement weather unless the event falls within a declared natural disaster.
If an Artist is required to provide a tent, an additional fee of $25 will be assessed. Please ensure a minimum space of 10' x 10' x 10' is available, along with an additional 15 minutes for setup. This setup time is not included in your contracted service hours — Artists will be ready to begin at the contracted start time.
Aria Face Art reserves the right to cancel or delay services in accordance with the State of Ohio Emergency Management recommendations during weather events.
Cancellation
Cancellations made 7 or more days prior to the scheduled event date are eligible for a 50% refund of the total booking fee. The remaining 50% is non-refundable; however, it may be applied as a credit toward a future booking of equal duration, provided services are rescheduled within 6 months of the original event date.
Credits do not roll over. It is the Client's responsibility to initiate rescheduling before the credit period ends.
In the event of a cancellation resulting from a natural disaster or circumstances genuinely beyond the Client's control, a full refund of all monies paid will be issued.
Limitations on Artwork
If in public, artists will not paint on any part of the body that is not legal to expose or any place she does not feel comfortable painting. In addition, Artists will not paint, bling, henna or create subject matter she deems offensive or disturbing.
Extreme Adverse Working Conditions
Artist has the right to cease creating and leave without refunding any monies if there are extremely 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 conditions.
Liability Statement
In compliance with our insurance requirements, we use ONLY FDA approved cosmetic grade face painting supplies, glitter and organic Henna.
Artists are not liable for allergic reactions. To the fullest extent permitted by Ohio law, Client releases and holds harmless Aria Face Artistry and its Artists from claims arising out of ordinary negligence related to the services provided, excluding willful, wanton, or intentional misconduct. Guests with skin allergies or sensitive skin should either not participate, or have the Artist perform a patch test at the beginning of the party.
Client understands that darker face paints will leave a faint stain that must be removed with mild soap, water and washcloth or an oil-based make-up remover.
Glitter and glue must be removed with Alcohol and will not be applied to the face or any other sensitive areas.
For safety reasons and insurance compliance, Artists will not paint children under 2 years old, or anyone who is unwilling.
Artists will not paint, bling or henna anyone who is or appears to the Artist to be sick or suffering from severe acne, cold sores, conjunctivitis, ringworm, sunburn, eczema, any infectious skin condition, or open wounds.
Artists will use reasonable care, but is not responsible for damage to clothing or property, including rentals such as bounce houses, caused by paint transfer.
The Client agrees to pay for any accidents or injuries caused by pets or guests, and/or any damage to Artist’s equipment or supplies caused by pets, lawn sprinklers, or guests.
Photo Release Statement
I understand, agree and authorize Aria Face Artistry and it’s Artists to take photographs and videos of the art they create on my, my child’s or my guests’ face or body;
to edit, alter, copy, or distribute such photos for social media advertising and marketing, including but not limited to Facebook, Instagram, Pinterest and our public website;
that the photos and all intellectual property rights of the photos belong to Aria Face Artistry and it’s Artists; that I will not receive any monetary compensation for usage of my photographs in social media platforms; all posts will/may be anonymous or with a first name only.
This Photo Release is granted only if the Client affirmatively opts in via the photo release checkbox on the Booking form.
Under no circumstances will Artists supervise children.
Their behavior and safety are the Client’s and/or Parents’ responsibility. Artists may refuse to paint unruly children.
Invoices
Aria Face Artistry will invoice the Client separately for additional charges incurred. The Client agrees to pay the final balance due by the due date specified on the final invoice. A late fee of 10% of the amount due will be assessed for each month past due for all unpaid/overdue invoices.
A Completed Payment Constitutes Agreement to the Terms and Conditions as Outlined Above.
About Aria Face Art
At Aria Face Artistry, we don’t just provide face painting and balloon art; we provide peace of mind. Led by Erica Gerhart, our collective of professional artists is dedicated to making people’s lives easier and their events more beautiful. We proudly serve Delaware County Ohio, Powell, Lewis Center, Dublin, and the greater Columbus, Ohio area with a commitment to safety, speed, and sophisticated art.
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