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📄 Our Event Policies

Clear policies for smooth celebrations. From delivery and setup to damage waivers and privacy, our guidelines ensure your event runs hassle-free.

📦 Delivery, Setup & Teardown Policy

Illumin8 Events includes standard delivery, setup, and teardown services for all rentals and decor packages, unless otherwise specified in your official quote.

✅ Included Services:

  • Delivery within our standard service area

  • Complete setup based on the agreed design or layout

  • Takedown and removal after your event

⚠️ Additional Fees May Apply For:

  • Out-of-area or remote location deliveries

  • After-hours service (before 8 AM or after 8 PM)

  • Next-day or delayed teardown by client request

  • Specialized/custom installations (e.g., ceiling draping, heavy rigging)

  • Venues with difficult access (stairs, no elevator, long carry-ins)

📋 Client Responsibilities:

  • Ensure clear and safe access to the venue

  • Provide contact info for someone available onsite during delivery

  • Secure all necessary permits or permissions from the venue

  • Notify us of any restrictions (e.g., loading zones, timing limits)

⚠️ Limitations & Unforeseen Circumstances:

  • We are not liable for delays caused by weather, traffic, strikes, or venue inaccessibility

  • If unforeseen hazards pose a safety risk, setup may be modified or postponed

  • Any changes to delivery times or logistics must be communicated at least 48 hours in advance

🔁 Cancellations & Refunds

We value transparency. This section outlines your rights, our procedures, and what to expect if your event plans change. Our policy is designed to protect your investment and ensure quality service delivery.

Policy Guidelines:

  • Deposit: A 50% non-refundable deposit is required to secure your booking and event date.

  • Full Payment: Must be made 14 days prior to the event. No services will proceed without full payment.

  • Refund Eligibility:

    • Cancellations made 30+ days before the event: Refund minus the non-refundable deposit.

    • Cancellations made 15–29 days before: 50% refund of the total paid.

    • Cancellations made within 14 days: No refunds available.

  • Rescheduling: One-time rescheduling allowed with a minimum of 21 days’ notice, subject to availability.

  • Credit Option: If canceling within 15–29 days, credit may be issued for a future event within 12 months.

  • Last-Minute Changes: Any changes requested within 7 days of the event will incur a $150 administrative fee.

  • Force Majeure: Cancellations due to emergencies or acts of nature (e.g., severe weather, medical emergencies) may be eligible for partial refund or rescheduling.

  • Damaged or Lost Items: Client will be charged the full replacement value for any damaged or missing rental items.

  • Excessive Cleaning: A $200 cleaning fee may apply for events requiring extraordinary cleanup.

📅 Booking Cancellations & Refunds

Please review this policy before confirming your event. It ensures that both parties are protected and that service expectations are clearly understood.

Policy Guidelines:

  • Deposit: A 50% non-refundable deposit is mandatory to reserve your date and services.

  • Final Payment: Due in full no later than 14 days prior to the event.

  • Refund Terms:

    • 30+ days before event: Refund minus deposit.

    • 15–29 days before: 50% refund.

    • Within 14 days: No refunds will be issued.

  • Rescheduling Policy: One-time event rescheduling is allowed with 21+ days’ notice, based on availability.

  • Cancellation Credit: If canceled 15–29 days before the event, credit may be applied to a future event within 12 months.

  • Late Changes: $150 administrative fee applies for last-minute changes made within 7 days of the event.

  • Unforeseen Events: Cancellations due to force majeure (e.g., natural disasters, accidents, emergencies) may qualify for partial refunds or rescheduling.

  • Damage Fee: Lost or broken equipment will be charged at full replacement cost.

  • Cleanup Charges: An additional $200 cleaning fee may apply for excessive messes beyond normal use.

🚫 Cancellation Terms & Refund Policy

Read carefully to avoid unexpected charges. This policy helps us ensure event quality while offering flexibility when possible.

Policy Guidelines:

  • Deposit Required: A non-refundable deposit of 50% is needed to book and hold your date.

  • Payment Deadline: Full balance due 14 days prior to event date.

  • Refund Eligibility:

    • 30+ days notice: Eligible for refund minus the deposit.

    • 15–29 days notice: 50% refund issued.

    • Less than 14 days: No refund provided.

  • One-Time Reschedule: Allowed once with at least 21 days’ advance notice.

  • Future Credit: Events canceled 15–29 days before may receive a credit valid for up to 12 months.

  • Admin Fee: Changes within 7 days of the event incur a $150 processing fee.

  • Weather or Emergency Clause: Events canceled due to natural disasters, severe illness, or other emergencies may be eligible for rescheduling or partial refund.

  • Item Damage: Clients responsible for damaged or lost items must pay full replacement value.

  • Cleaning Charge: Excessive post-event mess may result in a $200 cleaning fee.

📌 Cancellation & Refund Guidelines

Secure your booking with confidence. This policy keeps things clear so both clients and staff can operate with certainty.

Policy Guidelines:

  • Booking Deposit: A 50% deposit is required and non-refundable.

  • Final Balance: Must be paid in full at least 14 days before the scheduled event.

  • Refund Rules:

    • 30+ days in advance: Refund issued minus the deposit.

    • 15–29 days in advance: 50% refund offered.

    • Less than 14 days: No refund will be given.

  • Change of Date: Clients may reschedule once with a minimum of 21 days’ notice, subject to availability.

  • Credit Policy: A credit toward a future event may be granted for mid-range cancellations (15–29 days out).

  • Short Notice Changes: $150 fee applied to changes made within 7 days of the event.

  • Emergency Situations: Cancellations due to force majeure circumstances may be considered for partial refund or alternative dates.

  • Damage Clause: Any missing, broken, or heavily damaged items will be charged at replacement cost.

  • Cleaning Fees: A $200 fee applies for excessive cleanup situations.

🔒 Privacy Policy & Data Protection

Effective Date: July 8, 2025
Business Name: Illumin8 Events
Location: Richmond, British Columbia, Canada
Website: www.illumin8-events.com

1. Introduction

Illumin8 Events is committed to protecting your privacy. This policy explains how we collect, use, and safeguard your personal data when you visit our website or use our services.

2. What Information We Collect

We may collect the following information:

  • Name, email address, phone number, and mailing address

  • Booking and event details (date, location, services requested)

  • Payment information (processed securely through third-party providers)

  • Website usage data (e.g., IP address, browser type, interaction history)

  • Any content you voluntarily provide, such as feedback or testimonials

3. How We Use Your Data

We use your data to:

  • Process and manage your bookings

  • Communicate with you about services and support

  • Improve our website and customer experience

  • Send updates, invoices, or promotions (with your consent)

  • Comply with legal and regulatory requirements

4. Sharing of Information

We do not sell your data. We may share your information with:

  • Service providers (e.g., payment processors, delivery teams)

  • Partner vendors involved in your event

  • Legal authorities, if required by law

5. Data Security

We implement industry-standard technical and organizational measures to protect your data. However, no digital system is 100% secure. You use our website at your own risk.

6. Cookies & Tracking

We use cookies and similar technologies to enhance your browsing experience and collect website analytics. You may adjust your cookie preferences in your browser settings.

7. Your Rights (PIPEDA – Canada)

You have the right to:

  • Request access or correction to your data

  • Withdraw consent to receive promotional content

  • Request deletion of your data where applicable
    To exercise your rights, email us at info@illumin8-events.com

8. Children’s Privacy

Our services are not intended for children under 13. We do not knowingly collect personal data from minors.

9. Policy Updates

This policy may be updated periodically. Continued use of our website or services means you accept the updated policy.

10. Contact

Illumin8 Events
Richmond, BC, Canada
📞 778-855-1582
✉️ info@illumin8-events.com

🛠 Liability & Damage Waiver

Effective Date: July 8, 2025
Business Name: Illumin8 Events
Location: Richmond, British Columbia, Canada

1. Assumption of Responsibility

The client assumes full responsibility for all items rented from Illumin8 Events for the duration of the rental period, from delivery/setup through to final pickup or return.

2. Damaged, Lost, or Stolen Items

  • The client will be charged the full replacement value for any item that is lost, stolen, or damaged beyond repair.

  • Minor damages (e.g., scratches, stains, dents) will incur a repair or cleaning fee, determined at our discretion.

  • Items not returned or made available for pickup within 72 hours after the event will be considered lost and billed accordingly.

3. Weather-Related Damage

  • The client is responsible for protecting all rental items from wind, rain, extreme heat, or other environmental damage.

  • Weather-related issues do not waive liability unless otherwise agreed in writing prior to the event.

4. Improper Use & Negligence

  • Illumin8 Events is not liable for injuries, accidents, or damages caused by improper use or unsafe handling of our rental items.

  • The client agrees to use all equipment and decor responsibly and in accordance with its intended use.

5. Setup-Related Surface Damage

  • While we take great care during installation, minor surface damage (e.g., tape residue, hook marks, rigging wear) may occur.

  • Illumin8 Events is not responsible for minor cosmetic damage resulting from standard setup procedures.

6. Client Supervision & Security

  • The client is responsible for securing all items at the venue, including during idle hours or overnight use.

  • If left unattended, all items must be protected from theft, vandalism, or exposure to the elements.

7. Agreement & Waiver

By booking services, submitting payment, or signing an agreement with Illumin8 Events, the client acknowledges and agrees to this Liability & Damage Waiver in full.

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