For events located more than 100 miles from our base location (Warren NJ), lodging, transportation and meal expenses
will be billed to the client and included in the service quote
All lodging will be booked directly by our company to ensure proper accommodations are provided for
crew members and equipment
Lodging costs will be included in the project quote or invoiced separately
A minimum 3 star hotel or equivalent is required located within reasonable proximity to the event venue
In rare cases, clients may arrange lodging if approved in writing by our company. If client-provided lodging is unsuitable, we reserve the right to
rebook accommodations at the client’s expense.
Lodging payments must be received no later than 30 days prior to the first setup date (or at time of booking
if less than 30 days remain) Failure to meet this deadline may result in cancellation of reservations, with any rebooking costs billed to client
Mileage, tolls, parking and other travel costs are billed at standard rates.
Airfare (if required) will be booked in economy unless otherwise agreed upon
Transportation of large-scale or sensitive equipment may incure additional shipping or handling fee.
If the event requires crew to arrive a day early or stay overnight after the event for setup/strike,
additional lodging nights will be booked and billed accordingly.
Unless otherwise arranged, meals are the responsibility of the client or will be billed as part of the travel expenses.
A per diem rate may be applied for long-distance, multi-day, or extended tour productions.
Our crew are allowed 30 Minute to 1 Hour Breaks depending on production (This will be outlined in the contract)
Severe weather, natural disasters, or other travel disruptions outside our control may require additional lodging, transportation changes, or rescheduling.
Any extra costs (lodging, meals, transportation, crew time) caused by weather delays will be billed to the client.
If unsafe travel conditions prevent crew arrival or timely setup, the event may be delayed or rescheduled. In such cases,
no refunds will be issued for travel-related costs already incurred.
We will make all reasonable efforts to arrive on time and complete the work as planned, but safety will take priority in all travel decisions.
All travel and lodging costs must be paid in full by the lodging payment deadline stated above.
Late changes or cancellations to travel arrangements may result in additional charges.
If the client cancels the event after travel or lodging has been booked, all non-refundable travel expenses
(including flights, hotel deposits, rental vehicles, mileage, tolls, and parking) will be billed in full to the client.
If the event is cancelled within 30 days of the first scheduled date, the client is responsible for 100% of all travel and lodging costs already incurred
or committed to, plus any applicable cancellation fees from travel providers.
We do not reschedule events. Any cancellation is considered final, and a new booking will require a new contract and full payment of all associated costs.
All refunds or credits from travel vendors will be passed on to the client after deducting any applicable administrative fees.