Private Party Expanded Package Terms & Conditions
Please review the below Terms & Conditions before continuing your registration. All clients will be required to accept the below conditions upon finalizing your rental.
1. ENTRANCE:
All party guests must enter through the back entrance on Lee Street off of Thompson (1241 N. Lee St.). Guests who try to enter through the Front Street entrance will be directed around back to sign a liability and photo waiver and receive a sticker. Please clearly communicate this to your guests. During private parties the front entrance will be locked for safety purposes.
2. PARTY TIMELINE:
You must arrive 30 minutes prior to the party start time so staff have appropriate time to assist you in loading in and setting up food and drinks. Only the party host and close family and friend should be present for set up/ clean up. Party guests should arrive and leave within the designated 2 hour party time slot, either 1-3pm or 4:30-6:30pm. We cannot accommodate an earlier arrival time unless coordinated in advance.
PlayArts is open to the public for Open-Play. Open-Play is from 9am to 1 pm. Party guests should not arrive before 1pm.
There is no Playspace usage for the last half hour of your rental period. Unless extra time is purchased, your party package gives your guests access to our facility for two hours. You may access the party room that entire time, however access to the Playspace is limited to the first 1.5 hours of your rental period. The last 30 minutes of the party, guests will be ushered into the party room for cake. This is the cue that it is time to begin wrapping up.
Please note: Your party assistant(s) will help facilitate the transition to the party room and give you a time check-in approximately 10-15 minutes before your party time is up.
We cannot accommodate additional time for our daytime (1:00pm-3:00pm) parties. Additional time can only be purchased for our private evening (4:30pm-6:30pm) events.
A $50 charge may be added for every 15 minutes guests stay beyond rental agreement. Please be mindful of time and help us ensure that party guests leave by the end of your rental slot so that our staff can prepare for the next party or leave on schedule. If you are concerned that the allotted time is too short, please inquire in advance about purchasing extra time.
You are allotted 30 minutes after agreed upon party time to load out. The host is not required to do any cleaning. Cleanup of the room will begin promptly at the end of your time slot. Should you need additional hours to set up and/or breakdown, you must get permission beforehand from PlayArts staff. If approved, a fee will be added to your total cost. Please note, adding extra setup time does change the start time of your party. Additional time requests made less than a week in advance are not guaranteed for approval. We CANNOT accommodate additional time requests on the DAY OF the party.
3. GUEST COUNT:
Guest Count is based on the amount of people we can safely and comfortably accommodate in the Playspace and Party Room at one time. This is also based on the amenities and scheduled staff onsite during your event. If you feel as though your guest count may exceed the maximum numbers, please contact your event coordinator to discuss. This may require additional staff, materials, and clean up which will result in additional fees.
Option 1 Package: (1pm - 3pm) 25 children, 50 adults
Option 2 Package: (4:30pm - 6:30pm) 25 children, 50 adults
*We count ages 0-12 as children and 13+ as adults. Please note that children that are not yet walking/require the assistance of a caregiver to play will NOT be included in the total guest count.
We cannot accommodate extra guests beyond the above listed numbers unless arranged in advance.You may have up to 10 people over the 75 person limit for an additional charge of $10 per person. In instances of fire code capacity, we reserve the right to deny entry to party guests beyond the agreed upon numbers.
4. PAYMENTS:
Credit card payments only. To hold your date, we require a $400 nonrefundable deposit that will be applied towards your total party cost. Final payment will be processed on-site after the party’s completion. Any additional items purchased after the initial deposit will be added to the remaining balance and collected upon completion of the party. Gift Certificates/Account Credit cannot be used to pay a deposit; however they can be applied towards the remaining balance.*Gratuities for our staff are always appreciated.
5. CANCELLATION POLICY:
A refund of 50% of the deposit cost will be given for cancellations made 30 days or more before the party date. A refund of 25% of the deposit cost will be given for cancellations made 15 days or more before the party date. PlayArts cannot issue refunds for no-shows or late cancellations. No-shows are subject to be charged in full.
Inclement Weather or Unsafe Conditions Policy: Parties will be canceled due to inclement weather or other unsafe conditions ONLY if the facility is closed, or if the local government declares an emergency status is in effect for the location of the event. If the facility is open but weather conditions (whether forecasted or actualized) prohibit you from traveling, PlayArts cannot refund your deposit or remaining balance.
6.GENERAL POLICIES
a. There are no shoes allowed in the Playspace. Please communicate this policy to your guests in advance so that they are prepared. Socks are not required. Shoe coverings are available upon request. Playspace guests may choose to wear socks or go barefoot in the playspace.
b. Drop-off parties are not allowed. Children must be supervised by a parent or guardian at all times. Parents/guardians are responsible for their children while at PlayArts.
c. No food is allowed in the Playspace. Outside food and beverages are permitted, including alcohol. During private party rentals, food and drinks are allowed on the mezzanine and in the party room. Drinks may be brought into the Playspace if they are held by an adult at all times (no red wine on Playspace floor).
d. Outside decorations require prior approval. Outside decorations are welcome. Please let us know what you plan on bringing in advance. If you are planning on hiring a professional decorator, please contact us in advance. We may require a meeting with a party assistant. Depending on the extent of customized decor you may be subject to a fee of up to $100. This fee includes planning, meeting, setup and breakdown hours for PlayArts Staff. Please contact playartsevents@gmail.com to discuss outside decorations.
e. Balloons and helium tanks cannot be left at PlayArts. Balloons left at PlayArts will result in an additional charge of $50. Hosts are responsible for taking balloons back with them or popping all balloons before their departure. Balloons MUST be popped directly into the trash to avoid messy clean-up.
f. Outside performers require prior approval. If an outside artist or performer is hired for your party, please let us know in advance. Performances including live animals are not allowed. We request that there are no bubbles, confetti, or other potentially wet, sticky or otherwise messy components to any performances. These need to be kept to the backspace and we must be notified of specifics in order to make arrangements to cover the floor if necessary. A clean up fee may be applied.
g. Solid alcohol (Sterno) heating of food is not permitted. Please be aware and make food accommodations that do not require on site heating.
h. Confetti, pinatas, smoke bombs, and otherwise damaging activities are prohibited. Outside decorations and activities must be communicated to us in advance. For the safety of our staff and guests, we do not allow any decorations to be hung from the ceiling.- please email playartsevents@gmail.com before the party for approval.
i. Any damages caused during your party rental are the responsibility of the party host. PlayArts reserves the right to charge the host for replacements or repairs to damaged items. We strongly suggest against bringing red wine.
updated 10/1/23