Terms and Conditions
Sleepover Rental Booking Agreement
1. Services
1.1 Services and Service Areas. Picnic Makers provides kids' sleepover party and related event services in Los Angeles, Malibu, Orange County, and other approved service areas. Service availability depends on the event location, date, accessibility, guest count, inventory, and requested services.
Sleepover packages may include themed tents, bedding, pillows, décor, lighting, trays, accessories, and optional add-ons as specified in your selected package or booking confirmation.
1.2 Styling and Item Substitutions. Our photos and examples represent the overall style of our sleepover experiences but do not guarantee identical tents, bedding, pillows, décor, lighting, colors, accessories, or other items.
Inventory may vary due to availability, condition, theme, event size, or operational needs. Picnic Makers may substitute items with reasonably comparable alternatives and make final styling and layout decisions to maintain the quality, appearance, and safety of the setup.
Fully custom styling or event design may require additional planning and fees.
1.3 Scheduled Setup Time and Access. The client must ensure that Picnic Makers has access to the event location at the scheduled setup time.
Delays caused by unavailable access, late arrival of the client or property representative, locked gates or doors, missing access codes, parking restrictions, or other client-controlled circumstances do not extend the scheduled setup time.
If our team is required to wait because access is not available as scheduled, additional waiting, labor, parking, or transportation charges may apply.
1.4 Setup Space Requirements. The client is responsible for providing a clean, dry, safe, and sufficiently clear indoor area for the confirmed sleepover setup.
The setup area should be cleared of unnecessary furniture, toys, personal belongings, fragile items, and other obstacles before our team arrives unless otherwise agreed in writing.
If the available space is materially smaller, inaccessible, unsafe, or different from what was communicated, Picnic Makers may modify the layout, reduce or rearrange setup elements, charge additional labor where appropriate, or decline to install equipment that cannot be safely accommodated.
Space limitations or conditions that were not disclosed in advance do not automatically qualify for a refund or price reduction.
1.5 Responsibility for the Setup. Once Picnic Makers completes the setup, the client is responsible for the reasonable care and protection of the setup and all Picnic Makers property until our team returns for pickup.
The client is responsible for loss, theft, misuse, unauthorized movement, excessive soiling, or damage occurring during this period.
1.6 Guest Count Changes. You may update your guest count up to 72 hours before the event. After that deadline, reductions in guest count will not reduce the reservation price because tents, bedding, décor, inventory, staffing, purchasing, and logistics may already have been finalized.
Requests to add guests after the deadline are subject to availability, sufficient setup space, inventory, and additional charges and are not guaranteed.
1.7 Add-Ons, Food, Décor, and Special Orders. Add-ons, décor, food, custom themes, and other optional services may generally be modified up to 24 hours before the event, subject to availability.
However, once an item or service has been ordered, purchased, prepared, scheduled, reserved, customized, or paid for specifically for your event, that cost becomes non-refundable and non-transferable, even if the standard modification deadline has not yet passed.
This may include food, desserts, custom décor, personalized items, rentals, staffing, labor, photography, entertainment, and third-party vendor services.
Requests for additional items after the modification deadline will be accommodated when possible and may involve additional charges.
1.8 Adult Supervision and Child Safety. Sleepover setups are rental and décor services only. A responsible adult must be present and responsible for supervising children at all times.
Picnic Makers staff do not provide childcare, overnight supervision, babysitting, monitoring, or responsibility for the conduct or safety of children after the setup is completed.
The client is responsible for determining whether the sleepover setup and activities are appropriate for each participating child.
1.9 Right to Refuse, Stop, or Modify Service. Picnic Makers may refuse, stop, or modify service when reasonably necessary because of unsafe conditions, abusive or threatening conduct, illegal activity, failure to make required payment, materially inaccurate booking information, unsafe or inaccessible setup conditions, insufficient setup space, or circumstances that could endanger clients, children, staff, vendors, or equipment.
1.10 Location Access and Setup Conditions. The client must provide complete and accurate information about the event location and access conditions, including the address, parking restrictions, stairs, elevators, gates, access codes, long walking distances, loading restrictions, and other conditions that may affect setup or pickup.
Parking fees, valet fees, entry fees, access fees, and similar charges are the client's responsibility unless otherwise agreed in writing.
If the actual access conditions are materially different from the information provided, Picnic Makers may charge additional transportation or labor fees, modify the setup, or decline to complete portions of the setup that cannot reasonably or safely be installed.
Delays caused by inaccurate or incomplete location information do not extend the scheduled setup time.
1.11 Accurate Information and Client Cooperation. The client is responsible for providing accurate booking information and responding to reasonable requests for information needed to prepare the event.
Picnic Makers is not responsible for delays, changes, additional costs, or inability to provide part of the service resulting from inaccurate, incomplete, or late information provided by the client.
2. Payment
2.1 Deposit and Final Payment. To secure your booking, a 50% non-refundable deposit is required. The remaining balance must be paid in full before the experience begins. For sleepover parties, payment must be made before our team arrives for setup.
If we do not receive payment, Picnic Makers may delay or refuse to begin setup or provide service. Any delay caused by late payment does not extend the scheduled setup time.
We accept payments via Stripe or PayPal, subject to a 3% card processing fee, or Zelle with no processing fee.
2.2 Non-Refundable Payments. All payments and deposits are non-refundable, except where otherwise expressly provided in these Terms.
Deposits and eligible payments may be transferred to a new event date only when rescheduling is permitted under Section 4. Any costs that are already non-refundable or non-transferable under these Terms remain so after rescheduling.
2.3 Sleepover Damage Deposit. A $100 refundable damage deposit is required for all sleepover parties and will be added to the final payment.
We refund the damage deposit within 1–3 days after pickup, subject to inspection of all tents, bedding, décor, lighting, accessories, and other rental items. The time required for the refund to appear in the client's account may depend on the payment provider or financial institution.
The damage deposit may be applied toward reasonable costs resulting from loss, theft, damage, excessive staining, excessive cleaning, missing items, misuse, or other damage beyond normal wear and tear.
If the cost of cleaning, repair, replacement, or recovery exceeds the $100 damage deposit, the client remains responsible for the remaining balance. Picnic Makers may issue an invoice for any additional amount due.
The $100 damage deposit does not limit the client's responsibility for actual damage, loss, cleaning, replacement, or recovery costs.
3. Identification and Verification
3.1 Identity Verification. Picnic Makers may require the person who made the reservation, or an authorized representative, to present a valid government-issued photo ID before or at the time of service.
We may use identification to verify that reservation information is accurate and to help prevent fraud, unauthorized bookings, or misrepresentation.
If we cannot reasonably verify the identity of the client or an authorized representative when required, Picnic Makers may delay or refuse service until the reservation can be verified. Any resulting delay does not extend the scheduled setup time.
4. Rescheduling, Cancellation & Refunds
4.1 Complimentary Rescheduling. A reservation may be rescheduled once at no additional rescheduling fee if the request is received at least 72 hours before the scheduled event.
The new event date must take place within 3 months of the original event date and is subject to availability.
If the rescheduled event involves a different guest count, theme, package, add-ons, services, vendor costs, location, or other pricing differences, the client is responsible for any additional charges.
4.2 Rescheduling Within 72 Hours. Requests to reschedule received less than 72 hours before the scheduled event are subject to a $150 rescheduling fee.
Any non-recoverable costs already incurred for the original event are non-refundable and non-transferable. These may include food, desserts, custom décor, personalized items, rentals, staffing, labor, preparation, photography, entertainment, or third-party vendor costs.
If additional costs are required to provide the same items or services on the new event date, those costs will be charged separately.
4.3 Last-Minute Bookings. Reservations booked within 72 hours of the scheduled event are considered last-minute bookings and are not eligible for complimentary rescheduling.
Rescheduling a last-minute booking is subject to the $150 rescheduling fee. If the client cancels instead, payments remain non-refundable under Section 4.5, and the client remains responsible for applicable non-recoverable costs.
4.4 Additional Reschedules. Only one complimentary reschedule is permitted.
Any additional reschedule is subject to availability and Picnic Makers' approval and will incur a $150 rescheduling fee, plus any additional costs resulting from the change.
A previously rescheduled event remains subject to all current pricing, availability, theme, inventory, vendor, location, and service requirements applicable to the new date.
4.5 Cancellations and Refunds. Except where otherwise expressly provided in these Terms, payments and deposits are non-refundable when the client cancels the event, decides not to proceed, changes their mind, or is unable to attend.
A cancellation does not eliminate the client's responsibility for any non-recoverable costs already incurred or amounts due for third-party vendors, photography, custom items, food, décor, staffing, labor, rentals, or other services specifically committed to the reservation.
4.6 How to Request a Change. For day-of coordination, please contact Picnic Makers by text or phone.
Requests involving rescheduling, cancellation, refunds, credits, or other policy-related changes must be submitted by email or text so that there is a written record of the request.
A request is not considered approved until Picnic Makers confirms the change in writing.
4.7 Photography and Third-Party Vendor Services. Once a photographer or third-party vendor is confirmed for your event, their date and time are reserved specifically for your booking.
Photography bookings may be rescheduled without an additional photography fee only when the change is requested more than 14 days before the event date and the photographer is available for the new date.
If the event is canceled or rescheduled less than 14 days before the event date, the photography fee becomes non-refundable and non-transferable. A new photography fee will be required if photography is requested for the new date.
Other third-party vendors may have separate cancellation, rescheduling, deposit, or minimum-notice requirements. The client is responsible for any non-refundable or non-transferable vendor costs resulting from a cancellation or reschedule.
5. Equipment and Use of Property
5.1 Sleepover Equipment. All tents, bedding, pillows, trays, lighting, décor, accessories, and other rental items remain the property of Picnic Makers at all times.
Equipment must remain at the event location until collected by Picnic Makers unless otherwise agreed in writing.
5.2 Safe Use. Sleepover tents and décor are intended for normal sleepover use only.
Children and guests must not climb, jump, hang from, stand on, lean heavily against, or otherwise misuse tents, frames, trays, lighting, decorative structures, or other equipment.
Equipment must not be dismantled, rearranged, moved to another room, taken outdoors, or altered without Picnic Makers' approval.
5.3 Food and Drinks Near Equipment. To reduce staining and damage, food and beverages should be kept away from tents, mattresses, bedding, pillows, rugs, and other fabric rental items whenever reasonably possible.
The client is responsible for stains, spills, food residue, chewing gum, cosmetics, paint, slime, markers, bodily fluids, or other substances requiring specialized cleaning or replacement.
5.4 Pets, Smoking, and Open Flames. Pets should be kept away from sleepover tents, bedding, and rental equipment unless Picnic Makers expressly agrees otherwise.
Smoking, vaping, candles, incense, sparklers, open flames, or other fire-producing items are not permitted inside or immediately around the sleepover setup.
5.5 Indoor Use. Sleepover tents, bedding, mattresses, rugs, lighting, and related equipment are intended for indoor use unless Picnic Makers expressly approves another arrangement in writing.
Equipment must not be exposed to rain, sprinklers, excessive moisture, wet floors, outdoor dirt, or other conditions that could damage the rental items.
5.6 Equipment Pickup and Return. All Picnic Makers equipment, tents, bedding, décor, lighting, accessories, and rental property must be available for our team to collect at the agreed pickup time.
The client is responsible for ensuring that Picnic Makers has reasonable access to the property and setup area at the scheduled pickup time.
A complaint, refund request, cancellation request, payment dispute, chargeback, or other disagreement does not give the client or any guest the right to retain, withhold, conceal, relocate, lock away, or prevent Picnic Makers from retrieving its property.
If the client or another person prevents or unreasonably delays the return or retrieval of Picnic Makers property, the client may be responsible for reasonable additional costs resulting from the failed or delayed pickup, including additional labor, transportation, parking, recovery, replacement, or other documented costs.
Picnic Makers retains ownership of its property at all times and may pursue available lawful remedies to recover property that is not returned or made available for collection.
6. Damage, Loss, and Cleaning
6.1 Responsibility for Damage and Loss. The client is responsible for loss, theft, damage, misuse, or excessive soiling of Picnic Makers property occurring between completion of setup and pickup, including damage caused by the client, guests, children, pets, or other persons at the event.
Normal wear and tear from proper use is not billable.
6.2 Condition Documentation. Picnic Makers may photograph or record the setup, equipment, and relevant event area before setup completion and at pickup to document inventory, condition, proper setup completion, damage, loss, or other issues.
These records may be used for quality assurance, internal documentation, insurance purposes, and the investigation or resolution of complaints, claims, payment disputes, or chargebacks.
6.3 Repair, Replacement, and Cleaning Charges. If Picnic Makers property is damaged, lost, stolen, excessively stained, excessively soiled, or otherwise returned in a condition beyond normal wear and tear, the client may be charged the reasonable cost of:
• professional or specialized cleaning;
• laundering or stain treatment beyond normal cleaning;
• repair;
• replacement;
• missing parts or accessories;
• recovery of missing property;
• additional pickup attempts or recovery trips caused by the client's failure or refusal to provide access; or
• other reasonable costs required to restore or replace the affected item.
When repair or cleaning is reasonably possible, Picnic Makers may charge that cost instead of full replacement. If an item cannot reasonably be restored for future use, the client may be charged the reasonable replacement cost.
6.4 Additional Charges and Invoices. The $100 damage deposit may be applied toward amounts owed under this section but does not limit the client's responsibility for costs exceeding the deposit amount.
If additional amounts are due, Picnic Makers may provide an invoice describing the applicable damage, loss, cleaning, repair, replacement, or recovery charges. Payment of any additional balance is due within 7 days of the invoice unless otherwise stated in writing.
6.5 Reporting Problems. If an item is damaged, lost, stained, wet, or involved in an incident during the event, please notify Picnic Makers as soon as reasonably possible. Prompt notice may help prevent additional damage or costs.
7. Photography, Documentation, and Marketing
7.1 Setup Documentation. Picnic Makers may photograph or record the setup, equipment, décor, relevant event area, and completed installation before, during, or after the event.
Picnic Makers may use these photos or recordings for quality assurance, proof of setup and service completion, inventory and condition documentation, staff or vendor accountability, internal training, insurance purposes, and the investigation or resolution of complaints, claims, payment disputes, chargebacks, or other disagreements.
Picnic Makers will make reasonable efforts to focus operational documentation on the setup, equipment, and relevant event area and not intentionally photograph unrelated private areas, personal documents, or sensitive personal information.
By booking with Picnic Makers and accepting these Terms, the client acknowledges and agrees that we may create and retain this operational documentation as part of our standard service procedures.
7.2 Marketing and Portfolio Use. Picnic Makers may use photographs or videos of our sleepover setups, décor, styling, equipment, and event locations for our portfolio, website, social media, advertising, promotional materials, and other business marketing purposes.
This may include content captured before guests arrive, after guests leave, or during the event when the focus is primarily on the setup or services provided by Picnic Makers.
7.3 Client Marketing Consent. By booking with Picnic Makers and accepting these Terms, the client grants Picnic Makers permission to use photographs and videos from the event that include the client for our portfolio, website, social media, advertising, promotional materials, and other business marketing purposes, unless the client opts out in writing before the event.
7.4 Children and Marketing. Picnic Makers may photograph the completed sleepover setup as part of its standard documentation. We will not intentionally use an identifiable child as the featured subject of public-facing advertising or promotional content without appropriate permission from a parent or legal guardian.
7.5 Opting Out of Marketing Use. If the client does not want photographs or videos that identify the client to be used for public-facing marketing, the client must notify Picnic Makers in writing before the event.
An opt-out request applies only to public-facing marketing use. It does not prevent Picnic Makers from photographing or recording the setup, equipment, relevant event area, or circumstances reasonably necessary for quality assurance, proof of service, inventory and condition documentation, safety, insurance, internal records, complaints, claims, chargebacks, or dispute resolution.
8. Food, Allergies, and Dietary Requirements
8.1 Food and Beverage Services. Picnic Makers or third-party vendors may prepare, purchase, deliver, or supply food, desserts, beverages, catering, and other consumable items when included or added to the reservation.
8.2 Food Allergies and Dietary Restrictions. The client is responsible for notifying Picnic Makers in writing of any known food allergies, dietary restrictions, or special food requirements before ordering or purchasing food for the event.
We will make reasonable efforts to communicate disclosed dietary requirements to applicable vendors; however, Picnic Makers cannot guarantee an allergen-free environment or that food has not come into contact with common allergens.
Food may be prepared in facilities that also handle ingredients such as nuts, peanuts, dairy, eggs, wheat, soy, sesame, seafood, or other allergens.
8.3 Client and Parent Responsibility. The client is responsible for communicating relevant food allergy and dietary information to parents, guardians, children, and other guests and for determining whether particular food or beverages are appropriate for participants.
9. Liability and Force Majeure
9.1 Sleepover and Event Risks. The client acknowledges that sleepover events, rentals, décor, tents, lighting, furniture, food service, and children's activities may involve ordinary risks associated with play, movement, sleeping arrangements, indoor environments, and guest conduct.
Clients, parents, guardians, and guests must use reasonable care and follow safety instructions provided by Picnic Makers.
9.2 Client, Parent, and Guest Responsibility. The client is responsible for the conduct and supervision of participating children and guests and for ensuring that Picnic Makers property and equipment are used appropriately.
Picnic Makers is not responsible for injury, loss, damage, fines, penalties, or other consequences resulting from:
• lack of appropriate adult supervision;
• the conduct or actions of children, guests, parents, or other persons;
• failure to follow reasonable safety instructions;
• climbing, jumping, rough play, or misuse of tents or equipment;
• movement, alteration, dismantling, or unauthorized use of Picnic Makers equipment;
• client-provided food, beverages, toys, games, decorations, equipment, or other items;
• pets interacting with the setup;
• inaccurate or incomplete information provided by the client; or
• conditions within the client's home, venue, or property outside Picnic Makers' reasonable control.
9.3 Personal Belongings and Third Parties. Clients and guests are responsible for their own personal belongings. Picnic Makers is not responsible for personal property that is lost, stolen, damaged, misplaced, or left behind during an event, except to the extent responsibility cannot legally be excluded.
Picnic Makers is not responsible for the actions or omissions of unrelated third parties or for circumstances outside our reasonable control at the event location.
9.4 Limitation of Liability. To the fullest extent permitted by law, Picnic Makers is not responsible for indirect, incidental, consequential, or special losses arising from an event, cancellation, delay, location issue, or interruption of service.
Nothing in these Terms excludes or limits liability where such liability cannot legally be excluded or limited.
9.5 Indemnification. To the fullest extent permitted by law, the client agrees to indemnify and hold Picnic Makers harmless from third-party claims, damages, losses, fines, costs, or liabilities arising from:
• the client's or guests' conduct;
• the client's breach of these Terms;
• damage to property caused by the client or guests;
• lack of required adult supervision;
• illegal or unauthorized activity at the event; or
• misuse of Picnic Makers equipment or services.
This provision does not apply to the extent a claim results from conduct for which Picnic Makers cannot lawfully disclaim responsibility.
9.6 Force Majeure and Events Beyond Our Control. Picnic Makers is not responsible for delay, interruption, modification, or inability to perform services caused by circumstances beyond our reasonable control.
These circumstances may include severe weather, natural disasters, wildfires, earthquakes, flooding, government restrictions, emergency orders, public safety incidents, road closures, utility failures, labor disruptions, civil disturbances, venue closures, or other emergencies or events we could not reasonably prevent.
When such circumstances prevent the event from proceeding as planned, Picnic Makers may modify the service, reschedule the event, or offer credit when reasonably possible and subject to availability.
A force majeure event does not automatically entitle the client to a cash refund. Any non-recoverable costs already incurred for staffing, rentals, food, vendors, custom décor, personalized items, or other event-specific expenses remain non-refundable and non-transferable unless Picnic Makers agrees otherwise in writing.
10. Agreement
10.1 Acceptance of Terms. By submitting a reservation, making a deposit or other payment, or otherwise confirming a Kids Sleepover booking with Picnic Makers, the client acknowledges that they have read, understood, and agree to these Terms and Conditions.
These Terms form part of the agreement between the client and Picnic Makers for the services included in the reservation.
10.2 Responsibility for Children and Guests. The person making the reservation is responsible for communicating relevant event rules, supervision requirements, safety requirements, equipment restrictions, and other applicable provisions of these Terms to parents, guardians, children, and guests when appropriate.
10.3 Booking on Behalf of Another Person. If a reservation is made on behalf of another person, company, or organization, the person making the reservation confirms that they are authorized to make the booking and agree to these Terms on behalf of the responsible booking party.
10.4 Electronic Acceptance. Electronic acceptance of these Terms, including acceptance through an online booking form, checkbox, payment page, email confirmation, or other electronic method, has the same effect as accepting them in writing.
11. Modifications
11.1 Updates to These Terms. Picnic Makers may update or revise these Terms and Conditions from time to time to reflect changes in our services, policies, pricing, operational practices, or legal requirements.
Unless otherwise required by law or expressly agreed in writing, updates to these Terms apply only to reservations made on or after the effective date of the revised Terms.
11.2 Terms Applicable to Existing Reservations. A reservation will generally remain subject to the version of the Terms and Conditions in effect when the reservation was made.
If Picnic Makers and the client later agree in writing to a material change to the reservation, reschedule, or other modification, any additional terms specifically agreed to in writing will apply to that change.
11.3 Current Version. The most current version of these Terms and Conditions will be available on the Picnic Makers website.
The “Last Updated” date shown below identifies the effective date of the current version.
11.4 Questions About These Terms. If you have questions about these Terms and Conditions, please contact Picnic Makers in writing at picnicmakers@gmail.com.
Last updated: September 24, 2026.