Event Requirements

Submitting a form, emailing, or discussing a date does not hold it. Dates remain available to others until a booking is confirmed.

A date is confirmed only when both of the following happen:

1. You accept the written proposal or event agreement we send you.
2. Any deposit specified in that proposal is received.

Scope, hours on site, staffing, included quantities, overage pricing, travel, and payment schedule are defined in your proposal. Where this page and your proposal differ, the proposal controls.

Pricing is built around an expected guest count and an included print quantity. Tell us if the field size changes. Larger fields may need additional staffing, equipment, or hours, and printing beyond the included quantity is billed as set out in the proposal. On-site printing is a live experience with a real throughput limit, so quantity and hours are planned together.

Please arrange the following with your venue in advance:

• Permission for an outside vendor to operate on the property.
• Load-in access, arrival window, parking, and a contact on site the day of.
• A level space for our setup, typically a tent footprint or comparable indoor area, with at least one table where needed.
• Reliable power at the activation location. Generator use must be approved by the venue.
• Wi-Fi or dependable mobile signal where the activation runs.
• Any certificates, permits, or vendor paperwork the venue requires.

Event and sponsor artwork must be approved before the event, following Artwork & Proofs. We will confirm a deadline for final files and approvals in your proposal. Late artwork may reduce the design options available on site.

We travel for events. Mileage, lodging, flights, equipment transport, and related travel costs are quoted in your proposal based on the venue location and schedule.

Our equipment needs protection from rain, standing water, high wind, and temperature extremes. Please identify a covered or indoor backup location when you book. If no safe setup is possible, we will work with you to adjust the format, shorten hours, or reschedule where the proposal allows.

Requests to change the date, venue, hours, or scope should come to us as early as possible; we will accommodate them when our calendar and suppliers allow. Deposit treatment, cancellation windows, rescheduling terms, and any nonrefundable costs already incurred — including travel arrangements and produced inventory — are set out in your proposal.

To start a conversation, use our contact form or call (586) 741-3901.