Booking & Reservation

A signed agreement and a non-refundable deposit of 25% is required to secure your event date. Your reservation is not confirmed until the deposit has been received.

​

Final Payment

The remaining balance is due 7 days prior to the event date unless otherwise agreed in writing.

Bookings made within seven days of the event require payment in full at the time of booking.

​

Final Guest Count

The final participant count must be confirmed 7 days before the event.

This number will be used to prepare materials and determine final billing.

Additional participants may be accommodated based on material availability and will be billed accordingly.

​

Cancellations

Deposits are non-refundable.

• More than 30 days before the event:
  Deposit may be applied toward one future event within six months.

• Less than 30 days:
  Deposit is forfeited due to preparation and material costs.

 

Rescheduling

One complimentary reschedule is permitted with at least 14 days' notice, subject to availability.

Additional reschedules may incur an administrative fee.

 

Venue Requirements

The host agrees to provide:

• Tables and chairs for all participants

• Adequate lighting

• Access to electrical outlets (if needed)

• Indoor or covered outdoor space in case of inclement weather

• A clean workspace for guests

 

Setup & Cleanup

Phie & Kai will arrive approximately 45–60 minutes before the scheduled start time for setup.

Cleanup is included following the workshop.

 

Travel

Travel within 20 miles of Long Island is included.

Additional travel fees may apply for events outside the service area.

​

Photography & Social Media

By booking a Phie & Kai Creative Experience, the host grants permission for Phie & Kai to capture photographs and short video clips of the event for promotional and marketing purposes.

If the host or organization prefers that no photography or videography be taken, or if specific participants should not be photographed, this request must be communicated in writing prior to the event. We will gladly honor those preferences.

 

Participant Responsibility

Our workshops are beginner-friendly.

Participants are expected to use tools responsibly and follow all safety instructions provided during the workshop.

 

Damages

The client is responsible for any intentional damage to Phie & Kai equipment or tools caused by attendees.

 

Liability

Phie & Kai Creative Experiences is not responsible for injuries, accidents, or loss of personal belongings that occur during the event, except where caused by our own negligence.

 

Force Majeure

Neither party shall be liable for delays or cancellations caused by circumstances beyond reasonable control, including severe weather, natural disasters, government restrictions, or other unforeseen emergencies.

 

We'd Love to Partner With You

Our goal is to provide a seamless, engaging experience that allows you to enjoy your event while we handle the creative details. If you have any questions before booking, we're happy to help.

​

Minimum Booking Requirement

A minimum booking of 10 participants or the equivalent minimum event investment is required for all Phie & Kai Creative Experiences. If the final guest count falls below the minimum, the minimum event investment will still apply.

​

Overtime

Your workshop includes the agreed-upon experience time outlined in your booking confirmation.

If the event extends beyond the scheduled end time due to delays not caused by Phie & Kai Creative Experiences, additional time will be billed at $150 per hour, billed in 30-minute increments.

​

Late Start Policy

To ensure the best experience for all participants, workshops begin at the scheduled start time.

If the event begins late due to circumstances beyond the control of Phie & Kai Creative Experiences (including late guest arrival, venue access delays, or host scheduling changes), the workshop will still conclude at the originally scheduled end time unless additional time is available and approved. Any approved extension will be subject to the overtime fee.

​

Children & Youth Participation

Our workshops are designed for participants ages 13 and older.

Participants under the age of 18 must be supervised by a responsible adult or designated group leader throughout the workshop. The host organization is responsible for ensuring appropriate supervision of all minors.

​

Intellectual Property

All workshop concepts, instructional materials, templates, designs, written content, photographs, branding, and creative processes developed by Phie & Kai Creative Experiences remain the intellectual property of Phie & Kai.

These materials may not be reproduced, copied, distributed, taught, or used for commercial purposes without prior written permission.

​

Accessibility & Accommodations

Phie & Kai Creative Experiences is committed to creating welcoming and inclusive experiences.

To help us prepare appropriately, we ask that hosts notify us in advance of any participants who may require accessibility accommodations or modifications to fully participate in the workshop. While we will make reasonable efforts to accommodate participant needs, advance notice allows us to provide the best possible experience.

​

Weather Policy 

For outdoor events, the host is responsible for providing a suitable indoor or covered backup location in the event of rain, excessive heat, high winds, or other unsafe weather conditions.

If weather conditions make travel or the event unsafe, both parties will work together to reschedule the experience to a mutually agreed-upon date.

​

Host Responsibilities 

The host is responsible for providing:

• Adequate tables and seating for all participants

• A clean, safe, and suitable event space

• Access to restrooms for participants

• Access to electrical outlets if requested in advance

• Adequate lighting for the workshop

• Any required venue permissions or approvals