Event Policies

MixMatched Creations

These policies apply to all instructor-led events and experiences provided by MixMatched Creations, including events for businesses, schools, colleges and universities, organizations, nonprofits, fundraisers, private groups, and other clients.

These policies provide general terms for our events. Your quote and signed event agreement will include details specific to your booking. If there is a difference between these policies and your signed agreement, the signed agreement will apply.

Quotes & Event Availability

Quotes

Quotes are based on your event details, including date, location, attendance, selected experience, customization, and event requirements. Additional venue or event information may be requested when needed.

Quotes are valid for 30 days unless otherwise stated. Pricing may be revised if event details change or the quote expires.

Reserving Your Date

Submitting an inquiry or receiving a quote does not reserve your date.

Your date is reserved only after:

Event details and pricing are approved
The event agreement is signed
The 50% nonrefundable retainer is received
Any required venue or purchasing documentation is completed

Until these requirements are completed, dates remain available to other clients.

Group Event Minimum

A 15-participant minimum applies to instructor-led events unless otherwise stated.

Groups with fewer than 15 participants are welcome to book but will be charged the equivalent of 15 participants at the per-person rate for their selected project or experience.

This minimum applies to corporate and business events, schools, colleges and universities, organizations, nonprofits, fundraisers, and other private group bookings.

Any different minimums or requirements for custom or specialty events will be clearly stated in your quote before booking.

Event Contact

The client must designate one authorized event contact responsible for approvals, participant counts, event changes, and communication with MixMatched Creations.

Payment Terms

Retainer

A 50% nonrefundable retainer is required to reserve your event date.

Final Payment

Final attendance and the remaining balance are due 14 days before the event, unless otherwise stated in your signed agreement.

Events must be paid in full by the required deadline.

Additional Charges

Any approved costs outside the original quote, including travel, venue-related expenses, additional time or staffing, customization, premium materials, shipping, or other event-specific expenses, are the client's responsibility.

Purchase Orders & Alternate Payment Arrangements

Purchase orders, vendor systems, or internal approval processes do not automatically change payment deadlines.

Any alternate payment arrangement must be approved in writing before booking.

Final Attendance

Final participant count is due 14 days before the event and cannot be reduced after submission. No refunds or credits are provided for absences, late arrivals, incomplete waivers, or participants unable to participate.

Additional participants may be added when materials, staffing, venue capacity, and preparation time allow. Late additions are not guaranteed.

Event Length & Timing

Instructor-led events have a two-hour minimum unless otherwise stated. Additional time starts at $150 per 30 minutes and must be approved in advance.

Setup and cleanup are outside the scheduled event time. Client or venue-related delays may reduce activity time without reducing the event price.

Cancellation

More than 14 days before the event: The 50% retainer is nonrefundable. Additional payments may be refunded minus materials, customization, travel, staffing, or other nonrecoverable expenses.

14 days or fewer before the event: The full balance is due and all payments are nonrefundable.

Cancellations must be submitted in writing by the authorized event contact.

Rescheduling

Rescheduling is subject to availability. Requests made more than 14 days before the event may be considered for one date change, generally within six months.

The client remains responsible for nonrecoverable costs and any applicable rescheduling fees.

Requests made within 14 days may be treated as a cancellation unless otherwise approved in writing.

Weather & Unexpected Circumstances

If severe weather, unsafe travel, venue closure, utility failure, illness, emergency, or circumstances outside either party's reasonable control prevent the event, MixMatched Creations will work with the client to reschedule when reasonably possible.

Payments may be transferred to the new date minus nonrecoverable expenses. MixMatched Creations may postpone, delay, or modify an event when conditions are unsafe.

Venue Requirements

The client is responsible for providing a safe and appropriate venue with adequate tables, chairs, workspace, lighting, restrooms, parking/loading access, and electrical access or running water when required.

The client is responsible for obtaining venue approval and providing accurate access, parking, security, and facility information.

MixMatched Creations may modify or delay an activity if the setup is unsafe or unsuitable.

Venue & Purchasing Requirements

Vendor registration, purchase orders, tax-exemption documents, insurance requirements, background checks, security requirements, permits, or other venue documentation must be disclosed during booking and provided at least 21 days before the event when required.

Related third-party or venue fees are the client's responsibility.

Events With Minors

Children and minors must remain under the supervision of the client, school, organization, parent, guardian, or other responsible adult.

MixMatched Creations instructors are responsible for providing the scheduled activity and instruction and are not responsible for childcare or general supervision of minors.

Age restrictions, waivers, or additional safety requirements may apply to certain activities.

Food, Alcohol & Safety

Food and beverages are permitted when allowed by the venue but must remain safely separated from art materials and equipment.

Participants who appear impaired or cannot safely follow instructions may be prevented from using tools or participating. No refund or credit will be provided when participation is stopped for safety reasons.

Wood-Burning Safety

Participants using wood-burning tools must attend the safety demonstration, follow instructor directions, and use all equipment safely.

A required waiver must be completed at least 48 hours before the event. Participants without a completed waiver cannot use a heated tool and will not receive a refund or credit.

MixMatched Creations may remove equipment or stop participation when tools are being used unsafely.

Electrical Requirements

For wood-burning events, the client or venue must provide accurate information about available outlets, circuits, room layout, and electrical restrictions.

MixMatched Creations will determine how many tools can safely operate at once and may require rotating groups when electrical capacity is limited.

Large Groups & Rotating Events

Large groups may be divided into rotations based on venue capacity, electrical availability, selected activities, or safety requirements.

Rotating events may require additional time, instructors, materials, workspace, or fees, which will be included in the quote.

Staffing

Standard event pricing generally includes one instructor or facilitator for up to 25 participants.

Additional facilitators start at $225 each and may be required based on group size, project complexity, venue layout, safety, or event format. Required staffing will be included in the quote.

Participant Conduct

Participants must follow instructor directions, safety requirements, and venue rules.

MixMatched Creations may pause or end an activity or prevent an individual from participating because of unsafe, disruptive, harassing, or damaging behavior. No refund or credit will be provided in these situations.

Damage to Property or Equipment

Participants must use all tools, materials, and equipment as instructed.

The client may be responsible for damage caused by participants, misuse of MixMatched Creations equipment, unsafe or undisclosed venue conditions, or failure to follow setup and safety requirements.

The client may be charged for MixMatched Creations equipment that is intentionally damaged, misused, or not returned.

MixMatched Creations remains responsible for damage caused by its own negligence as required by applicable law.

Accessibility & Accommodations

Please disclose accessibility or accommodation needs during event planning. MixMatched Creations will make reasonable efforts to modify instruction or participation when possible and safe.

The client and venue are responsible for accessibility features controlled by the event location.

Allergies & Sensitivities

Projects may involve paint, wood, sawdust, adhesives, glass, slate, metal, natural materials, fragrances, or other art supplies.

Relevant allergies, sensitivities, or safety needs should be disclosed before the event. MixMatched Creations cannot guarantee an allergen-free environment.

Project & Material Variations

Project photos are examples. Natural materials, handmade elements, colors, shapes, and supplier inventory may vary and are not considered defects.

Comparable materials may be substituted when necessary. Significant changes will be discussed with the client when reasonably possible.

Custom Designs & Logos

Clients must have permission to use any logos, trademarks, images, names, or other materials provided to MixMatched Creations.

The client is responsible for approving spelling, names, dates, colors, wording, logos, and design details before production. MixMatched Creations is not responsible for errors in client-provided or approved information.

Changes requested after approval may result in additional charges or affect the event timeline.

Pre-Engraving & Personalization

Selected projects may be pre-engraved with logos, names, dates, custom wording, or designs when available.

All personalization details must be submitted by the required deadline. Late changes, corrections, or additions are subject to availability and may result in additional charges.

Because wood is a natural material, engraving and wood-burning color and appearance may vary.

Team Challenges & Competitions

Challenge rules, timing, scoring, and judging will be explained during the event. Because creative judging is subjective, all judging decisions are final.

Activities are designed for entertainment, teamwork, communication, and engagement and should not be used as professional or workplace assessments.

Collaborative Artwork & Keepsakes

Collaborative artwork reflects each participant's individual contribution, so variations in color, placement, fingerprints, signatures, and creative choices are part of the finished piece and are not considered defects.

The client is responsible for display, mounting, and installation unless installation services are specifically included in the event agreement.

Finished Projects

Participants are responsible for handling, transporting, and removing their finished projects after the event.

Some projects may require additional drying, curing, or careful handling. MixMatched Creations will provide instructions when needed but is not responsible for damage after projects are handed over.

Items left behind are not guaranteed to be stored, delivered, or shipped.

Photography, Confidentiality & Branding

MixMatched Creations may photograph event setups, activities, or finished projects for website, portfolio, or social media use with permission.

Any photography, confidentiality, security, or media restrictions must be disclosed before the event. Confidential, proprietary, or restricted information will not intentionally be photographed or published.

Travel & Venue Expenses

Travel within 30 miles of Columbia, New Jersey is included. Additional travel fees are based on one-way distance:

31–50 miles: $75
51–75 miles: $150
76–100 miles: $250
More than 100 miles: Custom quote

Parking, tolls, accommodations, venue fees, additional vehicles, or special travel requirements are additional when applicable.

Rush Preparation

Events booked fewer than 21 days in advance may be accepted at the sole discretion of the owner of MixMatched Creations, based on the size and complexity of the event, availability, materials, staffing, customization, and preparation time.

A rush-preparation fee may apply, and some custom or personalized options may not be available.

Reasonable Event Adjustments

MixMatched Creations may make reasonable adjustments to materials, equipment, staffing, setup, timing, or event format when necessary for safety or successful event operation.

Any significant changes affecting the client's event or pricing will be communicated when reasonably possible.

Satisfaction & Concerns

Please report concerns as soon as possible during the event so we can attempt to resolve them.

Post-event concerns must be submitted within 48 hours to mixmatchedcreations@gmail.com. Concerns do not automatically qualify for a refund; resolutions are determined based on the circumstances and event agreement.

Policy Changes & Acceptance

Policies may be updated periodically. The policies and signed agreement in effect at the time of booking apply to your event.

By signing the event agreement and paying the retainer, the client accepts all applicable event terms and policies.

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