Birthday Party Host Agreement, Policies, Assumption of Risk & Release
Please review this agreement carefully before submitting your birthday party reservation. By signing or electronically submitting this agreement, the party host acknowledges and agrees to the following terms.
1. RESERVATION & NON-REFUNDABLE DEPOSIT
A $150 non-refundable deposit is required to secure the requested party date and time. Submission of this agreement alone does not reserve a date. A reservation is considered confirmed only after Collective Dance has received the completed agreement and required deposit. Any remaining balance must be paid according to the payment terms provided by Collective Dance.
2. CANCELLATION & RESCHEDULING
All deposits are non-refundable. If the party host cancels the event, the deposit and any payments previously made will be forfeited. If the party host requests to postpone or reschedule the event, Collective Dance may, at its sole discretion, permit the deposit to be transferred to another available date. Rescheduling is subject to studio and staff availability and is not guaranteed. If Collective Dance must cancel an event and cannot reasonably offer an alternative date, amounts paid for the canceled event will be refunded.
3. PARTY TIMES, SETUP & STUDIO ACCESS
A Collective Dance party lead will arrive at least 30 minutes prior to the scheduled party start time to prepare for the event.
4. FOOD, DECORATIONS & PARTY SUPPLIES
All decorations and outside items must be appropriate for the studio and may not damage floors, walls, mirrors, furniture, fixtures, equipment, or other Collective Dance property. Collective Dance reserves the right to prohibit or remove any decoration, equipment, food item, activity, or other item that staff reasonably determines presents a safety concern, interferes with studio operations, or creates a risk of property damage.
5. FOOD ALLERGIES & OUTSIDE FOOD
The party host is responsible for determining whether invited guests have food allergies, dietary restrictions, or other food-related considerations and for selecting and providing food accordingly. Collective Dance does not prepare, inspect, control, or guarantee the safety or allergen content of food or beverages brought into the facility by the host, guests, restaurants, caterers, delivery services, or other outside parties.
6. PHYSICAL ACTIVITIES & ASSUMPTION OF RISK
Birthday celebrations at Collective Dance may include dance instruction, stretching, movement, jumping, turning, balancing, games, group activities, use of dance floors and studio spaces, and other age-appropriate recreational and physical activities. The undersigned understands and acknowledges that participation in physical and recreational activities involves inherent and ordinary risks. These risks may include, but are not limited to, slips, trips, falls, loss of balance, accidental contact or collisions with other participants, and injuries associated with physical movement or recreational activity. The undersigned voluntarily assumes the inherent and ordinary risks reasonably associated with participation in the activities offered during the event and use of the Collective Dance facility.
7. PARTICIPANT HEALTH & ABILITY TO PARTICIPATE
Parents and legal guardians are responsible for determining whether their child is physically able to participate in party activities. Collective Dance should be informed before participation of any restriction or accommodation that staff reasonably needs to know in order to conduct activities safely. Collective Dance reserves the right to modify or restrict participation when staff reasonably determines that doing so is necessary for participant safety.
8. SAFETY RULES & PARTICIPANT CONDUCT
All participants and guests must comply with instructions from Collective Dance staff. Unsafe or disruptive conduct is prohibited, including unauthorized use of equipment, entering restricted areas, climbing on furniture or equipment, or intentionally interfering with another participant. Collective Dance reserves the right to stop an activity or restrict or discontinue an individual’s participation when staff reasonably believes the conduct presents a safety risk, is substantially disruptive, or threatens another person or studio property.
Serious or repeated violations may result in removal from the activity or event without refund.
9. RESPONSIBILITY FOR INVITED GUESTS
The party host is responsible for communicating applicable Collective Dance birthday party rules, facility policies, and behavioral expectations to invited guests and their parents or legal guardians.
The host agrees to reasonably cooperate with Collective Dance staff in maintaining an orderly and safe event.
When Collective Dance requires an individual participant waiver or acknowledgment, the child’s parent or legal guardian must complete the required documentation before the child participates.
10. RELEASE OF LIABILITY
PLEASE READ THIS SECTION CAREFULLY. IT AFFECTS LEGAL RIGHTS.
To the fullest extent permitted by Illinois law, the undersigned voluntarily assumes the inherent and ordinary risks reasonably associated with the activities described in this agreement.
To the fullest extent permitted by applicable law, the undersigned agrees to release and hold harmless Collective Dance and its owners, officers, employees, instructors, independent contractors, agents, and authorized representativesfrom claims arising from the inherent and ordinary risks reasonably associated with participation in the birthday party activities described above and use of the facility.
This release is intended to apply only to the fullest extent permitted by applicable Illinois law.
Nothing in this agreement is intended to release, waive, limit, or exclude liability that cannot lawfully be released, waived, limited, or excluded under Illinois law.
11. PERSONAL PROPERTY
Collective Dance is not responsible for personal property that is lost, stolen, forgotten, misplaced, or damaged during the event, except to the extent responsibility cannot legally be excluded. The host and guests are responsible for removing their belongings at the conclusion of the event.
12. DAMAGE TO COLLECTIVE DANCE PROPERTY
The party host accepts financial responsibility for physical damage to Collective Dance property caused by the host or the host’s invited guests beyond ordinary wear and tear.
This may include damage to:
Dance floors
Mirrors
Walls and doors
Furniture
Fixtures
Equipment
Technology
Restrooms
Decorations or displays
Other studio property
The host agrees to reimburse Collective Dance for reasonable documented cleaning, repair, or replacement expenses resulting from such damage.
13. EMERGENCIES
In the event of an emergency, Collective Dance staff may take reasonable steps necessary to protect the immediate health and safety of participants, including contacting the participant’s parent or guardian and requesting emergency medical assistance when reasonably necessary.
The party host agrees to provide accurate emergency contact information.
14. PHOTOGRAPHY & RECORDING
Parents and guests are responsible for their own photography and recording during the event.
Photography and recording may not interfere with activities, create a safety hazard, or violate instructions provided by Collective Dance staff.
The party host is responsible for communicating with guests regarding photography preferences within the party group.
This provision does not constitute permission for Collective Dance to use a child’s image for advertising or promotional purposes. Any such use will be governed by Collective Dance’s applicable photo/media authorization.
15. THIRD-PARTY VENDORS & OUTSIDE SERVICES
Any caterer, entertainer, decorator, delivery service, photographer, or other outside vendor brought into the facility by the party host remains an independent third party and is not an employee or agent of Collective Dance. The party host is responsible for ensuring that outside vendors comply with applicable studio rules. Collective Dance reserves the right to prohibit an outside vendor or activity that creates an unreasonable safety, operational, or property risk.
16. COMPLIANCE WITH STUDIO POLICIES
The host and guests agree to comply with reasonable Collective Dance facility and safety policies in effect at the time of the event. Collective Dance reserves the right to modify, stop, or substitute an activity when reasonably necessary because of participant safety, facility conditions, staffing, equipment, or circumstances beyond the studio’s reasonable control.
17. ILLINOIS LAW & SEVERABILITY
This agreement shall be interpreted in accordance with the laws of the State of Illinois. If a provision of this agreement is determined by a court of competent jurisdiction to be invalid or unenforceable, that determination shall not automatically invalidate the remaining provisions. The remaining provisions shall continue to apply to the fullest extent permitted by law.
18. ENTIRE AGREEMENT
This agreement contains the terms applicable to the birthday party reservation unless Collective Dance agrees to a modification in writing. No verbal statement, representation, or exception modifies these terms unless confirmed in writing by Collective Dance.
19. ACKNOWLEDGMENT & ELECTRONIC ACCEPTANCE
By signing or electronically submitting this agreement, I acknowledge that:
I have carefully read and understand this Birthday Party Host Agreement.
I understand the deposit, payment, cancellation, rescheduling, facility, safety, food, property damage, and guest policies.
I understand that birthday party activities may involve physical and recreational activity and that participation involves inherent and ordinary risks.
I understand that I am responsible for communicating applicable studio rules and expectations to my invited guests.
I understand that I am not authorized by this agreement to waive another parent’s or legal guardian’s rights on behalf of their child.
I understand that Collective Dance may require the parent or legal guardian of each participating minor to complete a separate participant waiver or acknowledgment.
I understand that no agreement can waive rights or liabilities that Illinois law does not permit to be waived.
I voluntarily agree to the terms contained in this agreement.
BY CLICKING “SUBMIT,” I ACKNOWLEDGE THAT I HAVE READ, UNDERSTAND, AND AGREE TO THE TERMS AND CONDITIONS OF THIS COLLECTIVE DANCE BIRTHDAY PARTY HOST AGREEMENT.