Squeals on Wheels Terms of Service Agreement

SHADE FOR ANIMALS, GUESTS, AND STAFF

Squeals on Wheels staff and animals need to be in a shaded area at all times during the event. Shade can come in the form of trees and natural coverage, tents, pavilions, or other covered spaces.

ARRIVAL AND SETUP

Squeals on Wheels staff will arrive at least 20-30 minutes before our scheduled “start time” to greet and set-up. Please consult with us if you believe we may need to arrive earlier. If you are expecting our staff to arrive more than 30 minutes before the start of your event, we may require you to add a 1/2 hour to your event.

STAIRS, Elevator, OR LONG DISTANCES BETWEEN UNLOADING AND SETUP AREAS

Multiple stairs, elevators, or a long distance (50+ yards) between unloading and setup may require more scheduled time. We can consult on the best option in advance of the event if the event location involves stairs or will require carrying supplies and animals a far distance. Such instances may incur a surcharge if setup will take more time than what we normally schedule for this task. We need to ensure we have enough time to set up and pack up to allow us to remain on schedule. Help is always appreciated for longer distances!

PARKING

The Squeals on Wheels staff members need to make several trips to and from their vehicle to set-up at the venue. Please save a parking spot(s) within 50 yards of the setup area for staff vehicles so that they may be on time to the event. The closer the better! Keep in mind, if the parking is more than 50 yards, that time may cut into your event time.

PARKING FEES

Any parking fees incurred by Squeals on Wheels staff members must be fully validated and/or reimbursed by the client.

PERMITS & LICENSES (for parks,etc.)

If a customer fails to check ordinances or obtain the proper paperwork such that services are unable to be rendered after Squeals on Wheels staff and animals arrive, this will result in a non-refundable forfeiture of all fees. If the customer must cancel due to ordinance, the customer shall assume all costs for any and all permits and or licenses required by local or building ordinance. Our cancellation policy applies if a client fails to check ordinances or obtain the proper paperwork such that services are unable to be rendered.

Washington D.C. PERMITS & LICENSES

Events in D.C. require a “special event application” and “event vendor application” to be submitted to DC Health, in addition to a Certificate of Insurance and a Certificate of Veterinary Health. This requires us to have a veterinarian visit our farm before every event for the DC Health application. Due to the added administrative work and the veterinary cost, all events in Washington DC are subject to a fee of $175 in addition to the package cost and mileage.

Cancellation/Rescheduling fees for events in D.C. will be charged to card on file:

Cancellations after booking - $175 fee to cover the cost of permits/vet visits necessary to enter DC that we applied for upon booking.

Cancellations within 7 days - $175 fee + 20% of event cost

Cancellations within 48 hours - $175 fee + 50% of event cost

Rescheduling an event after booking - $50 fee

Rescheduling within 48 hours - $50 fee + 15% of event cost

(FOR EVENTS IN MD AND VA, SEE CANCELLATION POLICIES BELOW)

INSURANCE

Squeals on Wheels LLC carries General Liability Insurance, Occupational Hazard Insurance, and Private and Non-Owned Automobile Liability Insurance. Companies or locations can be listed as “certificate holders” or added to insurance policies upon request for a $10 administrative fee.

PAYMENT/CC ON FILE

The credit card authorization form above must be completed and sent back within 48 hours of receipt to guarantee the continued holding of your time slot.  We will reach out if we do not receive it within that period, but will not continue to guarantee your time slot if the completed credit card authorization form is not completed within 48 hours.  We will call 1 – 2 business days before your event to confirm the final details and at that point, the card on file will be charged and an emailed receipt will be sent from QuickBooks. See below for detailed information on late cancellation/rescheduling fees.

RESCHEDULING/CANCELLATIONS for events in maryland and virginia

(See Washington DC Permits and Licenses above for DC cancellation policy.)

Cancellation/Rescheduling fees will be charged to card on file:

Cancellation within 7 days – 20% of event cost

Cancellation within 48 hours – 50% of event cost

Rescheduling within 48 hours – 15% of event cost

Changes or cancellations must be made via phone or by email, and you will receive a confirmation email from Squeals On Wheels. If you do not receive an email confirmation of any changes or cancellations, we have not received your request – please reach out to us to ensure that changes to your event are properly documented. The cost of your event is charged to your card at the time of the confirmation call 1 – 2 business days prior to your event. Once payment is made, it is non-refundable. If you cancel your event after confirming via call, the payment is forfeit. Rescheduling fees do not apply if we reschedule due to unsafe driving conditions.

WEATHER

Please ensure you can accommodate a backup location prior to booking. We can do your event rain or shine! For the safety of our animals, we will need to bring the event indoors if it begins thunder and lightning and raining heavier than a light-rain.  We need a heated space for setup if the temperature is below 55 degrees  or and AC space for temps above 80 degrees (according to weather.com unless accommodations below are provided) but we will be in constant contact before the event. Certain animals may not be available in low/high temperatures, particularly if we do not have heat/AC. We can set up indoors (basement, living room, playroom) or in a garage or covered patio area. Indoor events are set up on top of a floor covering to protect your floors.

EVENT CHANGES

We are happy to try and accommodate any changes you might need. Please note, we cannot guarantee changes because we often book events back to back and we don’t want to impact other customers.  Please email us with any changes you would like to request. Changes are not confirmed until you receive an email from us.

SERVICE BREAKS

For events that are 3+ hours, our staff will pause the petting zoo for one 10 minute break so they can make sure the animals get food and water. Events that are 5+ hours will have two 15 minute breaks and may have a new group of animals brought to the event. For events longer than 6 hours, we require that our staff are able to access their vehicles to swap animals.

REMAINING BALANCES

Payment is due at the time of the confirmation call via the credit card on file. You will be notified of the final total during the call and reminded of the charge and will receive an emailed receipt. If this is not feasible for certain organizations (nursing homes, non-profits), payment must be made within 30 days of your event and you MUST request a different payment method upon booking if you are unable to pay via credit card. We reserve the right to deny other requested payment methods. A card on file is still required and if payment is not received within 30 days of your event, you will be notified and the card on file will be charged.

PETS AND PERSONAL ANIMALS

All pets, personal animals and animals not owned by Squeals on Wheels must be restrained at least 15 feet away from the petting zoo area. For large festivals, we will provide signage to inform guests of this policy.

GRATUITY

Tips are not expected but always appreciated! Our staff members work hard and love when you show your appreciation.

SUBSTITUTING ANIMALS

We have a core group of animals that are a part of every package, including bunnies, guinea pigs, ducks, and chickens. Each package has some add-on, including seasonal friends or large animals. We reserve the right to substitute any animals for their safety and depending on availability or new animals we add. Please keep in mind we are working with live animals who have feelings and might feel under the weather some days. We strive to keep our packages consistent, but animal safety and happiness must be our priority. If a substitute is needed, we will bring an animal of the same value [for example, we will never bring a small animal (bunny/chicken) in substitute of a large animal (alpaca/goat/horse).]

WAIVER OF LIABILITY

By hiring Squeals on Wheels LLC and/or any of its affiliates, customer (and/or any person or organization reserving any form of entertainment) the customer acknowledges that he/she has had the opportunity to read and understands, agrees with and accepts all these terms and conditions. Customer, and/or any person or organization renting any equipment(s), animals, or entertainment services,  agrees to hold harmless “Squeals on Wheels LLC,” “Squeals on Wheels”, and the owners, as well as any of its affiliates, including any employees and/or independent subcontractors, subcontracted companies or any other persons from and against any and all liability and/or any losses, costs, damages, expenses, including attorney’s fees, on account of any and all lawsuits, claims, including claims of any trademark or copyright infringement(s) or claims for personal injury, illness or death.  

The customer hereby assumes all of the risks of participating and/or hosting this event and will indemnify Squeals on Wheels LLC against any claims brought by any of their guests and use the customers’ homeowners policy should the issue arise to cover any liability. The risks include, but are not limited to, those caused by animal bites, scratches, insects, diseases, facilities, temperature, weather, condition of the animals, petting zoo equipment, actions of other people including, but not limited to, other guests and participants, visitors, and spectators.  Squeals on Wheels’ animals are well cared for and their health is closely monitored. However, customers realize that liability may arise from the innate nature of the animals, from the diseases that they might carry, from the allergies people might have, or because of possible liability without fault. I hereby take action for myself, my child, my executors, administrators, heirs, next of kin, successors, and assigns as follows: (A) Waive, Release and Discharge Squeals on Wheels and its officers, agents, employees, and volunteers from any and all liability for my, my guests, or my child’s personal injury, disability, death, property damage, property theft, lost income, or any other losses, costs or actions of any kind which hereafter may accrue to me, my guests or my child by virtue of my or my guest’s or my child’s voluntary participation in the Squeals on Wheels petting zoos.

RIGHT TO REFUSE SERVICE

The safety of the Squeals on Wheels staff and animals is of utmost importance. If staff members feel at any given time that their safety or the safety of the animals has been compromised or if they have entered into a volatile situation, are abused physically, or harassed in any way, we have the right to refuse service. All Squeals on Wheels staff have been instructed to exit the premises immediately in such a case. Customers will not be refunded any payments they have made in the event that this occurs and will still be responsible for payment of any remaining balances.