On-Site Embroidery and Activation Service Terms
These On-Site Embroidery Service Terms & Conditions (“Terms”) apply to all live, on-site embroidery and activation services provided by Embroidery Team. By submitting the required payment to reserve an event, the Client acknowledges and agrees to these Terms.
Jump to a Section
1. Booking & Payment
Event Reservation
Full payment is required to reserve and confirm all on-site embroidery and activation services. Event dates are not considered booked or reserved until payment has been received in full.
Quotes, proposals, invoices, verbal confirmations, or discussions regarding availability do not reserve an event date. Availability remains subject to change until full payment has been received.
Payment is required in advance due to the commitment of equipment, production capacity, preparation time, staffing, and availability associated with reserving an activation date.
Payment Methods & Processing Fees
Available payment methods will be provided on the applicable invoice or directly by Embroidery Team.
All credit and debit cards are subject to a 3% processing fee.
Credit and debit card processing fees are non-refundable, including in circumstances where Embroidery Team approves a full or partial refund of the underlying event payment.
2. Event Duration & Service Window
On-site embroidery services may be booked for up to 8 embroidery service hours per day, unless otherwise agreed in writing.
For full-day activations, Embroidery Team may require one scheduled 30-minute meal break.
The event fee covers embroidery services performed during the service window stated on the applicable invoice or booking confirmation.
Reasonable access to the event space must be provided before and after the scheduled service window for equipment setup and breakdown. Setup and breakdown time are separate from the contracted live embroidery service window unless otherwise stated in writing.
If access to the venue or workspace is delayed by the Client, venue, event staff, security, merchandise delivery, or other circumstances outside Embroidery Team’s control, the scheduled end time will remain unchanged unless an extension is approved and available.
3. Production Capacity & Guest Line Policy
Embroidery Team will provide continuous live embroidery services during the contracted service window, subject to equipment capacity, merchandise suitability, design complexity, personalization selections, guest flow, setup changes, scheduled breaks, and normal operational requirements.
The event fee is based on service time and does not guarantee a specific number of completed items unless a guaranteed quantity is expressly stated in writing by Embroidery Team.
Any production estimates provided before an event are estimates only. Actual output may vary based on the merchandise presented, personalization requested, embroidery size, stitch count, thread changes, machine setup, guest decision time, and other production factors.
Embroidery may be provided on a first-come, first-served basis or according to another workflow agreed upon for the event.
If demand exceeds available production capacity, completion of every guest or item is not guaranteed. Embroidery Team is not responsible for items that cannot be completed within the contracted service window.
If desired and operationally feasible, arrangements may be made to complete remaining items after the event at an additional per-piece rate. Post-event production is not included unless specifically stated in the applicable invoice or agreement.
4. Merchandise Suitability
The Client is responsible for providing accurate information regarding the merchandise intended for embroidery prior to the event.
Embroidery Team retains final discretion regarding whether any individual item is suitable for embroidery.
Items may be declined due to material, construction, accessibility, seams, pockets, zippers, closures, embellishments, thickness, leather or leather-like materials, delicate fabrics, textured or fluffy materials, available embroidery area, hooping limitations, or any other condition that may affect embroidery quality, safe machine operation, or the integrity of the item.
Approval of an item type prior to an event does not guarantee that every individual item within an assortment can be embroidered, particularly when merchandise varies in style, construction, material, size, or embroidery access.
Embroidery Team may adjust embroidery placement, sizing, orientation, or other production details when reasonably necessary to accommodate the construction and available embroidery area of an item.
Embroidery Team may refuse to embroider any item that cannot be safely or successfully processed using the available equipment.
5. Client-Provided Merchandise & Embroidery Risk
Embroidery permanently alters a finished item and involves needles, thread, stabilizers, hooping or clamping pressure, and commercial embroidery equipment. While Embroidery Team takes reasonable care when handling merchandise, embroidery inherently carries some risk of marks, needle holes, distortion, puckering, fabric movement, or other unintended results, particularly on unusual, delicate, pre-finished, high-value, or difficult-to-hoop items.
The Client is responsible for ensuring that merchandise supplied for the event is appropriate for customization and that Embroidery Team has authorization to alter the merchandise.
The Client should not provide irreplaceable, sentimental, unusually valuable, or one-of-a-kind merchandise for live embroidery unless the associated risk has been considered and accepted.
Embroidery Team reserves the right to decline any item where the risk of damage is considered unreasonable.
6. Designs, Personalization & Approval
All embroidery designs, personalization options, fonts, thread colors, placements, menus, or other customization selections must be finalized and approved by the deadlines communicated by Embroidery Team.
Embroidery Team reserves the right to establish reasonable limits on design dimensions, stitch counts, personalization length, font options, thread colors, placements, or other selections in order to maintain an efficient live-production workflow.
Changes requested after final approval may not be accommodated and may result in additional setup, digitizing, production, rush, or other applicable charges.
Embroidery Team reserves the right to decline any design or personalization request that is incompatible with the merchandise, available equipment, scheduled production time, or safe embroidery practices.
Unless otherwise agreed, the Client is responsible for reviewing and approving all final artwork, spelling, dates, names, logos, colors, and other design details before production.
7. Event Requirements
The Client agrees to provide, unless otherwise agreed in writing:
- Access to a standard, functioning 110V electrical outlet within reasonable proximity to the embroidery station;
- A stable table and adequate workspace for the embroidery equipment and supplies (approximately 6' wide x 4' deep, with a maximum table height of 32");
- A clean, dry, level, and protected working environment;
- Reasonable setup access prior to the scheduled service start time;
- Any required venue access credentials, loading instructions, parking information, permits, security clearances, or vendor instructions in advance;
- Representative samples or accurate specifications for merchandise to be embroidered when requested by Embroidery Team;
- Final artwork, personalization selections, fonts, thread colors, and other required approvals by the deadlines provided; and
- Secure indoor storage for equipment when Embroidery Team has agreed to leave equipment onsite between service days.
Unless specifically included in the applicable quote, Embroidery Team is not responsible for providing event furniture, decorations, displays, lighting, internet access, electrical extension infrastructure, crowd-control equipment, or other event-production materials.
Failure to provide adequate power, workspace, access, merchandise, approvals, security, or safe operating conditions may delay, limit, or prevent services without extending the scheduled service window.
8. Setup, Breakdown & Venue Access
Embroidery Team requires reasonable access to the venue before the event for setup and after the event for breakdown and removal of equipment.
The Client is responsible for communicating venue loading procedures, parking restrictions, security requirements, vendor check-in procedures, stairs or elevator limitations, and any other conditions that may affect access.
Additional costs resulting from venue requirements, including required parking, permits, loading fees, venue-mandated services, or similar expenses, may be billed to the Client unless otherwise included in the quote.
9. Overtime & Extensions
Requests to extend live embroidery beyond the contracted service window are subject to Embroidery Team’s availability and are not guaranteed.
Any approved overtime will be billed at the applicable overtime rate communicated by Embroidery Team or stated on the applicable invoice or agreement.
Overtime must be requested and approved before the scheduled end of the event. Embroidery Team is not required to continue service beyond the contracted service window solely because guests remain in line.
10. Equipment, Safety & Liability
The Client is responsible for providing and maintaining a reasonably safe and secure environment for Embroidery Team personnel, equipment, and supplies.
Guests, attendees, venue personnel, and unauthorized individuals may not operate, touch, move, or interfere with embroidery equipment unless expressly permitted by Embroidery Team.
Embroidery Team is not responsible for delays, interruptions, or damage caused by circumstances outside its reasonable control, including guest interference, venue personnel, inadequate or interrupted electrical service, unsafe conditions, merchandise issues, venue restrictions, or weather exposure.
The Client is responsible for damage to Embroidery Team equipment or property caused by the Client, attendees, venue personnel, contractors, or other individuals under the Client’s event operations, except to the extent caused by Embroidery Team.
Embroidery Team may suspend or discontinue operation if conditions become unsafe for personnel, guests, merchandise, or equipment.
11. Multi-Day Events & Overnight Equipment
If Embroidery Team agrees to leave equipment at the venue overnight during a multi-day activation, the Client must provide a secure, indoor, access-controlled location approved by Embroidery Team.
The Client is responsible for ensuring that unauthorized individuals do not access, operate, move, or interfere with the equipment while it remains onsite.
If Embroidery Team determines that overnight storage is not sufficiently secure, Embroidery Team may remove the equipment from the venue and return the following service day. Any resulting parking, transportation, loading, or logistical costs may be charged to the Client where applicable.
12. Cancellation & Rescheduling
Event payments are non-refundable once an event date has been reserved. Payment secures the Client’s event date and compensates Embroidery Team for reserving equipment, production capacity, preparation time, staffing, and availability for the scheduled activation.
If Embroidery Team agrees, at its discretion, to issue a full or partial refund due to exceptional circumstances, any credit or debit card processing fees associated with the original transaction are non-refundable and will be deducted from any amount returned to the Client.
One request to reschedule may be considered when submitted at least 7 days before the scheduled event date. Rescheduling is subject to Embroidery Team’s availability and is not guaranteed.
If a rescheduling request is approved, amounts previously paid may be transferred to the approved new event date at Embroidery Team’s discretion.
A rescheduled event may be subject to updated travel, staffing, merchandise, venue, production, or other costs if the date, location, scope, or circumstances of the event change.
Client-requested postponements or date changes made within 7 days of the scheduled event will be handled on a case-by-case basis and may be treated as a cancellation and new booking.
13. Force Majeure
Neither party will be responsible for failure or delay in performance caused by circumstances beyond its reasonable control, including severe weather, natural disasters, fire, power or utility failures, government restrictions, venue closures, public health emergencies, transportation disruptions, civil emergencies, or other unforeseen circumstances that make performance impossible, unsafe, or impracticable.
If such circumstances prevent the event from proceeding, both parties will make reasonable efforts to identify a mutually acceptable rescheduled date.
Any eligible booking credit will be applied toward a mutually agreed rescheduled date, subject to Embroidery Team’s availability. Additional costs resulting from a change in date, venue, travel, merchandise, staffing, or event scope may apply.
Credit or debit card processing fees remain non-refundable in the event that any payment is refunded.
14. Travel, Parking & Service Area
On-site embroidery services are available throughout the San Francisco Bay Area and surrounding areas, subject to availability.
Travel fees, parking, tolls, lodging, or other event-related transportation expenses may apply depending on event location, schedule, access requirements, and duration. Any known travel charges will be included in the applicable quote or otherwise communicated to the Client.
Events requiring significant travel, unusually early arrival, late departure, or multi-day attendance may require additional travel or lodging arrangements.
15. Client & Venue Delays
Embroidery Team is not responsible for reduced production resulting from delayed venue access, delayed merchandise, late event start, unavailable power, security delays, missing approvals, Client-requested changes, or other circumstances outside Embroidery Team’s reasonable control.
Unless otherwise agreed in writing, such delays do not automatically extend the contracted service window or reduce the agreed event fee.
16. Scope of Services
Only services specifically included in the applicable quote, invoice, or written agreement are included in the event fee.
Additional machines, staff, embroidery placements, designs, digitizing, pre-event production, post-event production, merchandise sourcing, shipping, special equipment, extended service time, travel, or other services may require additional charges.
Any additional services or charges approved after the initial booking must be paid according to the payment deadline provided by Embroidery Team. Additional services are not considered confirmed until any required payment has been received.
If there is a conflict between these general Terms and a specific written term included on an Embroidery Team quote, invoice, or separately executed agreement, the specific written term for that event will control with respect to that conflict.
17. Acceptance of Terms
By submitting the required booking payment, the Client confirms that they have reviewed and accepted these On-Site Embroidery Service Terms & Conditions and the event details stated on the applicable quote or invoice.
The individual booking the event represents that they are authorized to approve the services, these Terms, and all associated charges on behalf of the Client.