TERMS & CONDITIONS
Chamberlin Pony Rides & Mobile Petting Zoo LLC
By hiring Chamberlin Pony Rides and/or any of its affiliates, the client (and/or any person or organization reserving any form of entertainment) acknowledges that he/she has had the opportunity to read and understands, agrees with and accepts all these terms and conditions
PETTING ZOO (IF APPLICABLE) Our Mini Petting Zoo includes 6-8 animals (it does not include food for the animals). The mini petting zoo is not attended by Chamberlin staff members. If you would like to have an attendant in the petting zoo, we suggest you upgrade to a Complete Petting Zoo. If you agree to provide a responsible adult attendant to assist the children in the petting zoo, we will allow them to assist the children. Please note: If the attendant vacates the petting zoo area we will close it and allow the children to view the animals only.
Complete Petting Zoo includes approximately 10-15 animals (Includes food for the animals) Please note: We may find it necessary to limit the amount of food available to feed the animals for the safety of the animals. We will make every attempt to honor your animal requests. However, please understand we are working with live animals, and we may need to make last minute changes therefor we cannot guarantee the animal you are requesting will be at your event. At a large event, we reserve the right to limit the number of children in the petting zoo or not open it to enter if there are too many children in the party to ensure our animal’s safety. Our Complete Petting Zoo consists of the following animals (unless special requests have been printed on your invoice): Alpaca or Llama, cow or donkey, goats, sheep, ducks, chickens, bunnies.
PETTING ZOO (EXTREME HEAT) Please be advised, in summer months when the temperatures are very high (over 90 degrees) we need to take additional precautions to keep our animals safe. We require a hose with running water within 10 feet of the petting zoo area. Rabbits are very susceptible to heat and therefore may be left out of the petting zoo for safety reasons. However, we will substitute them with additional small animals (additional chickens and ducks) that are more heat resilient. During very hot days we require a grassy area to set up horses and petting zoo animals due to the extreme heat from cement or paved areas. If you are not able to provide the required grassy areas, we will change your package to accommodate your situation.
WINTER PARTY SET UP If the temperature is below 40 degrees, we bring heaters for set up, so your party guests may enjoy the party in winter months.
It is too cold for bubbles if the temperature is below 40 degrees.
* Please Note: We use the side flaps on the tent as long as the wind is not too high for safe use.
Please have the area cleared of snow for the petting zoo tent set up (12 x 12) as well as an area for the pony to walk (driveway or sidewalk will work fine)
Our other option is to put tarps down in the garage (you need about a 10 x 10 area) for the petting zoo.
The tents are not intended to provide a heated area so warm that you take off your coat.
Our animals are used to living outside and would get sick if exposed to heat in winter months.
The tents are intended to take the chill out of the air and create a warming station for the children.
We suggest you have hot cocoa for the children inside, often this is a great station to include with your glitter stencils or face paint.
If you prefer to have everything inside, you may also opt for a smaller package (Zootopia) that will easily fit inside a basement or walk out porch area.
PETTING ZOO RULES: Please adhere to the following rules:
Wash your hands. Use the hand sanitizer that we provide when exiting
Wait for a petting zoo attendant to open the gate when you are entering or exiting.
No food, drinks or balloons are allowed in petting zoo.
Any child 4 and under must have a parent or adult accompany the child inside the petting zoo
No picking up, hitting, kicking, pulling, chasing, or any other forms of harassment of animals is permitted.
We reserve the right to ask a visitor(s) to leave the petting zoo
No playing with the animal’s water or food, this includes putting anything in them.
RIDES (IF APPLICABLE) ESTIMATED RIDES PER HOUR: The number of rides we may offer varies, often parents ask us to wait for pictures after the child's ride. The total number of rides offered in an hour depends upon how long each parent takes with the photo. IMPORTANT NOTE: We do not charge by the child for our services. However, we are not responsible if you underestimate the total children attending your event. We can accommodate approximately 20 children each hour for each pony or horse. If you need to add an additional pony or horse to accommodate more children in your party, we may add an additional pony or horse (if available) at the current rate. You must decide in advance for additional ponies or horses. You may also consider adding additional time. Please understand we may not be able to stay any longer than scheduled on the day of your party. Often, we are scheduled to be at another party on time
RIDE WEIGHT LIMIT: Our small ponies can accommodate up to 50 pounds - large ponies 100 - full size horse up to 170. We do not accept riders over 170 pounds. Note: If requested, our ponies and horses come decorated with ribbons. Please contact the event manager to request a ribbon color.
IF YOUR EVENT INCLUDES RIDES PLEASE READ AND UNDERSTAND THE FOLLOWING MICHIGAN LAW
Warning : Under the Michigan equine activity liability act, an equine professional is not liable for an injury to or the death of a participant in an equine activity resulting from the inherent risk of the equine activity.
FACE PAINT (TEMPORARY TATTOOS) AND OR TWISTY BALLOONS We provide your choice of temporary tattoos, stencils or twisty balloons (simple one balloon design, dog - hat- sword). If you choose balloons, they will be handed out at the end of the party as party favors. For the children's safety, we do not allow balloons around the animals as they may pop and scare them. If available, you may choose to upgrade to face paint for $100 additional cost. One person can accommodate a total of 15 faces and balloons an hour. If you anticipate more than 15 children, we suggest you purchase an additional 30 minutes to accommodate all children. Please call reservations prior to the day of your event and discuss this option if you feel it's necessary.
WEATHER POLICY: We will not cancel your party due to rain. We come equipped with tents in the event of inclement weather. We reserve the right to cancel if we don't feel it's safe to host the party (i.e. tornado, thunderstorm, extremely high winds, unsafe driving conditions with a trailer due to weather, ie: high winds) If you choose to cancel you may forward your deposit to another day, if available.
TENTS: Please note, our tents are intended for use to cover our animals. We come prepared with heated tents in winter months of the temperature is below 40 degrees (see detailed description of winter parties above). We come prepared with one 10 x 10 or 10 x 20 canopy tent for petting zoo animals (unless high winds prevent safe use). If you would like to reserve a tent for your guests, or to walk the pony under insurance against the threat of rain, please contact our reservations department and we will be happy to assist you with securing a tent.
WE GUARANTEE YOU WILL HAVE ENTERTAINMENT IF YOU REQUIRE IT: Our guarantee to you is “we will not leave you without entertainment” In the event of inclement weather, you may choose to convert your package to our Zootopia package, as it may be easily performed inside your home, garage or basement. This package includes: 1 mini petting zoo (6-8 small animals)– bubble machine (we do not recommend the bubble machine set up indoors) – music – lawn games. Your price will be adjusted accordingly. * Please note the exception to this is if we have an emergency and are not physically able to attend your event due to circumstances beyond our control. In this case, we will refund your deposit paid in full.
CLIENT INITIATED CANCELLATION POLICY: In the event of inclement weather, we ask that you contact your event manager (phone number is printed on your invoice email) if you wish to cancel on the day of the event, Please DO NOT leave a message on the reservation answering machine to cancel an event on the same day as your event. Please note, we require a minimum of 4 hours notice for a cancellation. If you cancel with less than a 4 hour notice, you will forfeit your deposit (up to $100) to cover our incurred travel expenses. If you need to cancel prior to the day of your event, please go to http://www.chamberlinponyrides.com and follow the link online to complete a reservation cancellation request form. Or you may call our reservations office between 9 am and 9 pm at 734-780 5800. Our reservations office will issue you a credit coupon, allowing a 100% transfer of your deposit made to any party type on the same or future date with no expiration! Your deposit is fully transferable to any event type. Note: During the busy seasonal months of June through October, we are often sold-out weeks in advance. We will make every attempt to reschedule your event. However, we do not guarantee we will have availability on the day you are wishing to reschedule your event. Please note, NO monetary adjustments will be authorized once we have left the farm and are on route to your event or, are on the job and begin your party.
PLEASE NOTE: ALL Saturdays are black out dates for rescheduling, you may reschedule your party any day from Sunday through Friday. If you need to reserve a Saturday, you would need to make a new reservation and your deposit will not be applied.
CHAMBERLIN CANCELLATION: In the severely unlikely event that your scheduled event manager cancels due to illness, emergency, or otherwise uncontrollable situation, you will receive a full refund of your paid deposit. There are no refunds or discounts once services are rendered.
CHANGES TO YOUR PARTY: You may make changes to your party up to 7 days prior to your event and we will credit you for changes made. Any changes made within 7 days of your event; we will not allow any credit for an activity that is taken away.
FREE "EXTRAS" GUARANTEE: We guarantee we will include the following free extras to make your party a memorable event: If we neglect to include any of the following free inclusions, we agree to refund $25. We may need to restrict the free inclusions if the children attending the party are damaging the equipment or causing harm to themselves or others including our animals. The equipment requires a minimum space to set up, if the client has not provided sufficient room to set up the equipment there will be no refund given. ** Please note: There will not be a credit issued if you choose not to have the "free" items included in the package.
INSURANCE FOR YOUR EVENT: You are automatically covered by our event managers insurance policy. If you are having your event in a nonresidential setting, i.e.: park, city properties, municipalities, schools we will cover basic additional insured. However, any additional legal descriptions that may require additional insurance coverage expense will be the client’s responsibility.
SAFETY: It is the responsibility of our client to provide a safe event environment for our staff and animals. If we feel threatened at any time, we reserve the right to terminate the event and vacate the location immediately.
FINAL PAYMENT: Company policy requires our event managers to collect your balance in full (cash payment) BEFORE they offload the animals. Please have cash payment ready upon arrival.
CASH ONLY: If you must to pay with credit or debit you must contact the event manager at least 3 business days prior to your event and a service fee of 5% will be applied. No checks will be accepted unless prior agreement has been made with your event manager.
RETURNED CHECK POLICY: Chamberlin Pony Rides will accept a check payment the day of the show from companies, schools, and church organizations as long as the payment is written on a company or organization checking account. Any returned check is subject to a $25.00 collection fee plus a $10.00 insufficient funds fee when returned check happens initially. If Chamberlin Pony Rides has a credit card on file, Chamberlin Pony Rides is authorized to run the returned check amount plus fee on that credit card. If payment is not resolved immediately, there will be a $10 fee added on per week from the original event date. Any amount not paid in full within 30 days is subject to additional interest, penalties, collection fees, and/or additional court fees. By writing a check the day of the show, the check writer agrees to these terms.
LATE ARRIVAL DUE TO UNFORESEEN CIRCUMSTANCES: Please note, we make every effort to accommodate your party time. If your party is delayed due to circumstances beyond our control, you will be given the choice of rescheduling your event, or you may cancel your event and use your deposit toward another party or event. No discount allowance will be given for late arrival due to circumstances beyond our control.
PARKING FEES: Any parking fees incurred by the entertainer(s) must be fully validated and/or reimbursed by the client. This amount can be added to the initial booking or paid direct to the event manager the day of. If the scheduled event manager has access to “free parking” but this requires a long walking distance to get to the venue, the event manager may opt to park in a closer area that requires payment. In this case, the client is still responsible for reimbursing any parking fees incurred. If the client is unable to save a close parking spot and the event manager must park far away from the venue this may result in a late start time and the event manager may not be able to make up the time after if he/she is scheduled on another event immediately after. In this case, the client is still responsible for the entire amount due even if the event manager was unable to stay the allotted time
PERMITS & LICENSES: Client shall assume all costs for any and all permits and or licenses required by local ordinance. There is no refund if a client fails to check ordinances or obtain proper paperwork and services are unable to be rendered.
FUEL SURCHARGE: Due to the recent rise in the price of fuel, this agreement is based on the price of fuel as of the date of submission of the invoice. Fuel is defined as both gasoline and diesel fuel. In the event that prices of either product increases more than 5%, then Chamberlin Pony Rides is entitled to charge the additional fuel cost based on the tender price.
RIGHT TO REFUSE SERVICE: Our staff and their safety are of utmost importance to us. If your event manager feels at any given time that their safety or the safety of their staff, animals or equipment has been comprised or if they have entered into a volatile situation, are abused physically, emotionally and/or sexually harassed in any way, we have the right to refuse service and have instructed our staff to exit the premises immediately in such a case. You will not be refunded any deposits you have made in the event that this occurs, and you may be charged for the time the performer has already performed.
STAIRS: Multiple stairs can be an issue. Please let us know if you have any stairs and we can consult on the best option. For lots of stairs, if we deem it possible, then there will be a surcharge as setup will be much more time-consuming. Technically the charge is for the extra time that we use to set up and pack up to allow us to remain on schedule. Ponies cannot walk down a staircase as well as some of our petting zoo animals
SET UP TIME: We allow 30 minutes to set up our Complete Petting Zoo package. Any additional setup time beyond 30 minutes will be deducted from the allotted time to keep your entertainer(s) running on time for later shows. In the case of extremely difficult setup, the entertainer might have to end early as well to allow for packing up time to remain on schedule for events booked after yours. A typical setup is about 4-5 school bus lengths with minimal stairs or obstacles (street to the backyard of a house, school parking lot down to a classroom). If you think your setup might not be typical, just ask! It’s much better to be prepared and arrive extra early than have trouble and run late during your event.
SOCIAL MEDIA: We reserve the right to use photos and videos of you and all guests from your event for our business marketing, website, social media, and any and all other uses to promote our business. If you or a guest do not wish to have your photos or video used please inform us in writing of the name and be sure we are clear who the guest is so we can make all reasonable efforts to ensure they are not used.
By hiring Chamberlin Pony Rides and/or any of its affiliates, the client (and/or any person or organization reserving any form of entertainment) acknowledges that he/she has had the opportunity to read and understands, agrees with and accepts all these terms and conditions stated above. Client, and/or any person or organization renting ANY equipment(s), live animals, or entertainment services including any “Shows”, agree to HOLD HARMLESS, “Chamberlin Pony Rides and Mobile Petting Zoo LLC ” and/or the OWNERS, as well as any of its affiliates, including any employees and/or event managers, 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.
Please feel free to contact us if you have any questions or need to make any changes to your reservation.
Chamberlin Pony Rides LLC