Policies Brief

THE MOBILE VENUE
POLICIES BRIEF

As a convenience to prospective customers, we have included key components of The Mobile Venue Booking Agreement. A link to the full agreement will be included with the emailed invoice.

1.Level Surface Requirement

A level surface is required for installation of any Society equipment, including tables, tents, chairs, and/or the dance floor. Please ensure the targeted area is level. If the delivery driver/setup-team is not able to setup due to a non-level surface, the setup will be disallowed and the Cancellation/Refund Policy will go into effect.

2. Content Availability Policy

Due to the variables of supplier inventory, shipping terms, booking conflicts, product accessibility, and unforeseen dynamics of live events, the availability and volume of any specific furnishing or games content of Society is subject to change. We guarantee that all content listed on the Estimate/Invoice is on-hand or attainable at the time of receiving the Customer deposit. If we later discover that a specific furnishing or gaming item is not expected to be available for the booking, we will notify the customer within 24 hours of discovery or the next business day. Under these circumstances, Hillman B2 reserves the right to make comparable changes without customer consent or approval.

3. Smoking Restrictions Policy

The only guest tent/lounge and furnishing that can be exposed to smoking or vaping is the Cigar Lounge. If the customer allows smoking at the event, the Cigar Lounge must be included in the booking order. Designated tents, tables and chairs are included in the Cigar Lounge. Due to the presence of tobacco scent, this equipment is not interchangeable and therefore cannot be placed inside other lounges or tents. If smoking occurs in other areas of the rental assets, the scent will permeate the tent awnings, fabrics or furnishing. The customer will therefore be charged a minimum cleaning fee of $300 per tent area where smoking occurred.

4. Payment Requirement

Fifty percent of the Estimate/Invoice total is due upon receipt in order to confirm the booking. The remaining balance is due five business days prior to Equipment Setup Date. If the initial Booking Inquiry is submitted less than three days before the Event Date, the full balance due must be paid before an Equipment Setup Date is scheduled. There are no exceptions to this policy.

5. Cancellation/Refund Policy
  1. Thirty-Day Notice: If there is a customer-initiated desire or necessity to cancel the event booking, a cancellation notice must be made in writing by sending an email to info@HillmanB2.com. If the written cancellation is received 30 or more days prior to the Event Setup Date, the customer will receive a full refund minus a $500 planning fee. The refund will be processed within five business days.
    1. Less than Thirty-Day Notice: If the cancellation notice is received within 29 to 21 days of the Event Setup Date, we will offer a rental credit minus the cash value of the $500 planning fee. The venue credit will expire nine months after we receive the cancellation notice.
      Less than Twenty-One Day Notice: For cancellations that occur in less than 21 days prior to the Event Setup Date, no refund or rental credit will be offered or allowed.
6. Inclement Weather Policy

For the purposes of this Agreement, inclement weather is defined as heavy rain that includes incidence of thunder and/or lightning. Snow, ice, or wind that equals or exceed 25mph are also regarded as inclement weather conditions. Regardless of the venue selected, 90% to 100% of the seated spaces (excluding park benches) are covered by tent or umbrellas.

  1. Because Society is designed primarily for outdoor usage, present or forecast rain is not a just cause for cancellation of a booking. Any customer-initiated cancellation due to rain is subject to our Cancellation/Refund Policy.
  2. If inclement weather is forecasted an hour or less prior to an event, Hillman B2 will allow or require a weather-based Cancellation. If we declare a weather-based Cancellation we will offer a venue credit, minus the $500 planning fee. The venue credit will expire seven months after the cancellation date and is subject to rental equipment availability dates.
  3. If the event has been underway for less than 50% of the scheduled span of event time, and we declare a weather-based Cancellation, we will offer a venue credit. The venue credit will expire five months after the cancellation date and is subject to rental equipment availability dates. The venue credit value will be minus the $500 planning fee.
  4. If the event has been underway for 50% or more of the scheduled span of event time, and we declare a weather-based Cancellation, no refund or rental credit will be allowed.