TriVision Studios Event Venue
TriVision Inc. (DBA TriVision Studios)
This policy governs cancellations, postponements, and rescheduling of event venue rentals and event-related services provided by TriVision Studios. These services may include venue rental, event production support, audiovisual services, LED video walls, staging, lighting, staffing, setup/strike time, and related event services.
By executing an agreement, confirming a booking, or submitting a deposit, the Client acknowledges and agrees to the terms outlined below.
1. Booking Confirmation
An event date is considered confirmed only when:
- a signed agreement has been received
- the required deposit has been paid
Unless otherwise stated in writing, a minimum 50% non-refundable deposit is required to reserve an event date.
Once confirmed, the event date is removed from market availability and TriVision Studios begins reserving venue space, staff, and technical resources.
2. Non-Refundable Deposit
All deposits are non-refundable under any circumstances.
Deposits compensate TriVision Studios for:
- reserving the venue date
- blocking calendar availability
- preliminary planning and coordination
- staff allocation
- scheduling of production resources
- administrative preparation and logistics
Because event dates are limited and often booked far in advance, deposits are considered earned once the reservation is confirmed.
3. Final Payment
Unless otherwise agreed in writing:
- the remaining balance is due 14 days prior to the event date
- Failure to remit payment by the due date may result in:
- cancellation of the event reservation
- forfeiture of deposit
- release of the reserved event date
- cancellation of associated services
TriVision Studios reserves the right to halt planning or services if payment obligations are not met.
4. Client Cancellation
If the Client cancels a confirmed event, the following payment obligations apply:
- Cancellation More Than 30 Days Before Event
- Deposit remains non-refundable.
- Client is responsible for any third-party costs, rentals, labor, or custom materials already committed.
Cancellation Within 30 Days of Event
Client is responsible for 75% of the total contracted amount, including venue rental and event services.
Third-party expenses remain payable.
Cancellation Within 14 Days of Event
Client is responsible for 100% of the contracted amount.
At this stage, venue scheduling, staff commitments, and equipment reservations have already been finalized.
5. Postponement or Rescheduling
Requests to reschedule an event may be considered at TriVision Studios’ sole discretion, based on venue and staff availability.
Important conditions:
- deposits remain non-refundable
- rescheduling is not guaranteed
- new event dates may require revised pricing
- a rescheduling fee may apply
- previously committed third-party costs remain due
If the requested new date is not available, the request may be treated as a cancellation under this policy.
6. Event Scope Reductions
Reductions in event scope, guest count, venue usage, technical services, or production services do not reduce the contracted price once an agreement has been executed.
Venue space, staffing, and resources are reserved based on the original scope.
7. Client Delays or Planning Changes
TriVision Studios is not responsible for costs or delays caused by:
- delayed client approvals
- incomplete event information
- late changes to logistics or run of show
- vendor coordination issues
- client-side scheduling conflicts
- guest count changes
- delayed vendor deliveries
Additional labor, planning time, or operational adjustments caused by such delays may be billed accordingly.
8. Third-Party Vendors
If TriVision Studios secures or coordinates services from third-party vendors, including but not limited to:
- equipment rentals
- scenic builds
- staging
- furniture
- decor
- catering coordination
- specialty labor
- entertainment or performers
those expenses are non-refundable once committed and remain the responsibility of the Client.
9. Venue Access & Operational Commitments
Once an event is confirmed, TriVision Studios may begin allocating resources including:
- venue calendar hold
- production planning
- staff scheduling
- AV preparation
- LED wall configuration
- staging layout planning
- event coordination
- setup and strike logistics
These commitments represent operational costs that are incurred regardless of whether the event ultimately occurs.
10. Force Majeure
TriVision Studios shall not be liable for failure to perform due to circumstances beyond reasonable control, including but not limited to:
- severe weather
- government restrictions
- public health emergencies
- acts of God
- power failures
- labor interruptions
- venue facility emergencies
In such cases, TriVision Studios may attempt to accommodate rescheduling based on availability. However, all amounts already paid remain non-refundable.
11. Limitation of Liability
TriVision Studios shall not be liable for indirect, incidental, or consequential damages arising from cancellation, postponement, or disruption of an event.
TriVision Studios’ maximum liability shall not exceed the amount paid under the agreement.
12. Acceptance of Terms
Execution of an agreement, confirmation of booking, or payment of deposit constitutes full acceptance of this Cancellation & Postponement Policy.
