The approved quote, invoice, event agreement, and these Terms & Conditions collectively form the “Agreement.” Event-specific details stated in a signed quote or written amendment will control over these Terms only when the document clearly identifies the provision being changed.
By signing a quote or invoice, submitting a deposit or payment, or otherwise authorizing the Company to perform services in writing, the Client acknowledges that the Client has read, understood, and accepted this Agreement.
Booking, Quotes and Deposit
Quotes remain valid until the expiration date shown on the quote. Pricing, equipment, and staffing availability are not guaranteed after that date.
The Event is considered confirmed only after the Client has signed the applicable quote or agreement and the Company has received the required deposit shown on the invoice. The Company may waive or postpone the deposit requirement only through written confirmation.
The deposit will be applied toward the total Event balance. Any payment-processing fees, custom production expenses, or third-party charges that cannot be recovered by the Company may remain non-refundable.
A verbal discussion, tentative quote, or requested date does not constitute a confirmed reservation.
02Cancellation Policy
All cancellations must be submitted in writing by email. The effective cancellation date is the date the Company receives the written notice.
Cancellation charges are determined as follows:
- Cancellations received at least thirty (30) calendar days before the Event are eligible for a refund of the deposit, less non-refundable processing fees, approved custom work, and third-party expenses already incurred for the Event.
- Cancellations received fifteen (15) to twenty-nine (29) calendar days before the Event will result in forfeiture of the deposit.
- Cancellations received five (5) to fourteen (14) calendar days before the Event will require payment of fifty percent (50%) of the total Agreement amount or forfeiture of the deposit, whichever is greater.
- Cancellations received fewer than five (5) calendar days before the Event will require payment of the full Agreement amount.
These amounts are intended to account for planning work, reserved inventory, committed staffing, lost booking opportunities, and other Event-related expenses. The Company will make reasonable efforts to reduce avoidable expenses and will credit any recoverable third-party charges against the amount owed.
An Event that cannot proceed because of the Client, the venue, the Client’s guests, undisclosed venue restrictions, lack of access, or failure to provide required facilities will be treated as a Client cancellation.
03Rescheduling
The Client may request one (1) reschedule by submitting written notice.
A rescheduling request received at least thirty (30) calendar days before the Event may be approved without a rescheduling fee. Requests received fewer than thirty (30) days before the Event are subject to availability and may incur a reasonable rescheduling fee of up to $300, plus committed third-party or staffing expenses.
Requests received fewer than fifteen (15) calendar days before the Event may be treated as a cancellation unless the Company agrees otherwise in writing.
The new Event must:
- Occur within twelve (12) months of the original Event date;
- Be scheduled on a date when the required equipment and staff are available; and
- Be confirmed through a signed amendment or replacement quote.
Payments will transfer to the approved replacement date and will become non-refundable once transferred. Only one reschedule is permitted. December dates, holidays, and other high-demand dates are subject to availability and current seasonal pricing.
04Event Changes
Changes involving table quantities, game selections, staffing, gaming hours, Event location, or other material services must be submitted in writing at least ten (10) business days before the Event.
The Client may increase, reduce, or substitute standard services through this deadline, subject to availability. Reductions will not remove charges for custom products, committed third-party expenses, non-refundable purchases, or work already completed specifically for the Event.
Changes requested after the deadline are not guaranteed. Additions may result in increased charges, while late reductions will not reduce the amount due.
A location change is subject to Company approval and may result in revised delivery, staffing, travel, parking, setup, or access charges. The Company may decline a location change when the new venue cannot reasonably or safely accommodate the contracted services.
05Event Duration, Delays and Additional Time
Services include up to three (3) hours of gaming unless the signed quote states otherwise.
The contracted starting and ending times remain in effect when the Event is delayed by the Client, venue, guests, catering, speeches, entertainment, lack of access, or another circumstance outside the Company’s control.
Additional gaming time may be provided when staff and venue access remain available. Additional time is billed at $90 per hour, per required staff member, calculated in thirty-minute increments. Additional time must be approved by the Client or the Client’s authorized on-site representative.
If the Company causes a material delay, the Company will make reasonable efforts to extend the gaming period. When an extension is not possible, the Company may provide a reasonable prorated credit for the gaming time that was not delivered.
06Pricing, Seasonal Rates and Processing Fees
December, holiday, high-demand, early-morning, late-night, and difficult-access events may be subject to adjusted pricing. Any known adjustment will be included in the quote before booking.
Once the Event is confirmed, the quoted price will not change unless:
- The Client changes the Event services, location, time, or scope;
- The venue imposes previously undisclosed requirements;
- The Client provides inaccurate or incomplete Event information;
- Additional services or time are approved; or
- Applicable taxes or government-imposed charges change.
Cash and corporate-check payments do not incur a Company processing fee. ACH payments are subject to a 1% processing fee. Credit-card processing fees will be disclosed before payment and passed to the Client only when permitted by law and the applicable payment network.
07Payment Terms and Past-Due Balances
Unless the quote states otherwise, the remaining balance is due on the Event date before equipment setup begins.
If payment has not been received, the Company may delay or withhold setup without being considered in breach of the Agreement. Lost service time caused by nonpayment will not extend the contracted ending time. Continued nonpayment may be treated as a Client cancellation.
A balance that remains unpaid five (5) business days after its due date may incur a one-time late charge equal to five percent (5%) of the outstanding balance, not to exceed $200.
A balance that remains unpaid for thirty (30) days may accrue interest at the lesser of one percent (1%) per month or the maximum lawful rate. The Client is also responsible for reasonable returned-payment charges and collection expenses to the extent permitted by law.
08Delivery, Setup, Layout and Breakdown
The Company will coordinate delivery and setup with the Client or designated venue representative at a mutually agreed time.
The Client must provide enough safe and usable space for the casino tables, dealers, guests, chairs when applicable, and normal guest movement. The Client must also ensure that the setup area is level, stable, accessible, and ready when the Company arrives.
Custom floor plans and table-placement requests must be submitted at least forty-eight (48) hours before the scheduled setup. If no layout is provided, the Company will arrange the equipment in the safest and most practical configuration available.
The Company retains final authority over equipment placement when adjustments are reasonably necessary for safety, venue restrictions, access, guest flow, or equipment operation. Casino equipment may not be moved after setup without permission from Company staff.
Breakdown will begin when the contracted gaming period ends unless delayed breakdown has been approved in writing. Delayed breakdown or extended equipment holding time may result in additional staffing and transportation charges.
09Parking, Elevators and Venue Access
The Client must disclose all parking, loading, elevator, security, dock, stairway, long-carry, after-hours, and venue-access requirements at least ten (10) business days before the Event.
The Client is responsible for actual parking, permit, validation, and access expenses unless the quote states otherwise. When paid or remote parking creates additional travel or labor time, an access charge of $25 per affected staff member may apply.
Any Event requiring an elevator for equipment load-in or load-out is subject to a $100 access fee unless that fee is already included in the quote. The Client must ensure that the appropriate elevator is available at the confirmed load-in and load-out times.
Stairs, narrow entrances, long carrying distances, restricted loading areas, soft ground, union labor requirements, or unusual venue restrictions may result in additional charges or equipment limitations.
The Company is not responsible for delays or reduced gaming time caused by unavailable parking, inaccessible loading areas, unavailable elevators, venue restrictions, or another access issue outside the Company’s control.
10Equipment, Damage and Missing Property
All casino tables, layouts, chips, cards, accessories, and related equipment remain the property of Double Down Casino Events LLC.
The Client is responsible for loss, theft, excessive cleaning, or damage caused by the Client, guests, venue personnel, vendors, or other third parties while the equipment is at the Event. The Client is not responsible for ordinary wear or damage caused by Company personnel.
Missing chips may be billed at $1 per chip. Other damaged or missing property will be billed at the reasonable cost of cleaning, repair, or replacement, including necessary labor, materials, shipping, and transportation.
The Company will provide an itemized description of any material damage charge. Damage invoices are due within ten (10) calendar days after delivery to the Client.
11Staffing, Safety and Guest Conduct
Company dealers and event staff remain under the direction and supervision of Double Down Casino Events LLC. The Client and venue may not require Company personnel to perform services outside the agreed Event scope.
The Client must provide a safe, lawful, and respectful working environment. The Company may remove a guest from a casino table when the guest is abusive, threatening, excessively disruptive, physically unsafe, or interfering with other guests or staff.
When reasonably safe and practical, the Company will notify the Client’s on-site representative and allow the Client an opportunity to correct the situation.
The Company may immediately pause or terminate services if a staff member is threatened, harassed, physically confronted, or exposed to an unsafe condition. No refund or extension will be provided for service time lost because of conduct or conditions caused by the Client, guests, venue, or third-party vendors.
12Outdoor Events and Weather
Outdoor services require advance approval from the Company.
The Company does not provide outdoor gaming when the actual or reasonably forecasted temperature during the Event is above 92°F or below 60°F. The Company may also delay, relocate, suspend, or discontinue outdoor services because of rain, lightning, excessive wind, moisture, unstable ground, or another condition that may threaten people or equipment.
Every outdoor Event must have:
- Suitable overhead protection for all equipment and staff;
- Reasonable protection from wind-driven rain or moisture;
- Stable and level ground; and
- An indoor backup location capable of accommodating the contracted services.
These protections are required regardless of the forecasted chance of rain.
The Company will make weather decisions using a reliable weather source and reasonable on-site judgment. If the Client fails to provide the required protection or backup location, the cancellation provisions of this Agreement will apply.
When unexpected severe weather prevents performance despite the Client providing the required protection and backup plan, the parties will follow the force-majeure provisions of this Agreement.
The Client is responsible for reasonable repair or replacement costs resulting from the failure of Client-provided or venue-provided weather protection, except to the extent the damage was caused by Company negligence.
13Venue Rules, Insurance and Required Forms
The Client is responsible for confirming that the venue permits the contracted casino entertainment services and equipment.
All certificates of insurance, additional-insured wording, vendor agreements, security rules, building requirements, union requirements, and other venue forms must be provided to the Company at least ten (10) business days before the Event.
The Company will reasonably cooperate with standard venue requirements. Additional insurance premiums, administrative expenses, labor charges, permits, or other direct costs imposed by the venue will be disclosed to the Client and added only after approval when advance approval is practical.
Late disclosure of a venue requirement may cause delays, added charges, equipment limitations, or cancellation. If the Company cannot perform because the Client or venue failed to disclose a requirement on time, the Client cancellation provisions will apply.
14Photography and Media
The Company may photograph its equipment and completed setup for documentation, training, portfolio, and marketing purposes when the photographs do not intentionally identify Event guests.
The Client may opt out of equipment and setup photography by notifying the Company in writing at least forty-eight (48) hours before the Event. An NDA is not required to make this request.
The Company will not intentionally publish photographs that clearly identify guests for marketing purposes without the Client’s written approval and any individual permissions required by law.
The Company will not intentionally use an identifiable image of a minor for marketing without appropriate written authorization from the minor’s parent or legal guardian.
15Entertainment Only and Legal Compliance
All games, chips, currency, and gaming materials provided by the Company are for entertainment purposes only and have no cash value.
The Company does not accept real-money wagers and will not redeem chips or gaming currency for cash or anything of value.
Any raffle, auction, prize drawing, fundraiser, donation program, or prize distribution associated with the Event is conducted solely by the Client. The Client is responsible for confirming that those activities comply with applicable laws and venue requirements.
The Company may refuse or discontinue any activity that it reasonably believes involves unlawful wagering or places the Company, its equipment, or its staff at legal risk.
16Force Majeure and Company Nonperformance
Neither party will be considered in breach for a delay or inability to perform caused by circumstances beyond that party’s reasonable control. These circumstances may include severe weather, natural disasters, government orders, venue closures, public emergencies, widespread illness, labor disruptions, road closures, civil disturbances, or sudden transportation or equipment failure despite reasonable maintenance.
The affected party must provide notice as soon as reasonably possible. The Company will first attempt to provide substitute staff or equipment, modify the service, relocate the setup, or reschedule the Event.
If a qualifying force-majeure event prevents the Company from providing the contracted services, the Client may choose:
- A credit of applicable payments toward an available replacement date occurring within twelve (12) months; or
- A refund of amounts paid for services that were not provided, less documented non-refundable third-party expenses already incurred specifically for the Event.
If the Company cancels for a reason within its reasonable control and cannot provide a suitable replacement, the Company will refund amounts paid for the services not provided. That refund will be the Client’s exclusive monetary remedy for the cancellation, except where a limitation is prohibited by law.
When the Company remains ready and able to perform but the Client elects not to proceed, the cancellation or rescheduling policy will apply.
17Indemnification and Limitation of Liability
Each party remains responsible for its own negligent or wrongful conduct.
The Client agrees to indemnify and hold harmless Double Down Casino Events LLC, its owners, employees, contractors, and agents from third-party claims, damages, liabilities, and reasonable expenses to the extent they arise from:
- The conduct or negligence of the Client, guests, venue, or Client-selected vendors;
- The Client’s violation of law or venue requirements;
- Damage to Company equipment caused by the Client, guests, venue, or Client-selected vendors; or
- The Client’s material breach of this Agreement.
This obligation does not apply to the extent a claim was caused by the Company’s negligence, gross negligence, or willful misconduct.
To the maximum extent permitted by law, the Company will not be liable for indirect, incidental, special, or consequential damages, including lost profits, lost fundraising revenue, or expenses involving unrelated vendors.
Except for liability that cannot legally be limited, the Company’s total liability arising from the Agreement will not exceed the amount paid to the Company for the affected Event.
18Governing Law, Disputes and General Terms
This Agreement is governed by the laws of the State of Texas. Unless the parties agree otherwise in writing, any lawsuit arising from the Agreement must be filed in a court of appropriate jurisdiction in Hays County, Texas.
Before filing a lawsuit, the parties agree to make a good-faith attempt to resolve the dispute directly. If direct negotiations are unsuccessful, either party may request non-binding mediation in Hays County, with the mediation cost divided equally. This requirement does not prevent either party from pursuing a qualifying small-claims action, collection matter, or emergency legal remedy.
If either party brings an action or proceeding to enforce this Agreement, collect amounts due under it, or obtain relief for its breach, the prevailing party will be entitled to recover its reasonable and necessary attorney’s fees, court costs, and other recoverable enforcement expenses, to the extent permitted by law.
Electronic signatures, electronic approvals, and electronically stored copies of this Agreement will be treated as originals and may be relied upon by both parties.
This Agreement, together with the accepted quote and written amendments, represents the entire agreement between the parties. Changes must be made in writing and accepted by both parties.
If any provision is found unenforceable, the remaining provisions will remain in effect. A party’s failure to enforce a provision on one occasion does not waive the right to enforce it later.
The person accepting this Agreement on behalf of an organization represents that they have authority to bind that organization.
Submission of a signed quote, deposit, payment, or other written authorization constitutes acceptance of this Agreement.
This page is provided for general information and does not constitute legal advice. Final terms are confirmed in the signed rental agreement for your event.
