Agreement, Terms & Conditions

It is the Event Organiser’s responsibility to provide a suitable, compliant set‑up space prior to the event for the Event Entertainers to work in. The designated area must meet all requirements outlined in these Terms & Conditions. Entertainers are not responsible for any time lost on arrival due to identifying, negotiating, or preparing an appropriate area when one has not been allocated in advance.

1. Location Requirements

1.1 Ground Surface: The Event Entertainers need to be positioned on flat ground with no holes, hills, dirt patches, or uneven surfaces.

1.2 Weather Protection: All services must be set up out of the elements, including protection from wind, rain, heat, and cold. A shaded area plus a gazebo is required in temperatures above 32°C.

1.3 Space Requirements: Sufficient space must be provided for the entire service setup, including gazebos, equipment, and guest flow.

1.4 Parking: A dedicated parking space is required for a vehicle with trailer  during the event. Trailer access to the set-up site is required for unloading and pack‑down.

2. Gazebos & Shelter

2.1 Size / Specs: Our gazebos are professional, top quality, heavy duty with a light aluminium frame. They are colourfully branded with our business logo to provide visibility to the public and draw their attention to the activities. Each gazebo is 3m x 3m.

2.2 Quantity: Generally, we recommend, one gazebo per entertainer. A single 3m x 3m gazebo cannot safely or comfortably shelter two entertainers for the duration of a long event, due to shifting shade or angled rain.

2.3 Guest Safety: On hot or rainy days, guests will gather under gazebos for cover. Additional gazebos may be required for guest comfort and safety.

2.4 Wind Considerations: Gazebo sides for sun or wind protection may not be suitable in windy conditions. Alternative protection – like the side of a building may be a good place to set up.

2.5 Pegs or weights: We prefer to use pegs to secure our gazebos. If you are locating us on solid ground and require weights, please let us know.

3. Line Management

3.1 The line: When setting up your entertainment package, consider the expected length and position of the line. Make sure you allow a space that does not congest the general flow of the event.

3.2 Waiting time: In our experience, people will wait up to 1.5hrs for face painting. Two face painters increase capacity but does not guarantee shorter lines. They do allow artists to take breaks without stopping service. Adding a service like roving glitter tattoos or balloon twisting can assist long lines.

3.3 Line Manager: We generally manage lines while we work, however, some events require a separate line manager. We appreciate the offer for the event organisers to manage the line for us, however in our experience, this arrangement does not go smoothly and can cost the face painters / entertainers precious service time.

4. Giant Bubbles

4.1 Roads and Cars: DO NOT locate giant bubbles near a road or parked cars. Children run to pop bubbles – this circumstance is highly dangerous. We will REFUSE to work where the safety of children is not considered.

4.2 Open Space: Giant bubbles require a safe, open space for bubble play – free of obstructions that pop the bubbles. The ground should be flat, with no holes, dirt patches, uneven surfaces or trip hazards.

4.3 Safety: Our bubble mixture is cosmetic and food grade safe and safe for lawns. Although, the area will get wet and foamy, the residue soaks in quickly, leaving good hydration to the soil. The bubble mixture will foam on tarmac, and may be slippery, we minimise this with our slip mat and wet surface signage.

4.4 Responsibility: Although we minimise the risk with safe products and supervision, we are NOT responsible for any slips, falls or collisions during play. Event Organisers should be available to provide extra support and supervision during the event.

5. Giant Games

5.1 Supervision: Our giant games are unsupervised but must remain in close proximity to our setup and are only available for the duration of the event.

5.2 Damage: General wear and tear is expected. Intentional damage or vandalism may incur a damage fee at our discretion.

6. Cleaning, Breaks and Well Being of our Team

6.1 Service quality: Our team members are trained to handle large crowds with long lines for many hours, although the demand on our services can be very tiring. Breaks are essential for entertainers’ wellbeing and to ensure consistent service quality throughout your event.

6.2 Breaks: After 2 hours: 5 – 10 minute refreshment break. After 4 hours: 15 minute break. After 5 hours: 30 minute food & hydration break.

6.3 Cleaning: We encourage our team to clean / refresh our kits after 2 hours of service. We minimise the effect this has on the line, by cleaning during our breaks. The line may be ended and re-started to execute these tasks.

7. Agreement

7.1 Your Event Entertainer:  SFFP is run by a team of Event Entertainers. You will be notified of your entertainer before the day. Your Event Entertainer will have all the information they need to carry out your event as planned. SFFP cannot control team cancellations but does endeavour to replace the entertainer for your event.

7.2 Contact Person: The Event Organiser must provide a contact person for the day. This person must be contactable via phone and be ready to show the Event Entertainers where to set up.

7.3 Service time: All care is taken to run on-time however, allowances need to be made for unexpected traffic, parking, setup/pack-down logistics. Please provide adequate information and assistance to ensure our service runs smoothly and on time.

7.4 Acknowledgement: By proceeding with your booking and not raising any concerns regarding the information outlined in these Terms & Conditions, you acknowledge that you have read, understood, and agree to all requirements, responsibilities, and conditions contained herein.