What to expect from event inception to event follow up
Planning events can be a stressful process. With NEP as your service provider, we aim to reduce as much of your stress as possible. Below you will find detailed expectations for every step of the event planning process. If you find yourself still sweating the details after reading, your event coordinator will be able to answer any questions you have.
- Booking Process
- Deposits and Payment
- Staff Expectations
- Onsite Communication
- Inclement Weather Policy
Every event that we provide services or rentals for has incredibly unique requirements. We do our best to streamline the process of securing our services, but we require a lot of involvement and information for our Event Partners (you!) to make sure every aspect of your event is a success. You should expect your Event Coordinator to regularly be in touch with you over email, and phone calls as necessary, as they work to finalize all of the required details.
Electronic quotes can be provided once an Event Coordinator has received enough information to accurately price the service or rentals requested by the Event Partner. Any changes to the event, including but not limited to dates, times, staff, items, and service can and often will result in a price increase or decrease to reflect the differing requirements. We try to be as accurate as possible during quoting, but as we move to finalize some of our services, especially outside vendors, there can be fluctuations in the final price.
Quotes do not guarantee the availability of rentals and services. To secure rentals and services, a signed contract and deposit are required.
Contracts are valid for 5 business days unless otherwise noted within the contract language. Subcontracted services and rentals provided by our Service Partners are not guaranteed until a signed contract and deposit are received and National Event Pros has secured any third party services. Contracts can be signed electronically, faxed, or mailed to our offices. A signed contract and deposit is required to guarantee services and rentals. Any changes made to your event may require an updated contract to be signed.
Deposit and Payments
A deposit amounting to 50% of the total contract is required to secure and guarantee requested services and rentals. Upon request, other payment arrangements such as a purchase order can be made if arranged in advance with your Event Coordinator. The remaining balance is due at the time of the event, unless special payment arrangements have been made in advance with your Event Coordinator. All deposits and payments can be made by major credit cards, corporate checks, or purchase order. Large balances paid by credit card may require an additional service charge, communicated in advance by your Event Coordinator.
All of our event contracts are written to the duration of the event. Equipment and services to be used during the event are guaranteed to be operational for the full duration of the event. Any time required to set or strike equipment is taken into account and deliveries will occur accordingly. This means that if your event starts at 12pm and ends at 4pm, the delivery and setup of the equipment will typically begin at least an hour prior to your event time, or 11am. The delivery crew will not begin removing equipment from your venue until after the event has ended. Unless otherwise noted, the Event Partner will not be billed additional hours for the set and strike time—they are included in the contracted price. Events with a large array of services and equipment may require many hours for set and strike; your Event Coordinator will arrange and communicate these details to you in advance. NEP requires Event Partners to have one representative present at the time of delivery and setup, unless other arrangements have been made in advance of your event day with your Event Coordinator.
On the day of your event, a predetermined Delivery Lead, Event Lead, or your Event Coordinator will be onsite to direct the delivery and installation of all contracted services. Unless otherwise arranged, the Lead or Coordinator will make contact with you or a predetermined representative upon arrival at the event venue. Equipment set and location is pre-determined by notes and layout maps created during the booking process. As a precaution, your Lead or Coordinator may verify placement of activities, decor, and more to reduce the risk of repeat work and event impacting delays.
National Event Pros aims to provide the best experience and service possible. The people that you interact with, that make your event possible, are critical to our success. NEP employees are expected to be groomed and presentable, and should have clothing indicating their association with NEP and/or applicable Service Partner. Setting up events can be dirty work, and often our staff will bring a change of clothes so that they may look presentable during the event. National Event Pros is a tobacco and drug free company.
Inclement Weather Policy
In the event of heavy rain and/or strong winds such that use of the Attraction equipment or other event services are deemed unsafe by National Event Pros, we may elect to cancel our services or temporarily suspend Attractions. If you anticipate that inclement weather may require your event to be cancelled, please call the National Event Pros at 855-509-7767 by 9:00 AM on the day of your event. National Event Pros will determine whether local weather conditions require cancellation of our services, and if so determined, will credit your account for the total Invoice price, to be used within one year of the cancelled event, minus a $75 per Attraction equipment unit restocking fee. Excluded items include (but are not limited to) Tents, Tables, Chairs, Mechanical Rides, & performers. National Event Pros strongly recommends that you plan for an alternate, indoor location for any Attractions to avoid interruption of your event.