Terms & Conditions

1. General Terms & Payment

1. A non-refundable deposit of 50% of your total quote reserves your event date. Paying your deposit confirms that you have read and agree to these Terms and Conditions. The remaining balance is due no later than 72 hours before your event. If the balance is not received by the due date, Arcadia Balloon Co. may cancel your booking, and the deposit will not be refunded.
2. If your event is less than 72 hours away when you book, payment in full is due at booking.
3. Accepted forms of payment are Venmo, Zelle, or a secure online pay link, available upon request. All prices are in U.S. dollars (USD).
4. Custom installations start at $375 and include two separate fees, both listed on your quote. Delivery & installation starts at $75, covers delivery, the on-site build, and styling, and is based on distance and installation size. Larger installations and 7 ft painted backdrops may require a rented trailer or truck, which is included in this fee. Teardown is a flat $50 for venues within 20 miles on installations up to 45 feet. Larger installations and farther venues are quoted.
5. Packages (Party and Celebration) include delivery & installation and teardown within ten (10) miles of Phoenix 85008, as listed on your quote. Venues more than ten (10) miles away add a distance fee, also listed on your quote.
6. Custom installations and packages booked fewer than ten (10) days before the event include a short-notice booking fee for rush prep: $50 when booked 8 to 10 days before, $100 when booked 2 to 7 days before, and $150 or more when booked less than 48 hours before. Bookings under 48 hours are subject to availability and may include added supply or delivery costs. The fee will be listed on your quote.
7. Your deposit may be moved to a new date up to two (2) times, based on availability, for an event held within twelve (12) months of the original date. If you cancel without rescheduling, or after two reschedules, the deposit is forfeited.
8. Preparation begins several days before your event. If you cancel or reschedule within 72 hours of your event, any payments beyond the deposit will be held as a credit toward a new date within twelve (12) months, minus the cost of materials already prepared.
9. If Arcadia Balloon Co. is unable to complete your booking due to illness, emergency, or other circumstances, you will be notified as soon as possible and may choose to reschedule or receive a full refund of all payments made. Arcadia Balloon Co. is not liable for any amount beyond the payments received.
10. Backdrop and prop rentals are subject to availability. If your preferred item is unavailable, Arcadia Balloon Co. will share trusted vendors you may rent from directly. Those vendors' terms apply, and Arcadia Balloon Co. is not responsible for their items.
11. Changes to the scope, design, or setup location after your deposit will result in a revised quote. Added charges must be approved by you in writing and paid before your event.

2. Backdrop & Prop Rentals

1. All backdrops, props, and faux florals are rentals only and remain the property of Arcadia Balloon Co. Fresh florals are yours to keep.
2. Rentals are quality-checked before your event and must be returned in the same condition. Normal wear is never charged. If an item is damaged beyond normal wear, soiled, or lost, the Client is responsible for its repair or replacement cost, and Arcadia Balloon Co. will share photos and the amount before anything is billed.
3. Rentals used outdoors must be moved indoors overnight, or the Client must arrange for pickup the evening of the event. Weather damage to unprotected items will be billed to the Client.
4. Rentals must remain at the event location on the final quote and may not be moved or used at another venue without prior written approval from Arcadia Balloon Co.
5. Teardown is scheduled at booking, either the evening of your event or the next day, and is listed on your quote. Teardown is required whenever your installation includes rentals (backdrops, stands, props, or faux florals). For balloon-only installations, you may skip teardown and dispose of the balloons yourself. For installations that use a trailer (including any 7 ft painted backdrop), teardown later than the next day adds $50 for the extra trailer day.
6. The Client must provide access at the agreed teardown time. If access is not available, a return trip may be billed at the teardown rate. Balloons are removed at teardown unless you arrange in advance to keep them. Rental items are always collected.
7. Client-provided backdrops must be fully assembled and in their final position when Arcadia Balloon Co. arrives. Arcadia Balloon Co. is not responsible for their assembly, leveling, or stability, and will not alter or decorate them unless agreed upon in writing before the event.

3. Mock-ups & Inspiration Images

1. Every custom installation includes a digital mock-up after your deposit, showing the shape, scale, and layout. Because screens and lighting vary, the mock-up is a guide for design and proportion, not an exact color match, and the finished installation may look slightly different in person.
2. Thoughtful adjustments to your mock-up are welcome. Adjustments that change the size or scope will result in a revised quote. Final design approval is needed at least ten (10) days before your event so materials can be ordered. For bookings made fewer than ten (10) days out, approval is needed within 24 hours of receiving your mock-up. Changes after approval may not be possible, or may result in a revised quote.
3. Mock-ups are created digitally by Arcadia Balloon Co., not generated by AI.
4. AI-generated inspiration photos are welcome for overall feel and direction, but an exact replica cannot be guaranteed, since those images often use balloon colors and fonts that are not actually available. Arcadia Balloon Co. will get as close as possible using professional-grade materials.

4. Balloon Care, Safety & Warnings

1. Balloons are fragile. Please keep little hands and pets away, as balloons and popped pieces pose a choking hazard to children and animals.
2. Any latex allergy must be disclosed to Arcadia Balloon Co. before paying your deposit. Arcadia Balloon Co. uses latex balloons and cannot complete a project when a latex allergy is known, and is not responsible for allergic reactions when an allergy was not disclosed.
3. Keep balloons away from sharp objects, open flames, lit candles, extreme heat, and extreme cold.
4. Balloons expand in heat and shrink in cold, which can cause popping over time. This is normal and expected. Balloons last longest at comfortable indoor room temperature.
5. Balloons naturally oxidize outdoors: clear balloons turn cloudy and colored balloons take on a velvety-matte finish. Outdoor balloons last approximately 1 to 2 days, while indoor balloons typically last 3 or more weeks.
6. Arcadia Balloon Co. uses high-quality balloons and takes every precaution to maximize their longevity, but is not responsible for pops, deflation, discoloration, or other damage once the installation is complete and in the Client's possession.

5. Helium Balloons

1. Helium balloons are offered as bouquets, foils, 18″ latex accents, and within installations, and individual helium balloons may be added to any garland, installation, or bouquet order. Balloon counts and sizes are listed on your quote.
2. All helium orders are available for pickup. Drop & Go delivery is available for helium orders of $60 or more (the Classic Bouquet and up), plus the delivery fee.
3. As a general guide, helium-filled latex balloons last 12 to 24 hours, and helium-filled foil balloons last 3 to 5 days. These are industry estimates only and are not guaranteed.
4. Once helium balloons are picked up or delivered, Arcadia Balloon Co. is no longer responsible for their condition. No replacements, credits, or refunds will be issued for balloons that pop, deflate, escape, or are damaged after handoff.

5. Never leave helium balloons in a hot vehicle. When transporting them, secure them so they do not block the driver's view.
6. Outdoor balloon releases are prohibited under this Agreement, as they harm wildlife and the environment. The Client agrees that no balloons provided by Arcadia Balloon Co. will be intentionally released outdoors.

6. Insurance & Responsibility After Setup

1. Arcadia Balloon Co. carries general liability insurance, and a certificate of insurance can be provided upon request.
2. Once an installation, backdrop, or prop has been set up and approved by the Client, Arcadia Balloon Co. is no longer responsible for its condition, including tampering, relocation, or damage caused by guests, HVAC systems, or temperature changes.

7. Weather & Outdoor Events

1. For outdoor events, the Client is responsible for a backup plan, such as an indoor space, tent, or shade structure. Arcadia Balloon Co. reserves the right to decline or dismantle an outdoor installation if weather (including extreme heat, wind, rain, hail, dust storms, or monsoons) poses a safety risk.
2. If severe weather, a natural disaster, a power outage, or other circumstances beyond our reasonable control affect your event, Arcadia Balloon Co. will work with you in good faith to reschedule. Your deposit will be honored toward a new date within twelve (12) months, subject to availability, and additional materials charges may apply if balloons were already prepared. If Arcadia Balloon Co. calls off an outdoor installation for safety, your deposit moves to your new date at no cost.
3. If you choose not to reschedule, the deposit is forfeited, and any payments beyond the deposit are handled as described in section 1.

8. Photography & Marketing

1. Arcadia Balloon Co. may photograph or video completed installations, backdrops, and props before, during, and after setup for its portfolio, website, social media, and marketing.
2. Photos focus on the installation, and every effort is made to avoid capturing identifiable guests or private moments.
3. If you prefer that images of your event not be used for marketing, please notify Arcadia Balloon Co. in writing before your event.

9. Setup Site Requirements

1. The Client is responsible for timely access to the event location at the agreed setup time, including elevators, loading zones, parking, and any keys, codes, or credentials.
2. The Client must confirm with the venue that balloons, backdrops, and props are permitted. Arcadia Balloon Co. is not responsible for venue restrictions, fees, or insurance requirements not communicated in advance.
3. The setup area must be clean, dry, and clear of obstructions before arrival, with a level, stable surface and enough space for the installation.
4. If electricity is needed (for lighting, neon signs, and similar), the Client must confirm reliable power access. Delays caused by the Client, venue, or site conditions may result in an abbreviated installation or additional labor charges. Arcadia Balloon Co. will always let you know before adding a charge.
5. Arcadia Balloon Co. uses approved installation methods (command strips, hooks, tape, weights, and similar) suited to each venue. The Client is responsible for confirming these methods with the venue in advance. Arcadia Balloon Co. is not responsible for surface damage, such as paint or finish lifting, resulting from approved methods.
6. Arcadia Balloon Co. may pause or end an installation if the site is unsafe or if staff are treated in a threatening or abusive manner. In that case, payments already made are not refunded.

10. General Provisions

1. If a balloon color or supply becomes unavailable, Arcadia Balloon Co. will substitute the closest available match of equal or greater quality and let you know in advance whenever possible.
2. Arcadia Balloon Co.'s total liability for any claim related to your event or order is limited to the amount you paid for it. Arcadia Balloon Co. is not liable for indirect or consequential losses, including venue fees, photography, or lost enjoyment.
3. Quotes are valid for fourteen (14) days, or until your date if sooner. Once your deposit is paid, your quoted price is locked in, even if published prices change.
4. These terms are governed by the laws of the State of Arizona. If any part is found unenforceable, the rest remains in effect.

11. Grab & Go and Drop & Go Orders

Grab & Go and Drop & Go orders are ready-made pieces for pickup or delivery, without on-site installation. Sections 4, 5, 8, and 10 also apply.

1. A non-refundable deposit of 50% of your total order reserves your pickup or delivery date, and paying it confirms that you agree to these Terms and Conditions. The remaining balance is due no later than 72 hours before pickup or delivery. If your date is less than 72 hours away when you book, payment in full is due at booking.
2. Accepted forms of payment are Venmo, Zelle, or a secure online pay link, available upon request. All prices are in U.S. dollars (USD).
3. Grab & Go and Drop & Go orders have no short-notice booking fee. Short-notice orders are subject to availability.
4. Your deposit may be moved to another pickup or delivery date up to two (2) times, based on availability, within twelve (12) months of the original date. If you cancel without rescheduling, or after two reschedules, the deposit is forfeited.
5. Preparation begins several days before your pickup or delivery. If you cancel or reschedule within 72 hours of that date, any payments beyond the deposit will be held as a credit toward a new date within twelve (12) months, minus the cost of materials already prepared.
6. If Arcadia Balloon Co. is unable to complete your order due to illness, emergency, or other circumstances, you will be notified as soon as possible and may choose to reschedule or receive a full refund of all payments made. Arcadia Balloon Co. is not liable for any amount beyond the payments received.
7. Changes to the design, quantities, or scope after your deposit will result in a revised quote. Added charges must be approved by you in writing and paid before pickup or delivery.
8. Grab & Go orders are picked up in Phoenix, AZ (85008) at a time arranged in advance. Please bring a clean, air-conditioned vehicle with enough cargo space; Arcadia Balloon Co. is happy to tell you what will fit. For safety, orders will not be loaded into a vehicle that cannot carry them safely.
9. Drop & Go delivery starts at $25 and is based on distance and order size. Helium-only orders need a $60 minimum. Larger orders that need a trailer include the trailer charge in the delivery fee. Your exact fee is listed on your quote, and your delivery window is arranged in advance.
10. If you miss your Grab & Go pickup, please reach out, and your order will be held for up to 24 hours at no charge. Orders not picked up within 24 hours of the scheduled time are forfeited without refund, since balloons cannot be held or resold. Someone must be available to receive a Drop & Go delivery. If no one is available, a second delivery may be scheduled, based on availability, at the same delivery fee.
11. Please inspect your order at pickup or delivery. Any concerns must be shared before you leave, or within one (1) hour of delivery with a photo. After handoff, Arcadia Balloon Co. is not responsible for the order's condition, including damage from transport, handling, heat, weather, or display.
12. In extreme heat, monsoon, or dust storm conditions, Arcadia Balloon Co. may adjust your pickup or delivery time to protect your balloons. Orders placed outdoors or left unattended are at the Client's own risk.
13. Column and tower bases are yours to keep. Backdrops, centerpieces, and on-site setup are available with custom installations only.