Additional Fees policy

Effective Date: July 13, 2026
Last Updated: July 13, 2026
Version: 1.0

This Additional Fees Schedule (“Schedule”) identifies charges that may apply when Sapphire Sky Events LLC, a Georgia limited liability company (“Sapphire Sky Events,” “Company,” “we,” “us,” or “our”), provides labor, transportation, waiting time, revisions, cleaning, extended rentals, or other services beyond the scope and assumptions of an accepted booking.

This Schedule applies when incorporated into a Wedding and Event Décor Agreement, Rental Agreement, proposal, Event Service Schedule, invoice, booking confirmation, or other written agreement between Sapphire Sky Events and the person or persons identified as the client (“Client”).

1. Relationship to the Client Agreement

This Schedule forms part of the Client’s agreement when referenced in the applicable booking documents.

The complete agreement may include:

• The accepted proposal or Event Service Schedule;

• The Wedding and Event Décor Agreement or Rental Agreement;

• The Booking, Cancellation & Rescheduling Policy;

• The Event Operations & Venue Requirements;

• The Rental Equipment & Special Effects Terms, when applicable;

• This Additional Fees Schedule;

• Approved written change orders; and

• The applicable invoice and payment schedule.

A fee stated specifically in the Client’s accepted proposal or written change order will control over a different general fee listed in this Schedule.

Cancellation amounts and rescheduling fees are governed by the Booking, Cancellation & Rescheduling Policy and are not duplicated in this Schedule.

2. General Application of Additional Fees

The original Contract Price is based on the scope, quantities, location, access, schedule, labor, transportation, and other conditions identified before booking.

Additional fees may apply when additional cost, time, labor, transportation, equipment, or administrative work results from:

• A Client-requested addition or change;

• Incomplete or inaccurate information;

• Venue restrictions not previously disclosed;

• Delayed access;

• Extended Event time;

• Additional installation areas;

• Additional trips;

• Increased quantities;

• Third-party interference;

• Unsafe or unsuitable conditions;

• Late return of Rental Property;

• Excessive cleaning;

• Damage or loss;

• Rush production;

• After-hours work; or

• Another circumstance outside the original scope.

Additional fees are intended to compensate Sapphire Sky Events for additional services, labor, costs, and commitments. They are not intended as punishment.

3. Billing Increments and Minimums

Unless another method is stated:

• Hourly labor is subject to a one-hour minimum.

• After the first hour, labor is billed in 30-minute increments.

• Time involving multiple employees is charged for each participating employee.

• Travel time may be included when a special or additional trip is required.

• Third-party expenses are passed through at actual documented cost unless an approved service or coordination charge is stated.

• Applicable taxes may be added as required by law.

The Company may waive or reduce a fee in its discretion. A waiver on one occasion does not waive the right to apply the fee on another occasion.

4. Waiting Time

Waiting time applies when Company personnel are present and prepared to work but cannot reasonably begin or continue because of:

• Locked or unavailable Venue access;

• Delayed loading-dock access;

• Unavailable elevators;

• Security procedures;

• Incomplete Venue setup;

• Missing tables or linens;

• Other vendors occupying the Installation Area;

• Delayed Client- or Venue-supplied property;

• Missing approvals;

• Timeline delays;

• Guest or vendor interference; or

• Other circumstances outside the Company’s reasonable control.

Waiting-time rate: $75 per crew member per hour

Waiting time begins at the confirmed Access Time or when work is interrupted and continues until reasonable access or working conditions are restored.

5. General Additional Labor and Overtime

Additional labor may be charged for work beyond the labor and schedule included in the proposal.

Before 11:00 p.m.

$75 per crew member per hour

At or after 11:00 p.m.

$100 per crew member per hour

Additional labor may include:

• Extended installation;

• Extended breakdown;

• Room reconfiguration;

• Moving Venue furniture;

• Correcting another vendor’s interference;

• Handling unlisted Client property;

• Additional décor placement;

• Repacking;

• Venue-required adjustments;

• Extended guest presence;

• Delayed breakdown; or

• Work beyond the approved scope.

6. Technician Overtime

When a technician is included for cold sparks, Dancing on the Clouds, fog, haze, lasers, snow, lighting, photo booths, or other operated equipment, technician coverage applies only for the period stated in the proposal.

Additional technician time: $125 per technician per hour

Technician overtime is subject to availability and is not guaranteed merely because the Event timeline is delayed.

7. Additional Scheduled Crew

When a shortened setup period, expanded scope, additional location, or Client request requires additional scheduled personnel:

Additional crew: $75 per person per hour, with a four-hour minimum per person

The Company will notify the Client when reasonably possible before scheduling additional personnel.

8. Delivery and Travel

Unless another delivery arrangement is stated in the proposal:

• Standard delivery is included within 35 miles of the Company’s designated service base in Woodstock, Georgia.

• Distance is calculated using a commercially reasonable mapping service and the ordinary route from the service base to the Venue.

• For Venues located more than 35 miles away, travel is charged at:

$2.50 per one-way mile beyond the included 35 miles

Example:

If the Venue is 50 miles from the service base, the chargeable distance is 15 miles:

15 miles × $2.50 = $37.50.

Travel charges may be calculated separately for each required vehicle when multiple vehicles are reasonably necessary and the proposal does not already include them.

Long-distance travel, overnight lodging, flights, vehicle rental, freight, or interstate services will be quoted separately.

9. Parking, Tolls, Valet, and Venue Charges

Unless expressly included, the Client is responsible for actual charges relating to:

• Parking;

• Valet service;

• Tolls;

• Loading docks;

• Vendor entrance fees;

• Security escorts;

• Elevator reservations;

• Venue-required labor;

• Union labor;

• Fire-watch services;

• Government permits;

• Inspections;

• Engineering;

• Rigging supervision; and

• Similar Event-specific requirements.

Known charges may be included in advance. Charges that cannot reasonably be determined until the Event may be invoiced afterward with reasonable documentation.

10. Additional or Return Trips

An additional trip may be charged when the Company must return to the Venue or another location because of:

• Missing access;

• Incorrect information;

• A changed schedule;

• Items unavailable at the agreed time;

• Venue refusal;

• A Client-requested second delivery;

• Property left behind;

• Delayed pickup;

• Another vendor’s interference;

• An unapproved location change; or

• Another condition outside the original scope.

Additional-trip dispatch fee: $150 per vehicle

The following may also apply:

• Mileage;

• Parking;

• Tolls;

• Crew labor;

• Technician time;

• Lodging; and

• Actual third-party charges.

11. Same-Day Emergency Callout

When the Client requests an unplanned same-day return, replacement, repair, delivery, pickup, or operational visit:

Emergency callout fee: $250

The callout fee is in addition to:

• Labor;

• Technician time;

• Mileage;

• Parking;

• Tolls;

• Replacement materials; and

• Other direct costs.

Same-day emergency service is subject to personnel, inventory, vehicle, and schedule availability and is not guaranteed.

No emergency callout fee applies when the return visit is required solely because of a material Company error or defective Company equipment not caused by the Client, Venue, guest, or other vendor.

12. After-Hours Pickup

Unless another time is approved in writing, Company property must be ready for pickup no later than 11:00 p.m. on the Event Date.

When pickup begins later at the Client’s or Venue’s request:

Pickup beginning after 11:00 p.m. but no later than 1:00 a.m.

$250 after-hours service fee, plus applicable crew and technician overtime.

Pickup beginning after 1:00 a.m.

$400 late-night service fee, plus applicable crew and technician overtime.

These charges may be waived when the proposal expressly includes the later pickup time.

13. Overnight and Next-Day Pickup

An overnight hold or next-day pickup requires advance written approval.

Next-day pickup coordination fee: $350

The following may also apply:

• Extended rental charges;

• Additional transportation;

• Parking;

• Venue access expenses;

• Storage;

• Security requirements;

• Crew labor; and

• Technician time.

The Client remains responsible for the security and condition of Rental Property until it is collected.

14. Extended and Multiday Rentals

Unless multiday use is included in the proposal, continued use or possession beyond the approved Rental Period is charged at:

25% of the affected rental line-item price for each additional calendar day, with a minimum charge of $150 per day

A custom multiday price may be quoted when the extended period is approved before booking.

The Client remains responsible for Rental Property throughout the extended period.

15. Customer-Pickup Late Returns

Customer-Pickup Rental Property must be returned by the deadline shown in the booking documents.

Unauthorized late returns are charged at:

50% of the affected item’s rental price for each calendar day or partial day late, with a minimum charge of $100 per day

If the late return causes a documented missed booking, replacement rental, expedited shipping, or additional recovery cost, the Client may also be responsible for that actual loss, subject to the agreement and applicable law.

The Company will not recover the same loss twice.

16. Rental Recovery

If Rental Property is not returned or made available for pickup as agreed and the Company must undertake a special recovery effort:

Recovery dispatch fee: $250

The Client may also be responsible for:

• Crew labor;

• Technician time;

• Mileage;

• Tolls;

• Parking;

• Lodging;

• Legal recovery expenses permitted by law;

• Third-party transportation; and

• Damage or loss charges.

17. Rush Changes and Additions

A rush fee may apply to additions or changes requested less than 30 calendar days before the Event.

Rush-production fee: 15% of the price of the affected added or changed service, with a minimum fee of $150

The rush fee is separate from the price of the added item or service.

Rush fees may apply to:

• Florals;

• Signage;

• Printing;

• Custom graphics;

• Purchased materials;

• Rental additions;

• Revised floor plans;

• Design changes;

• Additional staffing;

• Special ordering; and

• Expedited transportation.

Payment of a rush fee does not guarantee that a requested change can be completed.

18. Design Revisions and Redesign

The proposal may identify the number or scope of design revisions included in the Contract Price.

Additional or extensive revision rounds beyond the included design scope are charged at:

$150 per additional revision round

A revision round means one consolidated group of requested changes submitted at the same time.

A more substantial redesign may require a separate written quote when it changes:

• The design concept;

• Venue;

• Color palette;

• Floral style;

• Installation structure;

• Quantities;

• Floor plan;

• Event type; or

• Principal scope of services.

19. Event-Day Redesign or Relocation

When the Client, Venue, or planner requests a material redesign, relocation, or room change after the Company has arrived or begun installation:

Minimum event-day redesign fee: $250

The following may also apply:

• Crew labor;

• Technician time;

• Additional equipment;

• Transportation;

• Waiting time;

• Rush materials; and

• Additional trips.

Safety adjustments initiated by Sapphire Sky Events are not charged as redesign unless the underlying condition resulted from inaccurate or undisclosed Client or Venue information.

20. Ceremony-to-Reception Transfers

Moving or repurposing décor between the ceremony and reception is included only when specifically listed in the proposal.

When added later and operationally feasible:

Ceremony-to-reception transfer starts at $200

The final amount may increase based on:

• Quantity;

• Distance;

• Stairs or elevators;

• Available transition time;

• Required crew;

• Guest interference;

• Installation complexity; and

• Separate buildings or locations.

The exact transfer charge must be approved through a written change order.

21. Stairs, Long Carries, and Difficult Access

A difficult-access fee may apply when the Company must use:

• Stairs without a suitable elevator;

• Long-distance hand carrying;

• Remote parking;

• Restricted loading areas;

• Narrow entrances;

• Multiple buildings;

• Unpaved routes;

• Difficult outdoor terrain; or

• Other access conditions not disclosed before booking.

Difficult-access fee starts at $150, plus additional labor when required.

The Company may provide a revised quote after reviewing the actual access conditions.

22. Additional Venue Walkthroughs

Unless otherwise stated, the proposal will identify whether a Venue walkthrough is included.

An additional walkthrough requested because of a Venue change, design change, missed appointment, new requirement, or Client request is charged at:

$175 per additional walkthrough

The following may also apply:

• Mileage beyond the included service area;

• Parking;

• Tolls; and

• Venue access charges.

A walkthrough expected to exceed 90 minutes or requiring technical, rigging, engineering, or specialty personnel may be quoted separately.

23. Missed Appointments

When a confirmed in-person Venue walkthrough or design appointment is missed or cancelled with less than 24 hours’ notice:

Missed appointment fee: $150

The fee may be waived for a documented emergency or when no Company personnel had begun travel or reserved paid resources.

Ordinary video consultations may be rescheduled without this fee when reasonable notice is provided.

24. Insurance Certificates and Special Endorsements

A standard certificate of insurance supported by the Company’s existing policy may be provided without charge when requested on time.

For nonstandard insurance requests:

Administrative processing fee: $75, plus any actual insurer or broker charge.

Nonstandard requests may include:

• Additional insured endorsements;

• Primary and noncontributory wording;

• Waiver of subrogation;

• Increased coverage limits;

• Customized certificate wording;

• Multiple certificate holders;

• Rush processing; or

• Special Venue forms.

The Company does not guarantee that its insurer will approve every requested endorsement.

25. Signage Corrections and Reprinting

After the Client has approved the wording, spelling, names, dates, assignments, graphics, or layout, a requested correction is charged at:

• Actual printing, fabrication, material, and shipping cost; plus

• $75 production and administrative fee

A rush-production fee may also apply when the corrected item is needed within 30 calendar days of the Event.

No correction fee applies when the error was caused solely by Sapphire Sky Events after receiving correct written approval from the Client.

26. Excessive Cleaning

Cleaning beyond ordinary post-event preparation is charged at:

$75 per employee per hour, with a one-hour minimum, plus cleaning materials and third-party cleaning costs.

Excessive cleaning may include removal of:

• Food;

• Drinks;

• Wax;

• Gum;

• Glitter;

• Confetti;

• Paint;

• Adhesive;

• Mud;

• Smoke residue;

• Pet hair;

• Makeup;

• Oil;

• Bodily fluids;

• Chemicals;

• Unauthorized decorations; or

• Other contamination beyond normal intended use.

Property that cannot be restored safely and economically may be treated as damaged and subject to repair or replacement charges.

27. Repair Labor

When damaged Rental Property can reasonably be repaired:

Company repair labor: $85 per hour

The Client may also be responsible for:

• Replacement parts;

• Materials;

• Shipping;

• Outside repair services;

• Transportation;

• Cleaning;

• Applicable taxes; and

• Reasonable loss of rental use.

Ordinary Wear and Tear is not chargeable.

Repair time will be documented reasonably and will not be charged in addition to replacement for the same loss.

28. Replacement and Third-Party Repair Costs

When an item is lost, stolen, destroyed, unsafe, or not commercially reasonable to repair, the Client may be charged:

• Current commercially reasonable replacement cost;

• Shipping;

• Taxes;

• Setup or programming;

• Required accessories;

• Transportation; and

• Reasonable loss of rental use during the replacement period.

When an outside vendor performs the repair, the Client will be charged the actual documented vendor cost plus necessary shipping and transportation.

The Company will not collect both full replacement value and full repair cost for the same item unless separate losses are involved.

29. Loss of Rental Use

When Client-caused damage, loss, or late return prevents an item from being used for another confirmed rental, the Client may be charged the Company’s documented lost rental income for the reasonable period required to repair or replace the item.

Loss-of-use charges:

• Must relate to an actual or reasonably established loss;

• Will not be duplicated through another fee;

• Will not exceed the reasonable loss caused by the affected item; and

• Will stop when the item is restored, replaced, or no longer prevents the affected booking.

30. Client Property Storage

When Client-owned property is not collected by the agreed deadline:

• The first five calendar days of storage are without charge.

• Beginning on the sixth calendar day, storage is charged at:

$25 per calendar day

After providing reasonable written notice, Sapphire Sky Events may return, ship, store elsewhere, or otherwise handle unclaimed property as permitted by applicable law.

The Client is responsible for shipping, third-party storage, and delivery expenses.

Sapphire Sky Events is not required to store perishable, hazardous, wet, contaminated, or unsafe property.

31. Failed or Returned Payments

If a check, ACH payment, or other payment is returned, rejected, or reversed for insufficient funds or another payment failure:

Returned-payment fee: the actual documented bank or processor charge, not to exceed $35

The underlying payment remains due.

A failed payment may also delay booking confirmation, production, delivery, or performance.

32. Late Payment

A payment remaining unpaid for more than five calendar days after its due date may be assessed:

A one-time late charge equal to 5% of the overdue amount, capped at $250

If the amount remains unpaid for more than 30 calendar days, interest may accrue at:

1.5% per month or the maximum rate permitted by applicable law, whichever is less

Late charges are not assessed daily and are not compounded except to the extent expressly permitted by applicable law.

Sapphire Sky Events may suspend planning, ordering, production, delivery, installation, or equipment operation while a required payment remains overdue.

33. Electronic-Payment Convenience Fee

When Sapphire Sky Events charges a convenience fee for payment by electronic means:

• The exact dollar amount will be disclosed before payment;

• The disclosure will state that the fee is non-refundable;

• The disclosure will state that it is charged for use of the electronic-payment method;

• The fee will not exceed the amount permitted by applicable law and the applicable payment-network agreement; and

• A direct payment option by check, cash, or money order without the convenience fee will be made available where required.

The amount shown by the invoice or payment portal at the time of payment controls.

A refundable security deposit and any processing cost associated with returning that deposit will be handled according to the disclosure provided before payment.

34. Payment Disputes and Chargebacks

The Client should notify Sapphire Sky Events promptly concerning any disputed charge.

For an unsuccessful or unsupported chargeback involving an authorized transaction, the Client may be responsible for:

• The original unpaid amount;

• The actual documented processor chargeback fee;

• Amounts properly due under the agreement; and

• Reasonable collection expenses recoverable under the agreement and applicable law.

Nothing in this Schedule limits a nonwaivable right relating to an unauthorized transaction, fraud, or qualifying billing error.

35. Taxes

Applicable Georgia state and local sales taxes will be charged when required by law.

Taxes may apply to:

• Rental property;

• Materials;

• Delivery;

• Labor;

• Cleaning;

• Repair;

• Replacement;

• Additional services; and

• Other taxable charges.

The invoice will control the tax calculation for the applicable transaction.

36. Written Approval of Added Services

When reasonably practical, Sapphire Sky Events will obtain written approval before performing optional work that increases the Client’s charges.

Written approval may be provided through:

• A signed change order;

• Client portal acceptance;

• Email;

• Text message;

• Electronic invoice acceptance; or

• Another written method showing the Client’s approval.

Venue employees, planners, family members, or vendors may approve additional charges only when the Client has designated them as an authorized Client Representative.

37. Work Required Without Advance Approval

Advance approval may not be practical when immediate action is reasonably necessary to:

• Protect guests;

• Protect property;

• Prevent additional damage;

• Preserve the Event schedule;

• Comply with Venue or governmental instructions;

• Address an emergency;

• Retrieve Company property; or

• Correct a condition caused by the Client, Venue, guest, or Client-selected vendor.

In those circumstances, Sapphire Sky Events may perform the minimum reasonably necessary work and provide an itemized invoice afterward.

This section does not authorize the Company to make unnecessary or purely aesthetic upgrades without approval.

38. No Duplicative Recovery

Sapphire Sky Events will not charge two separate fees for the same exact loss or service.

A single circumstance may create multiple distinct charges when separate costs are involved. For example, an additional trip may involve:

• A dispatch fee;

• Mileage;

• Parking;

• Crew labor; and

• Replacement materials.

Payments received will be credited against the applicable amounts due.

39. Estimates and Third-Party Costs

Certain fees may initially be estimated when the exact amount depends on:

• Venue requirements;

• Damage inspection;

• Repair providers;

• Shipping;

• Parking;

• Tolls;

• Governmental fees;

• Insurance providers;

• Supplier pricing; or

• Other third parties.

Sapphire Sky Events may provide a preliminary estimate and later adjust the invoice to reflect the actual documented cost.

40. Policy Version and Changes

The version of this Schedule incorporated into the Client’s booking will govern that booking.

Sapphire Sky Events may revise this Schedule prospectively for future bookings.

A later website update will not retroactively modify an existing booking unless Sapphire Sky Events and the Client accept the change in writing.

41. Contact Information

Questions regarding additional charges or invoices should be directed to:

Sapphire Sky Events LLC
Atlanta, Georgia, USA
Email: info@sapphireskyevents.com
Phone: (470) 664-6444

Please include the Client’s name, Event Date, and invoice or proposal number when available.