Effective Date: July 13, 2026
Last Updated: July 13, 2026
Version: 1.0
This Event Operations & Venue Requirements Policy (“Policy”) establishes the operational, venue-access, installation, safety, coordination, and breakdown requirements applicable to services provided by Sapphire Sky Events LLC, a Georgia limited liability company (“Sapphire Sky Events,” “Company,” “we,” “us,” or “our”).
This Policy applies when it is 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 Policy 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;

• This Event Operations & Venue Requirements Policy;

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

• The Additional Fees Schedule;

• Approved written change orders; and

• The invoice and payment schedule.

If this Policy conflicts with a specifically negotiated provision in a signed agreement or approved written change order, the signed agreement or written change order will control.
2. Definitions
For purposes of this Policy:
“Event” means the wedding, celebration, corporate event, private event, or other occasion identified in the Client’s booking documents.
“Venue” means every property, room, outdoor area, ceremony site, reception site, residence, hotel, banquet facility, or other location where Sapphire Sky Events will deliver, install, operate, relocate, or remove services or property.
“Installation Area” means any location where décor, rental property, florals, equipment, furniture, signs, lighting, special effects, or other Company property will be installed or used.
“Access Time” means the earliest confirmed time that Sapphire Sky Events may enter the Venue and begin unloading or working without interruption.
“Completion Time” means the time by which installation must be substantially completed.
“Breakdown Time” means the time at which Sapphire Sky Events may begin dismantling and removing its property.
“Client Representative” means the Client or another adult designated in writing by the Client to make operational decisions on the Event Date.
3. Client Responsibility for Venue Coordination
The Client is responsible for maintaining a valid agreement with the Venue and confirming that the Venue permits the services and installations included in the proposal.
The Client must provide Sapphire Sky Events with:

• The Venue’s complete name and address;

• The Venue coordinator’s name, telephone number, and email address;

• Confirmed Access Time;

• Required Completion Time;

• Event start and end times;

• Breakdown and pickup schedule;

• Loading and unloading instructions;

• Parking information;

• Elevator and loading-dock requirements;

• Security and credential requirements;

• Electrical information;

• Venue rules;

• Insurance requirements;

• Installation restrictions; and

• Other information reasonably necessary to perform the services.

The Client must promptly notify Sapphire Sky Events of any Venue rule, schedule, or access change.
Information supplied by the Venue directly to Sapphire Sky Events does not release the Client from responsibility for confirming that the information is accurate and complete.
4. Venue Approval
The Client is responsible for obtaining written approval from the Venue or property owner for items requiring Venue authorization, including, when applicable:

• Décor installation;

• Pipe and drape;

• Backdrops;

• Arches;

• Floral installations;

• Wall or floor attachments;

• Hanging or ceiling décor;

• Rigging;

• Real candles and open flames;

• Cold spark machines;

• Fog, haze, or Dancing on the Clouds;

• Snow or bubble effects;

• Laser lighting;

• Dance floors;

• Electrical equipment;

• Furniture;

• Exterior installations;

• Generators;

• Confetti;

• Floor coverings; and

• Other equipment or effects.

Venue approval should be obtained before the Client books a restricted item whenever possible.
Sapphire Sky Events may request a copy of the written approval.
The Client’s failure to obtain Venue approval does not require Sapphire Sky Events to perform a prohibited, unsafe, or unlawful service and does not automatically create a refund.
Sapphire Sky Events remains responsible for licenses, permits, and legal requirements that apply specifically to the Company’s operation of its equipment or performance of its work. Permit, inspection, fire-watch, engineer, Venue, or governmental charges are not included unless expressly listed in the proposal.
5. Venue Walkthroughs and Measurements
When reasonably necessary, Sapphire Sky Events may request a Venue walkthrough, virtual walkthrough, floor plan, photographs, measurements, or a meeting with Venue personnel.
Unless included in the proposal, additional walkthroughs or visits caused by:

• Venue changes;

• Material design changes;

• Inaccurate measurements;

• Missed appointments;

• Restricted access;

• Client-requested revisions; or

• New Venue requirements

may result in additional charges under the Additional Fees Schedule.
The Client and Venue are responsible for providing accurate architectural measurements, floor plans, ceiling heights, room capacities, electrical specifications, and rigging information.
Measurements taken during a routine walkthrough are for event-design planning and are not architectural, structural, engineering, or code-certification services.
6. Required Venue Access
The Client must ensure that Sapphire Sky Events receives timely, uninterrupted, and lawful access to the Venue at the confirmed Access Time.
Access includes reasonable use of:

• Loading areas;

• Parking;

• Entrances;

• Freight elevators;

• Hallways;

• Event rooms;

• Electrical outlets;

• Staging areas;

• Storage areas specifically approved for Company use; and

• Other areas reasonably necessary for performance.

The Client must arrange any required:

• Keys;

• Access codes;

• Loading permits;

• Parking passes;

• Security clearances;

• Vendor badges;

• Elevator reservations;

• Dock appointments; and

• Venue escorts.

Waiting time begins at the confirmed Access Time if Company personnel are present but cannot begin work because access is unavailable or restricted.
Waiting, overtime, parking, additional trips, crew delays, and return visits will be charged according to the Additional Fees Schedule when caused by the Client, Venue, planner, another vendor, or circumstances outside the Company’s reasonable control.
7. Adequate Setup Time
The Client must provide the setup period requested or approved by Sapphire Sky Events.
The Company’s installation estimate is based on:

• Timely Venue access;

• A ready Installation Area;

• Accurate floor plans;

• Available utilities;

• Reasonable loading conditions;

• No material interference;

• Timely delivery of Client- or Venue-supplied property; and

• The scope identified in the accepted proposal.

A shortened setup window may require:

• Additional crew;

• Overtime;

• Reduced services;

• Modified installation methods;

• Removal of nonessential items;

• Additional charges; or

• A revised Completion Time.

Sapphire Sky Events is not responsible for incomplete or modified installation caused by inadequate access time that was not created by the Company.
The Client should not schedule professional photographs, guest entry, ceremony start, room reveal, or Venue turnover before the confirmed Completion Time.
8. Installation Area Readiness
Before Sapphire Sky Events begins installation, the Installation Area must be:

• Unlocked and accessible;

• Reasonably clean;

• Free of active construction;

• Free of standing water and unsafe debris;

• Properly heated, cooled, and ventilated when reasonably necessary;

• Protected from unsafe weather;

• Free from uncontrolled guest access;

• Free from other vendors’ materials that block installation;

• Properly arranged according to the approved floor plan; and

• Safe for Company personnel and equipment.

When centerpieces, place settings, or table décor are included, the Venue or responsible vendor must place the tables and install any required linens before Sapphire Sky Events begins table installation.
When stage or dance-floor décor is included, the stage or floor area must be fully installed, level, cleared, and ready before Company work begins.
Sapphire Sky Events may photograph the area before installation to document its condition and readiness. Such documentation is for operational and claim-management purposes and is not automatically authorized for marketing use.
9. Tables, Chairs, Linens, and Tableware
Unless specifically listed in the proposal, Sapphire Sky Events does not provide:

• Guest tables;

• Guest chairs;

• Linens;

• Napkins;

• Chargers;

• Flatware;

• Glassware;

• Plates;

• Tableware; or

• Catering equipment.

The Venue or applicable vendor must arrange all required tables and chairs according to the approved floor plan before décor installation begins.
If table quantities, shapes, sizes, linens, or locations differ from the information approved by Sapphire Sky Events, the Company may:

• Adapt the installation;

• Reduce or redistribute décor;

• Use reasonable substitutions;

• Charge additional labor;

• Decline unauthorized additions; or

• Follow the most recently approved floor plan.

Sapphire Sky Events is not responsible for linen condition, table stability, chair placement, tableware setup, or services not included in the proposal.
10. Floor Plans and Final Quantities
The Client must provide the final approved floor plan, table count, guest count, and room layout by the deadline stated in the agreement or proposal.
Unless another deadline is stated:

• Preliminary floor plans should be provided at least 30 calendar days before the Event;

• Final table quantities and layouts must be provided at least 14 calendar days before the Event; and

• Material changes requested within 14 calendar days are not guaranteed.

The Client is responsible for confirming that the floor plan complies with Venue capacity, fire-safety, emergency-exit, accessibility, and operational requirements.
Sapphire Sky Events may adjust décor placement when necessary to avoid:

• Blocking exits;

• Obstructing aisles;

• Interfering with accessibility;

• Covering safety equipment;

• Creating trip hazards;

• Violating Venue rules; or

• Creating unsafe conditions.

A material increase in quantities or installation area requires a written change order and additional payment.
11. One Installation Location
Unless the accepted proposal specifically includes multiple locations, the quoted price covers installation at one Venue and one coordinated Event setup.
Separate ceremony and reception areas within the same Venue may be included only when identified in the proposal.
Additional charges may apply for:

• Multiple Venues;

• Separate addresses;

• Multiple buildings;

• Multiple floors with restricted access;

• Separate delivery schedules;

• Split installations;

• Repeated room turnovers;

• Off-site storage;

• Return trips; or

• Different pickup locations.

12. Ceremony-to-Reception Transfers
Moving, repurposing, or reinstalling décor from the ceremony to the reception is included only when specifically stated in the proposal.
A ceremony-to-reception transfer may require:

• Additional labor;

• Additional crew;

• Waiting time;

• Venue access;

• Storage space;

• A defined transition period;

• Coordination with photographers and guests; and

• Temporary closure of affected areas.

The Client, Venue, planner, guests, and other vendors may not move Company property without written authorization.
When a transfer is not included, the Company is not obligated to relocate ceremony décor after guest arrival.
Transfers may be modified or discontinued when insufficient time, guest interference, weather, Venue restrictions, or safety concerns prevent reasonable performance.
13. Design Placement and Professional Judgment
Sapphire Sky Events will use reasonable professional judgment when installing the approved design.
The Company may make reasonable placement adjustments because of:

• Venue dimensions;

• Available installation points;

• Lighting;

• Camera angles;

• Guest flow;

• Emergency routes;

• Accessibility;

• Venue restrictions;

• Weather;

• Flooring;

• Structural limitations;

• Electrical access; or

• Safety.

The Client understands that inspiration photographs, renderings, and mood boards illustrate a general design direction and do not guarantee identical dimensions, flowers, materials, proportions, or placement.
Material changes to the approved scope require Client approval when reasonably possible. Minor placement or safety adjustments do not constitute a breach.
14. Signage and Personalized Materials
The Client must provide final approved wording, names, dates, table assignments, logos, monograms, photographs, and spelling by the stated production deadline.
Unless another deadline is stated, final personalized content is due at least 30 calendar days before the Event.
The Client is responsible for reviewing and approving:

• Names;

• Dates;

• Spelling;

• Grammar;

• Seating assignments;

• Table numbers;

• Logos;

• Monograms;

• Image quality;

• Colors; and

• Layout.

Once approved and produced, corrections or reprinting will be charged separately unless the error was caused solely by Sapphire Sky Events after the Client’s correct written approval.
Late information may result in rush fees, simplified production, substitution, or removal of the affected item.
15. Hanging Décor, Ceiling Installations, and Rigging
Hanging décor, ceiling décor, chandeliers, suspended florals, overhead installations, and rigging require prior written Venue approval.
The Client or Venue must provide accurate information concerning:

• Approved attachment points;

• Ceiling height;

• Weight limits;

• Lift requirements;

• Venue-approved riggers;

• Engineer requirements;

• Fire-suppression systems;

• Power access; and

• Installation windows.

Sapphire Sky Events will not attach property to:

• Fire sprinklers;

• Fire alarms;

• Emergency systems;

• Unapproved pipes;

• Unapproved fixtures;

• Unrated ceiling elements; or

• Any surface the Company reasonably believes is unsafe or prohibited.

Lift rental, engineering, rigging labor, Venue supervision, permits, fire-watch services, and specialty installation costs are not included unless expressly stated.
If an approved installation point is unavailable, the Company may offer a reasonable floor-supported alternative, subject to available inventory and space.
16. Walls, Floors, and Venue Surfaces
The Client must confirm which attachment methods are permitted by the Venue.
Sapphire Sky Events may use reasonable installation methods such as:

• Freestanding structures;

• Approved weights;

• Approved clamps;

• Removable fasteners;

• Protective floor coverings; or

• Other methods suitable for the installation.

The Company will not knowingly drill, nail, screw, glue, paint, or permanently alter Venue property without written authorization.
The Company is not responsible for:

• Preexisting damage;

• Weak, defective, freshly painted, or improperly finished surfaces;

• Damage caused by Venue-required attachment methods;

• Damage caused by unauthorized relocation;

• Damage caused by guests or other vendors; or

• Ordinary floor impressions from properly placed furniture or weighted structures.

Sapphire Sky Events remains responsible for physical damage directly caused by its failure to use reasonable care during installation or removal, subject to the applicable agreement’s limitations.
17. Electricity and Power Requirements
The Client and Venue must provide safe, functioning, properly grounded, and reasonably accessible electrical service suitable for the booked equipment.
The Client must disclose:

• Outlet locations;

• Circuit limits;

• Generator requirements;

• Venue electrical restrictions;

• Required electricians;

• Extension-cord rules; and

• Shared power demands from other vendors.

Sapphire Sky Events may require dedicated circuits for certain equipment.
The Company may refuse to connect equipment to a power source it reasonably believes is:

• Damaged;

• Overloaded;

• Improperly grounded;

• Exposed to water;

• Inconsistent with manufacturer requirements;

• Prohibited by the Venue; or

• Otherwise unsafe.

Venue power failure, insufficient power, tripped circuits caused by other vendors, or unavailable electrical access may delay or prevent operation and may result in additional charges or service modification.
Generator rental or Venue electrical services are not included unless specifically listed.
18. Real Candles and Open Flames
Real candles or other open flames may be used only when:

• Specifically included in the proposal;

• Permitted by applicable law;

• Approved by the Venue or property owner;

• Allowed under applicable fire-safety requirements;

• Used in appropriate holders or protective enclosures; and

• Installed in a manner Sapphire Sky Events reasonably considers safe.

The Client must obtain written Venue approval for real candles before final design approval.
Sapphire Sky Events may substitute LED candles when:

• Venue approval is missing;

• Open flames are prohibited;

• Fire-safety requirements cannot be satisfied;

• The installation area is unsafe;

• Décor or fabric is too close to the flame;

• Guests or children create an unreasonable risk; or

• The Venue or responsible authority requires the change.

Unless expressly included, Sapphire Sky Events is not responsible for lighting, monitoring, relighting, or extinguishing real candles throughout the Event.
The Venue or Client must designate a responsible adult when continuous candle supervision is required.
19. Rental Equipment and Special Effects
Rental property, dance floors, photo booths, cold sparks, Dancing on the Clouds, fog, haze, snow, bubbles, lasers, lighting equipment, and similar services are additionally governed by the Rental Equipment & Special Effects Terms.
Only Sapphire Sky Events personnel or authorized technicians may operate, move, modify, or dismantle technician-controlled equipment.
Venue approval does not require Sapphire Sky Events to operate equipment when the Company determines that operation would be unsafe, unlawful, inconsistent with manufacturer requirements, or likely to cause unreasonable property damage.
20. Outdoor Events and Weather Backup
The Client is responsible for providing a safe and reasonably suitable weather backup for outdoor services.
The backup location must:

• Be approved by the Venue;

• Be large enough for the contracted installation;

• Be available during the required setup period;

• Provide appropriate flooring and power;

• Allow reasonable loading and access; and

• Be communicated to Sapphire Sky Events before the applicable decision deadline.

The Company may decline, modify, relocate, delay, or discontinue outdoor installation because of:

• Rain;

• Lightning;

• Excessive wind;

• Flooding;

• Mud;

• Unstable ground;

• Extreme heat or cold;

• Unsafe tent conditions;

• Water near electrical equipment; or

• Other conditions creating a reasonable safety or property risk.

Weather decisions may be made by Sapphire Sky Events, the Venue, public authorities, or another person with legal control of the property.
Weather-related cancellation and rescheduling are governed by the Booking, Cancellation & Rescheduling Policy.
21. Parking, Loading, Tolls, and Venue Charges
The Client must arrange reasonably accessible vendor parking and loading.
Unless expressly included, the Client is responsible for:

• Paid parking;

• Valet charges;

• Loading-dock charges;

• Toll charges;

• Vendor access charges;

• Venue labor charges;

• Security escort charges;

• Elevator reservations;

• Required union labor;

• Fire-watch charges;

• Venue supervision fees; and

• Similar Event-specific expenses.

Sapphire Sky Events may invoice these amounts before or after the Event when the exact charge was not known in advance.
22. Other Vendors and Third-Party Interference
The Client is responsible for coordinating Sapphire Sky Events’ installation schedule with the Venue, planner, caterer, florist, photographer, entertainment provider, rental company, and other vendors.
Other parties must not:

• Block Company access;

• Store property in the Installation Area;

• Move Company property;

• Attach items to Company structures;

• Disconnect Company equipment;

• Place food, drinks, flames, or hazardous materials near Company property;

• Direct Company employees to perform work outside the agreed scope; or

• Interfere with safe installation or removal.

Sapphire Sky Events is not responsible for delays, redesign, damage, or incomplete work caused by another vendor or the Venue.
Additional labor or correction required because of third-party interference may be charged under the Additional Fees Schedule.
23. Client Representative and Event-Day Decisions
The Client must identify an available adult Client Representative before the Event Date.
The Client Representative should have authority to:

• Confirm placement;

• Approve reasonable operational adjustments;

• Communicate with the Venue;

• Address access problems;

• Approve additional charges; and

• Make time-sensitive decisions.

Venue employees, planners, family members, or other vendors may not materially expand the Company’s scope or approve paid additions unless designated by the Client or separately authorized in writing.
Sapphire Sky Events may make immediate safety decisions without waiting for Client approval.
If no authorized representative is available, the Company may rely on the latest approved documents and use reasonable professional judgment.
24. Client- and Venue-Supplied Items
The Client must identify in advance any item that Sapphire Sky Events is expected to handle, install, display, move, store, or return.
Client- or Venue-supplied items must be:

• Delivered by the agreed deadline;

• Properly packaged;

• Clean;

• Complete;

• Safe;

• Suitable for the intended use; and

• Accompanied by clear written instructions.

Unless otherwise stated, Sapphire Sky Events is not responsible for:

• Hidden defects;

• Missing pieces;

• Inadequate quantities;

• Poor construction;

• Ordinary fragility;

• Damage occurring before Company receipt;

• Improperly packaged property;

• Items abandoned after pickup; or

• Property not included in the documented inventory.

The Company may refuse to install an item it reasonably believes is unsafe, defective, excessively fragile, illegal, or incompatible with the approved design.
25. Accessibility and Clear Routes
The Client and Venue are responsible for maintaining legally required accessible facilities, routes, seating, entrances, exits, and accommodations within their respective control.
The Client must notify Sapphire Sky Events of known accessibility requirements that materially affect décor placement or installation.
Sapphire Sky Events will not knowingly place décor or equipment in a manner that:

• Blocks a required accessible route;

• Obstructs an emergency exit;

• Prevents access to safety equipment;

• Creates an unreasonable trip hazard; or

• Interferes with a known disability accommodation.

The Company may adjust or remove décor when necessary to preserve safe and accessible circulation.
Nothing in this Policy transfers or waives any accessibility responsibility that applicable law assigns to a particular party.
26. Safe Working Conditions
The Client must provide a work environment reasonably free from:

• Violence;

• Threats;

• Harassment;

• Discrimination;

• Intoxicated interference;

• Illegal activity;

• Uncontrolled animals;

• Unsupervised children in active work areas;

• Dangerous crowding;

• Active construction hazards;

• Unsafe electrical conditions;

• Hazardous substances; and

• Other unreasonable risks.

Sapphire Sky Events may pause or discontinue work when unsafe or abusive conditions exist.
When reasonably possible, the Company will notify the Client Representative and allow an opportunity to correct the condition.
The Company is not required to expose personnel or property to an immediate threat.
Suspension caused by Client, guest, Venue, or vendor misconduct does not automatically create a refund.
27. Emergency and Safety Authority
Sapphire Sky Events may immediately modify, stop, relocate, disconnect, or remove décor or equipment when reasonably necessary to:

• Protect people or property;

• Comply with Venue instructions;

• Respond to an emergency;

• Preserve emergency access;

• Prevent fire or electrical risk;

• Respond to weather;

• Follow instructions from public authorities; or

• Avoid an apparent violation of law.

The Client and Venue must promptly inform Sapphire Sky Events of:

• Evacuations;

• Fire alarms;

• Severe-weather alerts;

• Utility failures;

• Security incidents;

• Structural concerns; or

• Other emergencies affecting performance.

28. Event Schedule Changes and Delays
The Client must promptly notify Sapphire Sky Events of changes to:

• Ceremony time;

• Reception time;

• Guest entry;

• Room turnover;

• Vendor access;

• Effect activation time;

• Event ending time; and

• Breakdown schedule.

Sapphire Sky Events will make reasonable efforts to accommodate Event-day delays but cannot guarantee extended availability beyond the booked service period.
Additional waiting, technician time, overtime, parking, transportation, and crew charges may apply.
A delayed timeline does not automatically extend Venue access, technician coverage, or pickup time.
29. Breakdown and Pickup
The Client must ensure that Sapphire Sky Events can begin breakdown at the agreed Breakdown Time.
Unless otherwise stated in the proposal, all rental and Company property must be reasonably accessible for collection no later than 11:00 p.m. on the Event Date.
The Client must ensure that:

• Guests and vendors do not block the property;

• Personal items are removed from Company property;

• Venue staff do not dispose of or relocate Company property;

• Loading areas and exits remain available;

• Elevators and security access remain available; and

• The Venue permits removal at the agreed time.

If the Event continues beyond the scheduled Breakdown Time, the Client must arrange a safe method for Company personnel to retrieve the property without unreasonable interference.
Delayed pickup, after-hours access, additional labor, overnight storage, return trips, or extended rental may result in charges under the Additional Fees Schedule.
30. Cleanup Responsibilities
Unless specifically included, Sapphire Sky Events is responsible only for:

• Dismantling its installations;

• Removing Company-owned property;

• Removing ordinary Company packaging and installation materials; and

• Leaving the immediate Installation Area in reasonably orderly condition.

Sapphire Sky Events does not provide general Venue cleaning or removal of:

• Food;

• Drinks;

• Guest trash;

• Catering waste;

• Confetti;

• Glitter;

• Rose petals not supplied by the Company;

• Venue furniture;

• Client property;

• Other vendors’ property; or

• Hazardous materials.

Venue cleaning fees caused by ordinary event operations are not included in the Company’s services.
Cleaning responsibility for rental equipment and special-effects residue is addressed in the Rental Equipment & Special Effects Terms.
31. Security of Company Property
The Client must take reasonable steps to protect Company property from delivery until pickup.
The Client must not permit guests, children, Venue personnel, or vendors to:

• Climb on structures;

• Sit on items not intended for seating;

• Move installations;

• Operate equipment;

• Remove décor;

• Place drinks or food on equipment;

• Expose property to water or flame; or

• Tamper with wiring, controls, supports, or safety barriers.

Damage, theft, unauthorized use, or loss is governed by the applicable Rental Agreement and Rental Equipment & Special Effects Terms.
32. Insurance and Certificates
The Client must notify Sapphire Sky Events of Venue insurance requirements as early as possible.
Unless another deadline is stated, requests for a certificate of insurance should be submitted at least 30 calendar days before the Event.
The request must include:

• Venue legal name;

• Venue address;

• Required coverage;

• Certificate-holder information;

• Additional-insured wording;

• Required endorsements; and

• Submission instructions.

Standard certificates may be provided when supported by the Company’s insurance.
Special endorsements, increased limits, waiver-of-subrogation requests, primary and noncontributory wording, or other nonstandard insurance requirements may require insurer approval and additional charges.
Sapphire Sky Events does not guarantee that its insurer will approve every Venue request.
33. Client Deadlines
Unless different deadlines are stated in the proposal, the Client must provide:
At least 45 days before the Event

• Venue rules;

• Venue contact information;

• Known insurance requirements;

• Hanging and rigging requirements;

• Special-effects restrictions;

• Real-candle restrictions; and

• Known access limitations.

At least 30 days before the Event

• Preliminary floor plan;

• Final design decisions;

• Signage wording;

• Personalized content;

• Venue approvals; and

• Major scope-change requests.

At least 14 days before the Event

• Final floor plan;

• Final table and guest count;

• Final timeline;

• Confirmed Access Time;

• Confirmed Breakdown Time;

• Loading instructions;

• Parking instructions; and

• Client Representative information.

For bookings made after a deadline has passed, the information is due immediately.
Late information may result in rush charges, substitutions, reduced services, delayed production, or removal of the affected item.
34. Additional Labor and Charges
Additional charges may apply when extra cost or labor results from:

• Late Venue access;

• Insufficient setup time;

• Venue restrictions not previously disclosed;

• Waiting;

• Overtime;

• Multiple trips;

• Parking or tolls;

• Loading difficulties;

• Stairs or unavailable elevators;

• Room changes;

• Additional installation locations;

• Last-minute revisions;

• Increased quantities;

• Vendor interference;

• Extended Event time;

• Late breakdown;

• After-hours pickup;

• Unsafe conditions;

• Client-supplied item problems; or

• Other circumstances outside the original scope.

Applicable charges will be calculated under the Additional Fees Schedule or an approved written change order.
When advance approval is impractical because an immediate action is reasonably necessary to protect people, property, equipment, or the Event schedule, Sapphire Sky Events may perform the minimum necessary work and provide an itemized charge afterward.
35. No Verbal Modification
Venue employees, planners, family members, guests, and other vendors may not modify the Client’s contract through verbal instructions.
A material change to scope, quantities, timing, location, or price must be approved through a written change order or another written method accepted by both the Client and Sapphire Sky Events.
Operational and safety adjustments made under this Policy do not require a formal change order unless they materially change the agreed price or scope.
36. Policy Version and Updates
The version of this Policy incorporated into the Client’s booking will govern that booking.
Sapphire Sky Events may revise this Policy 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.
37. Contact Information
Venue documents, timelines, floor plans, insurance requests, approvals, and operational questions should be sent to:
Sapphire Sky Events LLC
Atlanta, Georgia, USA
Email: info@sapphireskyevents.com
Phone: (470) 664-6444