Terms of Service

Agreement to These Terms

These Terms of Service govern access to this website and requests for entertainment program planning, interactive audience hosting, creative program development, and event activity coordination from Lumistage Media. By using the website, submitting an inquiry, accepting a proposal, paying an invoice, or authorizing work, you agree to the provisions that apply to your interaction.

A proposal, statement of work, service agreement, invoice, approved change order, or other written project document may contain additional or different terms. If a signed or expressly accepted project document conflicts with these website Terms, the project document controls for that engagement to the extent of the conflict.

Eligibility and Authority

You must be at least 18 years old and legally capable of entering an agreement. If you act for a company, nonprofit, venue, association, family, or other organization, you represent that you have authority to bind that party, provide instructions, approve costs, and supply information needed for the event.

Nature of the Services

Services may include development of event concepts, preparation of program outlines and scripts, design of interactive audience activities, host or facilitator support, organization of entertainment sequences, preparation of run-of-show documents, scheduling, planning meetings, and coordination of recreational or cultural activities. The precise scope, delivery method, date, location, revision allowance, and fee must be confirmed in writing.

Services are creative, planning, facilitation, and coordination services. Unless expressly stated in a signed project document, they do not include venue operation, security, medical services, catering, alcohol service, transportation, equipment rental, performer or artist representation, ticket sales or resale, broadcasting, gambling, betting, prize competitions, or the provision of legal, financial, tax, medical, engineering, or safety advice.

Inquiries, Availability, and Formation of a Contract

Website information, price ranges, and descriptions are invitations to inquire and are not binding offers. Submitting a form does not reserve a date, create a client relationship, or require us to accept a project. A project is accepted only when the scope and commercial terms are confirmed and any required agreement, deposit, or initial payment has been completed.

Availability may change until booking requirements are satisfied. We may decline an inquiry when the requested scope is outside our services, the timing is not feasible, required information is incomplete, the event presents unacceptable legal or safety risk, or the requested activity conflicts with these Terms.

Proposals, Estimates, and Changes

Proposals and estimates are based on the information available at the time they are prepared. Changes in event date, venue, attendance, duration, program complexity, staffing, travel, technical needs, deliverables, or revision volume may change the fee and schedule.

Additional work requires written approval and may be documented by email, revised proposal, or change order. We are not obligated to perform out-of-scope work merely because it is discussed informally or requested close to the event date.

Client Cooperation

The client must provide complete and accurate information, appoint an authorized decision-maker, respond within agreed review periods, obtain internal approvals, and provide access to the venue, systems, personnel, and materials required for performance. Delays or incomplete instructions may result in schedule changes, reduced options, additional fees, or inability to perform part of the scope.

The client is responsible for confirming that names, dates, brand assets, guest information, scripts, activity rules, pronunciations, and other client-supplied details are accurate before final approval.

Venue, Safety, and Legal Compliance

The client and venue retain responsibility for venue licensing, capacity, emergency procedures, security, crowd management, accessibility, alcohol compliance, food service, permits, insurance, electrical and structural safety, and compliance with laws and venue rules. We may recommend operational adjustments but do not replace qualified venue, security, medical, legal, or safety professionals.

We may suspend, modify, or refuse an activity if we reasonably believe conditions are unsafe, unlawful, discriminatory, abusive, or materially different from the approved plan. Such action does not automatically create a right to a refund where the condition arose from the client, venue, attendees, vendors, or circumstances outside our control.

Client Materials and Permissions

The client may provide names, logos, music selections, photos, videos, scripts, trademarks, guest information, and other materials. The client represents that it owns or has obtained all rights, permissions, releases, and licenses needed for the intended use. The client must not provide unlawful, infringing, defamatory, deceptive, confidential, or harmful material.

We may rely on the client’s representations and are not required to independently investigate ownership. If a rights concern arises, we may remove, replace, or suspend use of the material until the issue is resolved.

Intellectual Property

Pre-existing methods, frameworks, templates, planning systems, know-how, tools, processes, reusable formats, and general creative techniques remain the property of their original owner. Third-party assets remain subject to their licenses.

Upon full payment, the client receives the rights in final project deliverables expressly stated in the applicable agreement. Unless broader rights are written into that agreement, the client receives a non-exclusive right to use the final deliverables for the identified event and its ordinary internal business purposes. Drafts, rejected concepts, working files, and unused alternatives are not transferred.

No provision prevents us from using general skills, experience, non-confidential ideas, or de-identified learnings developed while performing the services.

Confidentiality

Each party may receive non-public business, operational, creative, financial, or attendee information. The receiving party will use reasonable care to protect information clearly identified as confidential or that should reasonably be understood as confidential. Confidentiality does not apply to information that is public without breach, already lawfully known, independently developed, or lawfully received from another source.

Disclosure may be made to personnel, contractors, and professional advisers who need the information and are subject to appropriate duties, or when required by law. Confidentiality obligations do not create responsibility for information the client chooses to disclose publicly at the event.

Third-Party Vendors

Venues, performers, audiovisual providers, rental companies, caterers, transportation providers, security personnel, photographers, payment processors, and other third parties are independent from Lumistage Media unless a project agreement expressly states otherwise. Their availability, pricing, acts, omissions, equipment, policies, and performance are outside our direct control.

A recommendation or introduction is not a guarantee. The client should review and approve third-party terms, insurance, licenses, and suitability. Third-party charges and cancellation conditions remain payable as stated in the relevant vendor agreement.

Payments, Cancellations, and Rescheduling

Fees, deposits, billing dates, approved expenses, cancellation terms, and rescheduling conditions are governed by the applicable proposal and the Payment & Billing Policy and Cancellation & Refund Policy. Failure to pay when due may result in suspension of work, withholding of deliverables, release of a reserved date, or cancellation.

Website Use

You may use the website for lawful informational and business inquiry purposes. You may not attempt to disrupt the website, bypass security, introduce malicious code, scrape information at unreasonable volume, impersonate another person, submit false information, infringe intellectual property, or use the website to facilitate unlawful or prohibited activity.

Website content may not be copied, republished, sold, or used to create a misleading association without written permission, except for limited personal or internal evaluation permitted by law.

Disclaimers

Creative and event services involve judgment, collaboration, and conditions that may change. We do not guarantee attendance, audience reaction, participation, publicity, revenue, sales, media coverage, brand impact, venue performance, weather, or the conduct of guests and independent vendors.

To the fullest extent permitted by law, the website and services are provided on an “as available” basis. We disclaim implied warranties that cannot reasonably apply to customized creative services, except warranties that cannot legally be excluded. Nothing in these Terms limits mandatory consumer rights.

Limitation of Liability

To the maximum extent permitted by law, neither party will be liable to the other for indirect, incidental, special, punitive, or consequential damages, loss of profit, loss of business opportunity, reputational loss, or loss of data arising from the website or services, even if the possibility was discussed.

To the maximum extent permitted by law, our total aggregate liability arising from a specific project will not exceed the amount actually paid to us for the portion of the services giving rise to the claim. This limitation does not apply where liability cannot legally be limited, including liability for intentional misconduct or other non-waivable obligations.

Indemnification

To the extent permitted by law, the client will defend, indemnify, and hold harmless Lumistage Media and its personnel from third-party claims, damages, liabilities, and reasonable costs arising from client materials, client instructions, lack of permissions, attendee conduct, venue conditions, independent vendors, violation of law, or use of deliverables outside the agreed purpose. This obligation does not apply to the extent a claim is caused by our own unlawful conduct.

Force Majeure

Neither party is responsible for delay or failure caused by events beyond reasonable control, including severe weather, natural disaster, epidemic, government action, civil disturbance, war, labor disruption, utility failure, transportation interruption, venue closure, equipment failure not caused by the responsible party, or a serious health or safety emergency. The affected party will provide notice when practical and use reasonable efforts to reduce disruption.

The parties may agree to reschedule, modify, substitute, or reduce the scope. Completed work, reserved time, and non-recoverable costs remain payable unless the applicable agreement states otherwise.

Governing Law and Disputes

Before filing a formal claim, the parties should attempt in good faith to resolve the issue through written notice and reasonable discussion. Unless mandatory law requires otherwise or a project agreement states different terms, these Terms are governed by the laws of the State of Colorado, without regard to conflict-of-law rules. Any court proceeding must be brought in a state or federal court with jurisdiction serving Jefferson County, Colorado.

General Provisions

If a provision is unenforceable, it will be modified to the minimum extent necessary or severed, and the remaining provisions will continue. Failure to enforce a provision is not a waiver. The client may not assign a project without written consent, except as part of a lawful business reorganization that does not reduce payment or performance obligations. Headings are for convenience and do not limit interpretation.

Electronic communications and approvals may satisfy writing requirements where permitted by law. These Terms, together with the applicable project documents and referenced policies, form the agreement concerning the relevant subject matter.

Updates to These Terms

We may update these Terms for future website use and future engagements. The date at the top identifies the current version. Changes do not retroactively alter a signed project agreement unless both parties agree in writing.