Booking Terms & Conditions

Booking Terms & Conditions

Payment of a deposit or any other amount toward a reservation constitutes the Client’s acceptance of these Terms and Conditions. The cancellation and rescheduling option identified on the applicable Estimate or Invoice will govern that specific event.

Section 1. Services

NYE Staffing will provide the staffing services described on the applicable Estimate or Invoice. Unless otherwise stated, staffing services are subject to the applicable minimum service hours.

The Client is responsible for confirming that the event date, location, service times, staffing roles, number of staff, duties, and other event information are accurate before confirming the reservation.

Staff are reserved according to the confirmed event details. Once reserved, the number of staff may not be reduced. Releasing staff early or reducing service time does not reduce the Client’s payment obligation.

Changes to event time or location must be requested at least seven (7) business days before the event and are subject to staff availability and NYE Staffing’s written approval. Additional staff or services may be requested subject to availability and applicable charges. A change to the event date is considered a rescheduling request and is governed by the cancellation and rescheduling option selected for the event.

NYE Staffing personnel may perform only the roles and duties stated on the applicable Estimate or Invoice. Additional or different duties require NYE Staffing’s approval and may result in additional charges or staffing requirements. Staff may decline duties that are outside the contracted scope, unsafe, unlawful, or inconsistent with their assigned role.

Section 2. Pricing & Fees

The Client agrees to pay all rates, fees, and charges stated on the applicable Estimate or Invoice.

Gratuity is optional and may be provided directly to staff.

Event insurance, coordination, transportation, parking, rentals, additional services, extended service time, role changes, and other event-specific costs may result in additional charges when applicable.

Any services, duties, staffing, or service time requested beyond the confirmed scope are subject to NYE Staffing’s approval, availability, and applicable additional charges.

Rush bookings and late payments are subject to the applicable rush fees provided under these Terms.

Section 3. Payment Methods & Terms

A reservation requires the deposit or payment amount stated on the applicable Estimate or Invoice.

A $50 deposit may be used to lock in the quoted pricing and reserve the requested staff. The deposit will be applied toward the Client’s final balance. Once the reservation is confirmed, any refund of the deposit will be governed by the cancellation and rescheduling option selected for the applicable event.

Final Payment: The remaining balance must be paid in full no later than ten (10) business days before the event. Bookings confirmed within ten (10) business days of the event require full payment at the time of booking and are subject to staff availability. If full payment is not received by the applicable deadline, a rush fee equal to ten percent (10%) of the total invoice amount will apply.

A reservation is not considered fully paid until all required funds have been successfully received and cleared. Late or incomplete payment may result in suspension of the reservation or release of reserved staff. Payment received after the deadline remains subject to staff availability and does not guarantee fulfillment of the original staffing request.

Debit cards, credit cards, wire transfers, and other approved payment methods may be subject to applicable processing or banking fees disclosed at the time of payment.

Section 4. Cancellation & Rescheduling Policy

At the time of booking, the Client must select one of the cancellation and rescheduling options offered for the reservation. The option identified on the applicable Estimate or Invoice will govern the Client’s cancellation, refund, rescheduling, and event-credit rights for that event.

Once the reservation is confirmed, the selected option may not be added, removed, upgraded, downgraded, or changed. Any fee charged for Flexible Reschedule or Cancellation Protection is non-refundable and non-creditable.

Standard Booking — $0

100% refund of eligible service charges when cancellation is received fifteen (15) or more calendar days before the event. A 50% refund applies when cancellation is received nine (9) through fourteen (14) calendar days before the event. Cancellations received eight (8) calendar days or fewer before the event are non-refundable. Standard Booking does not include rescheduling rights.

Flexible Reschedule — +3%

A 100% refund of eligible service charges applies when cancellation is received eight (8) or more calendar days before the event. A 50% refund applies when cancellation is received three (3) through seven (7) calendar days before the event. The Client may instead reschedule by providing written notice at least twenty-four (24) hours before the scheduled event start time, with a maximum of two (2) reschedules. Event credit must be used within twelve (12) months of the original event date. New dates are subject to availability, applicable price differences, and NYE Staffing’s written confirmation. The 3% option fee is non-refundable and non-creditable.

Cancellation Protection — Calculated Price

A 100% refund of eligible service charges applies when cancellation is received five (5) or more calendar days before the event. A 50% refund applies when cancellation is received less than five (5) calendar days but at least twenty-four (24) hours before the scheduled event start time. Cancellations received less than twenty-four (24) hours before the event are not eligible for a cash refund; however, 100% of eligible service charges may be transferred as event credit toward one (1) rescheduled event within twelve (12) months of the original event date. New dates are subject to availability, applicable price differences, and NYE Staffing’s written confirmation. The Cancellation Protection fee is non-refundable and non-creditable.

Section 5. Eligible Service Charges

Refund percentages and event credits apply only to Eligible Service Charges actually paid to NYE Staffing.

Eligible Service Charges include amounts paid for NYE Staffing personnel and contracted staffing services for the applicable event.

Eligible Service Charges exclude cancellation or rescheduling option fees, rush fees, payment-processing fees, bank fees, transportation costs already incurred, third-party rentals or purchases, and any other previously incurred or expressly non-refundable costs.

Any refund or event credit will be calculated solely from the Eligible Service Charges actually received by NYE Staffing.

Section 6. Event Credits & Rescheduled Events

Event credits may only be applied toward services provided by NYE Staffing, have no cash value, are non-refundable, and are non-transferable. All event credits must be used within the applicable twelve (12) month period provided under the cancellation or rescheduling option selected for the event.

All rescheduled events are subject to staff availability, current pricing, applicable price differences, staffing requirements, service scope, and NYE Staffing’s written confirmation. If the cost of the rescheduled event exceeds the available event credit, the Client must pay the difference. Any unused credit remaining after completion of the rescheduled event will be forfeited.

Section 7. Cancellation & Rescheduling Notice

All cancellation and rescheduling requests must be submitted in writing to hello@nyeventsny.com.

The effective date and time of any cancellation or rescheduling request is the date and time the written request is received by NYE Staffing. Telephone calls, text messages, communications with assigned staff, or other forms of notice do not constitute valid cancellation or rescheduling notice. All deadlines are calculated from the scheduled event start time shown on the most recently confirmed Estimate or Invoice.

Section 8. Weather & Force Majeure

Inclement weather alone does not automatically entitle the Client to a refund, event credit, or rescheduling. The cancellation or rescheduling option selected for the event continues to apply.

Neither NYE Staffing nor the Client shall be liable for failure or delay in performance caused by extraordinary circumstances beyond the reasonable control of the affected party, including a government-declared State of Emergency, natural disaster, governmental order, or severe weather condition that makes performance unlawful or unsafe.

If such circumstances prevent the contracted services from being performed, any refund, credit, or rescheduling will apply only to services not performed and costs not already incurred. Cancellation or rescheduling option fees, processing fees, third-party costs, and other amounts expressly designated as non-refundable remain non-refundable.

If services have already commenced and the event is shortened, interrupted, or terminated because of weather, unused service time is non-refundable.

Section 9. Client Responsibilities

The Client is responsible for providing complete and accurate event information, appropriate and safe working conditions, required equipment and materials, access to the event location, and any information reasonably necessary for staff to perform the contracted services.

NYE Staffing personnel may perform only the roles and duties stated on the applicable Estimate or Invoice. The Client may not require personnel to perform duties outside the contracted scope, including duties requiring a different staffing role, specialized training, equipment, licensing, or experience. Additional or different duties require NYE Staffing’s approval and may result in additional charges or staffing requirements.

Staff may decline duties that are outside the contracted scope, unsafe, unlawful, or inconsistent with their assigned role. Requests made directly to onsite personnel do not modify the contracted scope of work or authorize additional services.

If staff are released before their scheduled out-time, unused service time is non-refundable. Additional service time, staff, duties, or services are subject to availability, NYE Staffing’s approval, and applicable additional charges.

Section 10. Service Commencement

Once NYE Staffing personnel arrive at the designated event location at the agreed reporting time, prepared and available to perform the contracted services, services are considered commenced and the Client remains responsible for the full contracted amount.

After services commence, cancellation, refund, rescheduling, or event-credit benefits do not apply to unused services resulting from Client cancellation, early dismissal, reduced event scope, non-utilization of available staff, or any other Client-directed decision.

Section 11. Billing & Payment Disputes

Billing concerns or claims regarding alleged non-performance must be submitted in writing to hello@nyeventsny.com within forty-eight (48) hours following the conclusion of the event and must include clear, objective, and documented information supporting the claim.

Except for refunds or credits expressly permitted under these Terms, dissatisfaction, preference-based concerns, subjective expectations, or changes in the Client’s needs do not constitute grounds for a refund, credit, or payment adjustment.

Clients should contact NYE Staffing regarding any billing concern before initiating a payment dispute or chargeback so that the matter may be reviewed and addressed.

Section 12. Limitation of Liability

To the fullest extent permitted by applicable law, NYE Staffing will not be liable for indirect, incidental, consequential, special, or punitive damages arising from or relating to the contracted services.

NYE Staffing’s total liability, if any, will not exceed the amount paid by the Client for the specific services giving rise to the claim. Nothing in these Terms limits or excludes any right, remedy, or liability that cannot legally be limited or excluded.

Section 13. Events of $50,000 or More

For any event with a total contracted value of $50,000 or more, the Standard Booking, Flexible Reschedule, and Cancellation Protection terms do not automatically apply.

Payment, cancellation, refund, rescheduling, event-credit, and related terms for such events must be separately negotiated and agreed to in writing by NYE Staffing and the Client before the reservation is confirmed. The specifically agreed terms will supersede the standard cancellation and rescheduling provisions for that event.

Section 14. Privacy

Information regarding the collection, use, and disclosure of personal information is available in the NYE Staffing Privacy Policy.

Section 15. Availability & Changes

All staffing assignments, additional staffing requests, service changes, and rescheduled dates are subject to availability and NYE Staffing’s written confirmation.

NYE Staffing may correct errors in pricing, descriptions, availability, or other information before a reservation is confirmed. Changes to a confirmed reservation require NYE Staffing’s approval and may result in additional charges.

Changes to event time or location must comply with the notice requirements stated in these Terms. Changes to the event date constitute a rescheduling request and are governed by the cancellation and rescheduling option selected for the event.

Section 16. Governing Agreement

The applicable Estimate or Invoice identifies the services, pricing, event information, staffing requirements, and cancellation or rescheduling option selected for the event.

If the Client signs a Service Agreement for the reservation, that Service Agreement, together with the applicable Estimate or Invoice, governs the reservation. If there is a conflict between these website Terms and a signed Service Agreement, the signed Service Agreement will control to the extent of the conflict.

The cancellation or rescheduling option selected for one event does not automatically apply to another event.

Contact Information

Questions regarding these Terms or a reservation should be directed to NYE Staffing.

85 Broad Street, 16th Floor

New York, NY 10004

hello@nyeventsny.com