Booking, Payment, Cancellation and Weather Policy. 

A confirmed booking requires the applicable non-refundable booking payment. Events booked more than 60 days in advance require a 25% non-refundable deposit. 

Events booked 15 to 60 days in advance require a 50% non-refundable booking payment. 

Events booked within 14 days require full payment at booking. Unless otherwise agreed in writing. 

Remaining balances are due 14 days prior to the event. All cancellation requests must be submitted in writing. Refunds apply only to amounts paid above the non-refundable booking payment and are issued as follows:

75% if cancelled more than 14 days before the event,

50% if cancelled 7-14 days before the event

25% if cancelled2 to 6 days before, and no refund within48 hours. 

For outdoor events, client is encouraged to designate an indoor backup location or rain date at booking. The decision to move indoors or use a rain date must be communicated by 9 p.m. local time on the day before the event. 

Off The Ground Sound LLC reserves the right to delay, suspend, relocate, or discontinue services whenever, in its reasonable professional judgment, conditions pose a safety risk to personnel or a substantial risk of damage to equipment, including lightning, torrential rain, high winds, flooding, or similar hazards. When practical, the designated indoor backup or rain date will be used. If no suitable alternative is available, Off The Ground Sound LLC may decline to proceed without breach. In such cases, payments and refunds are governed by this policy. 

By booking services, client acknowledges and agrees to these terms.

*Bookings made within 7 days of the event date may be subject to a rush booking fee. That fee is 10% of the total booking if scheduled 3-6 days prior, 20% within 24-72 hours, and 30% for same-day bookings. All rush bookings require full payment upon confirmation, and all rush services are subject to availability. Off The Ground Sound LLC reserves the right to waive or adjust the rush fee at its discretion.

Booking, Payment, Rescheduling, Cancellation & Overtime Policies

At Off The Ground Sound LLC (OTG Sound), we are committed to delivering professional, reliable audiovisual services while maintaining fair and transparent booking policies.

Every confirmed reservation represents a commitment of equipment, personnel, scheduling, and company resources. These policies are designed to protect those commitments while providing reasonable flexibility when circumstances change.

By confirming a reservation and accepting the applicable service agreement, clients agree to the following terms and conditions.

1. Reservations & Booking Payments

A confirmed booking requires the applicable booking payment outlined below.

Booking Payment Schedule

All booking payments are applied toward the total contracted event cost.

For bookings made within 14 days of an event, the applicable nonrefundable portion will be identified in the accepted booking agreement.

Unless otherwise agreed in writing, remaining balances must be paid no later than 14 calendar days before the scheduled event.

A reservation is not considered confirmed until OTG Sound has received the required booking payment and provided written confirmation.

All reservations are subject to equipment, personnel, and scheduling availability.

Rush and Last Minute Bookings Policy

*Bookings made within 7 days of the event date may be subject to a rush booking fee. That fee is 10% of the total booking if scheduled 3-6 days prior, 20% within 24-72 hours, and 30% for same-day bookings. All rush bookings require full payment upon confirmation, and all rush services are subject to availability. Off The Ground Sound LLC reserves the right to waive or adjust the rush fee at its discretion.

2. Payment Terms & Late Payments

Payment is expected by the due date specified on the invoice.

OTG Sound accepts approved electronic payment methods, including those made available through our invoicing system.

Personal and business checks are not accepted.

A five-calendar-day grace period may be provided for overdue invoices, except when payment is required to confirm a reservation or perform an upcoming event.

Any applicable late fees must be disclosed in the accepted booking agreement and will be assessed only as permitted by law.

OTG Sound reserves the right to suspend services, withhold rental equipment, or decline to proceed with an event when required payments have not been received, subject to the accepted agreement and applicable law.

Additional equipment, personnel, transportation, delivery, setup, and other services will be invoiced separately when applicable.

3. Event Cancellation Policy

When a client cancels a confirmed reservation, the following cancellation schedule applies unless otherwise specified in the accepted booking agreement.

Cancellation & Refund Schedule

Refund Calculation

Refund percentages apply only to amounts paid above the applicable nonrefundable booking payment.

Nonrefundable booking payments are excluded from the refundable balance and are not deducted twice.

Refunds will never exceed the amount actually paid.

Any separately authorized, nonrecoverable third-party expenses may be treated according to the accepted booking agreement and applicable law.

Cancellation Conditions

All cancellation requests must be submitted in writing.

The date and time OTG Sound receives the written cancellation request determine the applicable cancellation period.

Cancellation charges are intended to reasonably account for reserved equipment, scheduling commitments, administrative expenses, committed personnel, and potential lost booking opportunities.

All cancellation charges remain subject to applicable law and the enforceability requirements of the accepted agreement.

4. Event Rescheduling Policy

OTG Sound understands that unexpected circumstances may require clients to change their event dates.

We strive to accommodate reasonable rescheduling requests while protecting the equipment, personnel, and scheduling resources committed to each confirmed reservation.

Complimentary Rescheduling

Clients may request one complimentary rescheduling when the request is received at least 14 calendar days before the scheduled event.

Complimentary rescheduling is subject to availability and written approval.

Rescheduling Fee Schedule

A minimum rescheduling fee of $50 may apply when a fee is assessed.

Rescheduling fees are intended to reasonably compensate OTG Sound for administrative expenses, scheduling disruption, committed resources, and anticipated losses associated with date changes.

Fees will be limited to commercially reasonable amounts permitted by applicable law.

Additional Rescheduling Requests

Only the first qualifying rescheduling is complimentary.

Subsequent rescheduling requests require written approval and may incur additional fees, including a 10% fee for changes requested at least 14 days in advance.

OTG Sound reserves the right to decline repeated rescheduling requests.

Rescheduling Conditions

• All rescheduling requests must be submitted in writing.
• Requested dates are subject to equipment, personnel, and scheduling availability.
• Rescheduling requests are not guaranteed approval.
• Applicable rescheduling fees must be disclosed and accepted before the date change is finalized.
• Rescheduling fees are separate from the original booking payment.
• Unless otherwise agreed in writing, the original booking payment remains applied toward the rescheduled event.
• Additional equipment, services, labor, or transportation will be billed separately.
• OTG Sound reserves the right to waive or reduce rescheduling fees at its discretion.

5. Rescheduling, Cancellation & Existing Payments

Rescheduling an event does not automatically reset the original cancellation and refund eligibility periods.

When a reservation is rescheduled, OTG Sound will provide an updated booking confirmation identifying:

• The original event date.
• The newly scheduled event date.
• Payments previously received.
• Applicable rescheduling fees.
• Any additional services or equipment.
• Any changes to cancellation or refund eligibility.

The client must accept the updated terms before the rescheduling becomes effective.

Where permitted by the original agreement and applicable law, OTG Sound and the client may mutually agree to convert the existing reservation into a credit-only booking.

When a client voluntarily accepts a written credit-only rescheduling agreement, subsequent cancellation does not automatically create a new entitlement to a cash refund.

The original booking terms remain in effect unless expressly modified through a mutually accepted written agreement.

Repeated Rescheduling

After two approved rescheduling requests, additional date changes may be declined or require a new booking agreement.

Repeated rescheduling does not guarantee continued availability or preservation of previously quoted pricing.

6. Event Credits

OTG Sound may offer event credits as an alternative to cancellation when appropriate.

Credits may be applied toward eligible future services, including:

• Professional sound reinforcement and live audio production.
• Lighting and audiovisual services.
• Equipment rentals.
• Projection and presentation services.
• Event production and technical support.
• Other eligible OTG Sound services.

Event Credit Terms

Event credits are subject to equipment, personnel, and scheduling availability.

Event credits do not expire.

Credits may be applied toward future services of equal or greater value.

Any additional balance must be paid according to the applicable booking agreement.

Credits are not redeemable for cash except where required by law.

Credits may be transferred to another individual or organization with written approval from OTG Sound.

Acceptance of a credit in place of an otherwise available refund must be documented in writing.

7. Additional Equipment & Services

Changes to an event may require additional equipment, labor, transportation, or technical support.

Additional services may include:

• Generator rentals.
• Additional speakers or subwoofers.
• Microphones and wireless systems.
• Lighting equipment.
• Additional audiovisual equipment.
• Technical personnel.
• Extended equipment rental periods.
• Additional transportation, delivery, or setup services.

All additional charges will be communicated to the client for approval before the services are provided.

Additional equipment and services are subject to availability and may require separate payment.

8. Weather-Related Cancellations

Outdoor events are subject to weather and safety considerations.

OTG Sound prioritizes the safety of personnel, clients, attendees, and equipment.

Clients booking outdoor events are strongly encouraged to designate an indoor backup location or alternative rain date when confirming their reservation.

Weather Decision Deadline

Unless otherwise agreed in writing, clients must communicate their decision to relocate an event indoors or utilize an approved rain date by 9:00 PM local time on the evening before the scheduled event.

Weather conditions that may warrant postponement, modification, or cancellation include:

• Lightning or severe thunderstorms.
• Torrential rain.
• High winds.
• Flooding.
• Unsafe electrical conditions.
• Other circumstances presenting substantial safety risks.

Client-Initiated Weather Cancellations

A client's decision to cancel because of anticipated weather conditions is subject to the applicable cancellation policy unless otherwise agreed in writing.

OTG Sound-Initiated Weather Cancellations

OTG Sound reserves the right to delay, suspend, relocate, or discontinue services when conditions present a significant risk to personnel, attendees, or equipment.

When practical, the designated indoor backup location or approved rain date will be used.

If conditions prevent the safe delivery of services, OTG Sound will work with the client to identify a mutually acceptable alternative.

If no suitable alternative can be agreed upon, refunds will be determined by the booking agreement, services already performed, authorized expenses, and applicable law.

OTG Sound will not impose a client-initiated rescheduling fee when the company independently requires postponement for safety reasons.

9. Company-Initiated Cancellations

If OTG Sound must cancel a confirmed reservation because it cannot provide the contracted services, the company will make reasonable efforts to provide an acceptable alternative.

Alternatives may include rescheduling, replacement equipment, or comparable services.

If a suitable alternative cannot be provided, the client will receive an appropriate refund consistent with the accepted agreement and applicable law.

10. Written Communication & Booking Changes

All cancellation requests, rescheduling requests, and modifications to confirmed reservations must be submitted in writing.

Acceptable communication methods include email, text message, or another communication method approved by OTG Sound.

A requested change is not considered approved until OTG Sound provides written confirmation.

Verbal discussions alone do not modify a confirmed booking agreement.

11. Policy Exceptions & Goodwill Accommodations

OTG Sound recognizes that exceptional circumstances may warrant flexibility.

At its discretion and subject to applicable law, OTG Sound may:

• Waive or reduce rescheduling fees.
• Waive or reduce overtime charges.
• Extend additional event credits.
• Approve alternative event dates.
• Make reasonable accommodations for unforeseen circumstances.

Any exception applies only to the specific reservation for which it is granted.

A previous exception does not establish an entitlement to similar accommodations on future bookings.

12. Client Acknowledgment

By accepting a booking agreement, the client acknowledges that OTG Sound reserves equipment, personnel, scheduling resources, and other company assets specifically for the contracted event.

The client further acknowledges that cancellation, rescheduling, or event extensions may result in additional financial and operational expenses.

All booking payments, cancellation charges, rescheduling fees, overtime charges, and other applicable financial obligations are subject to the accepted booking agreement and applicable law.

13. Event Overtime & Extended Service Charges

All OTG Sound event bookings include a predetermined start time, end time, and agreed-upon service duration.

Events extending beyond the contracted end time may be subject to additional overtime charges.

Overtime Rates

Overtime is billed at $30 per 15-minute increment, equivalent to $120 per hour.

Overtime Billing Conditions

• Overtime begins immediately after the contracted event end time when the event or authorized equipment use continues beyond that time.
• Overtime is billed in 15-minute increments.
• Any partial 15-minute increment is rounded up to the next full increment.
• Overtime charges apply to client-requested or authorized extensions of event services.
• All extensions are subject to OTG Sound's approval and availability.
• Additional personnel, specialized equipment, generator operation, or other services may incur separate charges when disclosed and approved in advance.
• Overtime charges will be invoiced following the event and are payable according to the invoice terms.

Event Extensions & Authorization

Clients wishing to extend an event beyond its scheduled end time must obtain approval from an authorized OTG Sound representative.

OTG Sound reserves the right to decline extensions because of scheduling conflicts, personnel availability, venue restrictions, equipment availability, or safety considerations.

Approval of additional event time does not guarantee continued availability beyond the approved extension.

Equipment Breakdown & Event Conclusion

The contracted event end time refers to the conclusion of the client's authorized use of OTG Sound's equipment and services.

Normal equipment breakdown and removal performed by OTG Sound after the scheduled event concludes will not automatically incur overtime charges.

However, client-caused delays that prevent OTG Sound from beginning scheduled breakdown procedures may result in additional charges when such charges are provided for in the accepted booking agreement.

Overtime Policy Exceptions

OTG Sound reserves the right to waive or reduce overtime charges at its discretion.

Exceptions are granted on an individual basis and do not establish an entitlement to complimentary overtime for future bookings.

Off The Ground Sound LLC
Professional Audio • Lighting • Audiovisual Production • Equipment Rentals
Veteran-Owned Small Business

Website: https://otgsound.com
Booking Policies: https://otgsound.com/policies