POLICIES & PROCEDURES
CHARACTER DISCLAIMER
Royal Tales Events does not offer characters from television or film. Our performers wear professionally designed theatrical costumes inspired by timeless themes and original concepts.
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It is not our intention to infringe upon or violate any copyrighted or trademarked characters, and we make no attempt to market or represent them as such.
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By booking with Royal Tales Events, you acknowledge and agree that we do not represent or offer licensed birthday party characters. We only accept bookings from individuals who understand and accept this policy.
BOOKING & PAYMENTS
To reserve your event, a non-refundable $100 deposit is required, payable by credit or debit card.
The remaining balance is due 3 days prior to the event.
If we are unable to process the final payment by that time, Royal Tales Events reserves the right to cancel the booking.
CANCELLATIONS & RESCHEDULING
If you must cancel your event for any reason, please note the following:
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All deposits are non-refundable.
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If you need to reschedule, we are happy to offer an alternative party date within the next 30 days from your original booking, subject to availability.
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Please note that your deposit may be forfeited if you are unable to reschedule within that time frame.
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We appreciate your understanding and look forward to helping you create a royal experience at a future date.
OUTDOOR EVENTS
All events are "rain or shine" unless otherwise agreed upon in writing. The client is responsible for providing a suitable indoor backup location in the event of inclement weather.
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Please note that performers will not appear outdoors in extreme heat, cold, or unsafe weather conditions.
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Outdoor areas must be:
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Clean and free of mud, gravel, or stickers
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Located at least 20 feet away from smoke or cooking areas
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Safe and accessible for both children and performers
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Royal Tales Events reserves the right to cancel or adjust any outdoor appearance if weather conditions pose a risk to the health and safety of our performers.
FOOD & ALLERGIES
If your selected package includes refreshments, Royal Tales Events will provide store-bought themed cupcakes and lemonade or flavored tea for your event.
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We recommend that you provide light snacks such as sandwiches, which we’ll be happy to serve to your guests. Upon request, we can share simple menu suggestions to complement your celebration.
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For the safety of our costumes and event setup, we kindly ask that you avoid serving tomato-based dishes, pasta, or greasy/messy foods, as these may cause stains on linens and costumes and make cleanup more difficult.
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Royal Tales Events is not responsible for any allergic reactions or medical issues resulting from food, costume materials, or any activity occurring before, during, or after the event.
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In the case of liability or financial claims resulting from any of the above, full responsibility lies with the client.
LIABILITY & MEDICAL WAIVER
By booking with Royal Tales Events, the client understands and agrees that:
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Royal Tales Events is not liable for any personal injury, allergic reaction, or medical issue that may occur before, during, or after the event, including but not limited to:
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Food or drink consumed
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Activities such as crafts, makeovers, dancing, or games
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Contact with costumes, makeup, or decorative materials
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The client assumes full responsibility for informing all parents/guardians of participating children about any potential risks, including known allergies or medical conditions.
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Royal Tales Events staff and performers are not responsible for supervising children outside of the scheduled activities. A responsible adult must be present and attentive at all times.
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In the event of property damage or injury resulting from negligence or failure to follow the instructions of staff, the client may be held financially responsible.
By confirming your booking, you acknowledge that you have read and agree to this waiver.
PHOTOGRAPHY & MEDIA RELEASE
Royal Tales Events reserves the right to photograph the events we design and/or use photographs taken during your event in any promotional materials or media — whether currently known or developed in the future — and for other official uses by Royal Tales Events, in perpetuity.
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By booking with Royal Tales Events, you agree that you will not make any monetary or legal claims against the company for the use of photographs that may include you, your child(ren), your guests, or your home/event location.
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If you have any concerns or prefer that certain images not be used, please send your written request to:
📧 royaltalesevents@gmail.com
RENTAL TERMS
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The renter is responsible for the full retail value of any item that is lost while in their possession.
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If tea ware is broken and the pieces are returned, the retail value will still be charged, but the rental fee will be applied toward the replacement cost.
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The renter must return all items properly packed in the containers provided by Royal Tales Events.
If personal china is sent with Royal Tales Events, the renter is responsible for arranging pickup or paying an additional delivery fee to have it returned. -
Security and care of all rented items is the responsibility of the renter.
Items must be protected from theft, loss, and weather-related damage while in your possession. -
All equipment is delivered clean, sanitized, and table-ready.​​
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REFUNDABLE SECURITY DEPOSIT
A refundable security deposit of $100–$150 is required for all tea ware rentals.
This deposit will be returned once all items are received in good condition and properly packed.
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Deposits for tea party rentals are refundable, provided that all items are returned in good condition and in accordance with the terms outlined above.
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The deposit may be partially or fully withheld if any of the following applies:
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Items are damaged, broken, or missing
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Items are not returned in their original packaging or storage containers
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Items are returned excessively dirty or soiled
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Items are returned late or require special pickup arrangements
We appreciate your care and cooperation in helping us maintain the quality and elegance of our services for all royal guests.
SERVICE AREA & TRAVEL FEES
Royal Tales Events proudly serves San Antonio, and nearby areas.
Travel outside of San Antonio may be subject to an additional travel fee, depending on distance and location logistics.
Service outside our standard coverage area is evaluated on a case-by-case basis.
We welcome your inquiry and will gladly provide a travel estimate based on your event location.
PARENTAL PRESENCE / SUPERVISION
At least one parent or responsible adult must be present at all times during the event.
Royal Tales Events performers and staff are not responsible for supervising children outside of the scheduled activities.
Our team is there to entertain and guide during the program, but general child supervision remains the responsibility of the client or host.
We kindly ask that an adult be attentive and available throughout the event to ensure a safe, enjoyable, and smooth experience for everyone.