Policies and Terms of Service

Reservations: Call or email us to schedule your party 3 to 4 weeks in advance of your desired party date. Your $100 deposit will secure your reservation. Once you've secured your party date and time, we will mail your personalized invitations and begin finalizing your party.

Deposit: $100 deposit is required to hold your party date. Please note: the deposit is only refundable until 14 days prior to the party date. If you choose to cancel your party within 14 days of the party, we will not refund your deposit. We will work with you to reschedule your party if you desire, and the new party date must be within 60 days of the original reservation.

Form of Payment: We accept Visa and Master Card, and the balance is due 5 days prior to  the party. We will contact you 5 days before your event. At that time, you will be asked to confirm your final guest count. We use this information to determine the appropriate quantities for costumes, favors, crafts and food (if applicable), and you will be charged according to your guest count. 

Gratuity & Tipping: A gratuity is not required, but is accepted and always appreciated for a job well done.

Minimum/Maximum attendance: Our party packages are designed for a minimum of 8 guests (including the guest of honor), and a Maximum of 24 guests (including the guest of honor). Our one exception to this is our Spa theme, which has a maximum of 12 guests due to the nature of the party. An additional hostess is required for an event with more than 20 guests, and will incur a $50 fee.

Attendance of guests: We understand that circumstances arise that affect the attendance of your event, and your event may have more/less guests than what was expected. However, we charge according to the final quest count given 5 days prior to the party. There will not be a refund given the day of the party if there are less quests than planned for as The Clubhouse Scene has already incurred the cost for those guests.
We will always bring extra costumes, favors, and crafts to ensure all unforeseen quests are included in your event. If that happens, the hostess on site will provide you with a total due at the end of the party.

Inclement weather/illness: In the case of severe weather or unforeseen circumstances/illness,  The Clubhouse Scene reserves the right to reschedule your party. If you choose to cancel the party due to severe weather or illness, please remember that your deposit is non-refundable. We will gladly work with you to reschedule your party for an alternate date. Please be advised, if new invitations, food or beverages are needed there will be an additional charge.

Travel fee: A set fee of $10.00 will be charged for any travel from 25 to 40 miles from Cedar Park, Texas. For every mile traveled over 40 miles, an additional $.75 per mile will be added to the final balance of the party. Travel rates will increase to $1.25 per mile traveled over 60 miles. Please note when calculating a travel fee, mileage will be counted coming to and going from the party.

Food Allergies: If you choose to hire The Clubhouse Scene to provide the cake and/or catered menu for your event, it is the responsibility of the client to check with party guests for specific food allergies. We will work with you to provide a safe menu for all your guests.

Adults at the party: The parents of guests are welcome to stay and enjoy the fun, but we ask that onlookers keep the noise level to a minimum so the children do not get distracted and are able to hear their party hosts and friends.

Outdoor Parties: When scheduling an outdoor party, please have an indoor back-up location available to accommodate all guests in case of inclement weather conditions. Remember that children may not want to dress up and may not enjoy the party as much if it is hot and humid outside.

Liability: The Clubhouse Scene, it's owners and employees assume no responsibility or liability for accidents, allergies relating to food items, clothing, or make-up, injuries to party guests, or property damage. As professional event planners, we can assure you we will provide a safe and entertaining environment for your guests, and will treat your home or venue like a “royal palace”.

Client Obligations:

• Provide a safe and clean area for party guests to enjoy the event.

• Provide a gathering place for parents of the guests in order to keep the party area open for kids to play and move around.

• Provide a smoke free environment.

• Please remain with the party at all times. 

Original Theme: The Clubhouse Scene can design an original theme or event for you.
There is a minimum fee of $200 to create a theme from scratch, which includes a home consultation and an additional three hours of event planning. We request a minimum of 6 weeks for preparations, and the deposit increases form $100 to $200 to hold your party date.

Deposits for an original theme are non-refundable. The remaining balance is due 7 days before the event. Contact us for additional information. 

The Clubhouse Scene has provided this account of our policies and terms of service with the assumption that you have read and agree to our policies before signing the Party Agreement. Please ask for clarification if there are any questions regarding the above policies before reserving your party.

Once you have booked a party with us, please print, sign, and email this contract back to us.