EpicCharacters.com – Terms and Conditions
Effective Date: January 1st, 2025
Last Updated: January 1st, 2025
Welcome to EpicCharacters.com, your premier destination for booking exciting, family-friendly character experiences for birthday parties, community events, and special occasions
Please read these Terms and Conditions carefully before using our website or booking services. By accessing or using EpicCharacters.com, you agree to be bound by the following terms:
1. Service Description
EpicCharacters.com provides access to book live character entertainment experiences (e.g., Spider-Man, princesses, superheroes) for private events. Bookings include a licensed performer (subcontractor) who will attend your event in costume and engage guests with pre-agreed entertainment (e.g., meet-and-greet, photo ops, storytelling, games, and hero poses)
We operate as a booking and coordination platform, not as the direct employer of performers.
2. Booking & Payment Terms
All bookings must be made through our official website or approved booking channels.
Deposit is due at the time of booking and Full payment is due 48 hours before the scheduled event unless otherwise agreed in writing.
Prices may vary by location and character.
Tips for performers are not included in the price and are at the customer’s discretion.
Prices are per Characater and Travel fees may apply and may vary in amount by location
3. Performer Conduct & Safety
All performers are subcontractors trained to maintain a safe and fun environment for guests.
Performers do not engage in rough play, lifting children, or any activity deemed unsafe.
If the environment is unsafe or inappropriate (e.g., unruly guests, hazardous settings), the performer reserves the right to leave early without refund.
4. Customer Responsibilities
To ensure a safe and enjoyable experience, customers must:
Provide a clean, safe space for the performance.
Monitor child behavior and intervene when necessary.
Avoid inappropriate conduct toward performers.
Ensure that any pets are secured during the visit.
5. Cancellations, Rescheduling & Refunds
Cancellations must be made at least 7 days before the scheduled event for a full refund.
Cancellations made within 7 days will incur a 50% cancellation fee.
Same-day cancellations or no-shows are non-refundable.
Reschedules are subject to performer availability and must be requested at least 72 hours in advance.
6. Weather Policy
For outdoor events, a backup indoor location must be provided in case of inclement weather. Performers may refuse to perform outdoors if conditions are unsafe (e.g., rain, extreme heat or cold).
7. Copyright & Character Disclaimer
EpicCharacters.com is not affiliated with Marvel®, Disney®, or any other trademarked brands. Our characters are inspired by classic hero and fantasy archetypes. Any resemblance to copyrighted characters is purely coincidental.
8. Photos, Videos & Media Release
By booking our services, you grant EpicCharacters.com the right to use photos or videos taken during the event (by our performer or staff) for marketing and promotional purposes. If you do not consent, you must notify us in writing before the event.
9. Limitation of Liability & Indemnification
(a) To the fullest extent permitted by law, EpicCharacters.com, its affiliates, agents, subcontractors (including performers), and service providers will not be liable for any indirect, incidental, special, exemplary, punitive, or consequential damages, including but not limited to lost profits, loss of business, revenue, goodwill, or data ("Excluded Damages"), even if advised of the possibility of such damages AfterpatternLaw InsiderLegal 500.
(b) Except for liabilities arising from gross negligence, willful misconduct, or intentional fraud, the total aggregate liability of EpicCharacters.com and related Indemnitees in connection with these Terms or any Services shall not exceed $500 USD or the total fees paid by you to EpicCharacters.com during the three (3) months immediately preceding the event or claim, whichever is greater Law InsiderAfterpattern.
(c) These limitations and exclusions represent your only remedy and EpicCharacters.com’s only liability under or in connection with these Terms or the Services.
The foregoing limitations and caps do not apply to:
Death or bodily injury resulting from EpicCharacters.com’s or its performers’ gross negligence or willful misconduct;
Fraud or fraudulent misrepresentation by EpicCharacters.com;
Intentional or willful breach of confidentiality or intellectual property obligations;
Any indemnification obligations expressly set forth in these Terms
You acknowledge that EpicCharacters.com and its performers are not responsible for any injuries, damages, or losses arising from participation in character activities unless due to gross negligence or willful misconduct by EpicCharacters.com. You further accept that parents, legal guardians, and supervising adults are solely responsible for supervision and control of minors and guests during character visits.
You agree to defend, indemnify, and hold harmless EpicCharacters.com, its affiliates, officers, directors, employees, agents, subcontractors (including performers), and service providers ("Indemnitees") from and against any and all third‑party claims, liabilities, losses, judgments, damages, costs, and expenses (including reasonable attorneys' fees) arising out of or relating to:
your breach of these Terms;
your or your guests’ (including minors’) misconduct, harassment, or inappropriate actions;
injuries to persons or damage to property at your event, unless caused by the gross negligence or willful misconduct of Indemnitees.
Any claim or cause of action related to these Terms or the Services must be filed within one (3) months from the date on which the event occurred or claim arose. Claims submitted after that period are deemed waived.
10. Multi-Location Operations
EpicCharacters.com operates in various regions under the same brand. Services may be fulfilled by locally contracted performers. Terms remain consistent across all locations.
11. Subcontractor Status
Performers are independent contractors and not employees of EpicCharacters.com. All bookings are facilitated by EpicCharacters.com, but liability for conduct rests with the individual subcontractor within the bounds of this agreement.
12. Amendments to Terms & Conditions
EpicCharacters.com reserves the unilateral right to amend, modify, or update these Terms & Conditions at any time, including changes to all provisions, policies, or pricing.
We will provide reasonable notice of any material changes by:
posting a prominent notice on our website (e.g., banner or pop-up) on our homepage or booking pages;
sending an email to your registered address (if you have an active account or have made a booking in the past 12 months).
Unless otherwise stated, changes become effective 30 days after notice is provided. If changes are minor or required by law (e.g. updates in insurance or privacy obligations), they may become effective immediately, with notice at least 7 days beforehand.
Your continued usage of our website, booking services, or participation in any event constitutes your acceptance of the revised Terms. If you do not agree with any change, you must notify us in writing before the effective date and cease using our services. In that case, you may request a full refund for any booking still pending.
From the effective date onward, the updated Terms will govern all bookings and events, including those originally made under prior versions, unless prohibited by applicable law. Any prior conflicting terms are superseded.
No oral modifications or informal communications (e.g. verbal, chat, or email conversations) will alter these Terms—only written changes made pursuant to this Section 12 are enforceable.
13. Contact Us
If you have any questions, wish to make a cancellation, or have concerns regarding your booking or our services, please reach out to us:
Phone: 940‑236‑3742 (EPIC) 📞
Email: [email protected] 📧
Turn your next party into an unforgettable adventure with a live superhero appearance. It's fast, easy, and magical.
