Terms and Conditions

BARNYARD ON WHEELS – TERMS & CONDITIONS

Effective Date: June 2026
Operated by: KIDZ LLC

By requesting a quote, booking services, accepting an invoice, submitting a purchase order, requesting a hold, making payment, or using our services, you agree to these Terms & Conditions.

1. NOTICE / EQUINE LIABILITY WARNING

Under Virginia Code § 3.2-6202 (Equine Activity Liability Act), participants assume all inherent risks associated with equine and animal-related activities.

Barnyard On Wheels and KIDZ LLC are not liable for injury, illness, or damages resulting from the inherent risks of animal interactions.

2. DEFINITIONS

Quote: An estimate only. Does not reserve any date or services.

Reservation: A confirmed booking where animals, staff, equipment, or services are held for a specific date.

Hold: A temporary reservation for organizational clients pending deposit, PO, or approval.

Client: Any individual or organization booking services.

Event: Any birthday party, school event, festival, church event, government event, corporate event, or private gathering.

3. RESERVATIONS & BOOKING POLICY

Reservations are accepted on a first-confirmed basis.

A date is not guaranteed until Barnyard On Wheels provides written confirmation or receives the required deposit (as applicable below).

Submitting an inquiry, requesting an invoice, or asking for availability does not reserve a date.

Barnyard On Wheels may release unconfirmed dates at any time.

4. DEPOSIT REQUIREMENTS

Private Events (Required Payment to Reserve)

Includes:

  • Birthday parties
  • Family gatherings
  • Photography sessions
  • Private events

A $100 non-refundable deposit is required to reserve the date.

No exceptions. Dates are not held without payment.

Organizational Events

Includes:

  • Schools
  • Churches
  • Festivals
  • HOAs
  • Corporations
  • Government agencies
  • Nonprofits
  • Community organizations

A 50% non-refundable deposit is required unless otherwise approved in writing.

5. ORGANIZATIONAL HOLDS & FINANCIAL RESPONSIBILITY

Barnyard On Wheels may, at its sole discretion, agree to temporarily hold a date for organizations pending:

  • Purchase orders
  • Contracts
  • Vendor registration
  • Internal approvals
  • Deposit processing

A hold becomes binding when Barnyard On Wheels confirms the hold or reservation in writing (including email, text, invoice, PO acknowledgment, or booking confirmation).

Once written confirmation is provided:

  • Animals, staff, equipment, and scheduling capacity are removed from availability
  • The Client becomes financially responsible for the reservation
  • Failure to pay a deposit, delay in PO processing, or administrative approval delays does NOT remove financial responsibility

Barnyard On Wheels may release unfinalized holds if deadlines are not met, but any financial obligation already incurred remains enforceable.

6. PAYMENT TERMS

Final payment is due on or before the event date and prior to setup, unless otherwise agreed in writing.

Accepted payments:

  • Cash
  • Check
  • Zelle
  • Venmo
  • Cash App
  • ACH
  • Credit/Debit (processing fee may apply)

Late, declined, or failed payments may incur a $25 fee per occurrence.

Failure to pay does not cancel financial responsibility. Delays caused by the Client, venue, payment issues, site access problems, or failure to meet setup requirements may reduce service time without refund.

7. TRAVEL, DELIVERY & FUEL FEES

Travel, mileage, fuel, delivery, and setup fees may apply based on location and logistics.

These fees:

  • Are disclosed in the invoice or quote
  • Are part of the total contract amount
  • Are non-refundable once services are reserved

Additional charges may apply if:

  • Event location changes
  • Incorrect access information is provided
  • Setup conditions require additional labor or time

8. CANCELLATION POLICY

Once a reservation is confirmed:

  • All deposits are non-refundable
  • Animals, staff, and equipment are reserved exclusively for your event
  • Cancellation does not remove financial responsibility
  • Cancellation and rescheduling requests must be submitted in writing via email or text message. Verbal notice is not sufficient.

Upon cancellation:

  • Any unpaid balance becomes immediately due
  • This includes travel fees, setup fees, and all contracted services
  • Upon cancellation, the Client remains responsible for the contracted amount unless otherwise agreed in writing by Barnyard On Wheels.

Barnyard On Wheels may choose to reduce or waive amounts only if the date is successfully rebooked.

9. RESCHEDULING POLICY (WEATHER ONLY)

Rescheduling is allowed ONLY for unsafe weather conditions, including:

  • Lightning
  • Flooding
  • Severe storms
  • Hail
  • Conditions deemed unsafe by Barnyard On Wheels

Requirements:

  • Minimum 48 hours notice (unless emergency weather occurs)
  • Must be approved by Barnyard On Wheels
  • Cancellation and rescheduling requests must be submitted in writing via email or text message. Verbal notice is not sufficient.

Approved reschedules:

  • May transfer deposit to one new date within 12 months
  • Subject to availability

NOT eligible for rescheduling:

  • Schedule conflicts
  • Budget changes
  • Venue issues
  • Lack of shade or water
  • Attendance changes
  • Personal changes

10. EVENT SITE REQUIREMENTS

Trailer Access & Setup Location (REQUIRED)

Barnyard On Wheels operates directly from its truck and trailer.

All animals, fencing, and equipment must be set up within 8 feet of the trailer.

We do NOT:

  • Transport equipment through gates, fences, buildings, or narrow access points
  • Carry fencing long distances
  • Set up in inaccessible yards or locations
  • Navigate unsafe driveways, soft ground, steep terrain, or tight backing situations

Truck and trailer must have safe, reasonable access as determined by Barnyard On Wheels.

If access is not suitable upon arrival:

  • Setup may be modified, delayed, reduced, relocated, or canceled without refund
  • Barnyard On Wheels reserves the right to modify, shorten, relocate, suspend, or terminate services whenever necessary to protect the health, safety, or welfare of the animals.

Water Requirement

Client must provide a working outdoor spigot or nearby sink.

Failure to provide water may prevent setup without refund.

Shade & Weather Protection

Client must provide adequate shade or weather protection for animals.

Examples:

  • Tent
  • Pavilion
  • Canopy
  • Covered structure
  • Natural shade approved by Barnyard On Wheels

If conditions are unsafe, services may be modified or stopped without refund.

Early Setup Fee

Requests for setup more than 30 minutes prior to event start time may incur additional labor and waiting fees.

11. SAFETY RULES

  • Children must be supervised
  • No feeding animals without permission
  • No aggressive or unsafe behavior
  • Dogs must be controlled and kept away unless approved
  • No bounce houses, fireworks, loud noise, or disruptive setups near animals

Services may be stopped immediately for safety concerns without refund.

Animal Availability

Due to the nature of live animals, specific animals are not guaranteed. Barnyard On Wheels reserves the right to substitute, remove, or replace animals at any time for health, safety, welfare, transportation, or operational reasons without refund.

Animal Welfare & Service Termination

Barnyard On Wheels reserves the right to modify, suspend, shorten, relocate, or terminate services without refund whenever staff determines that animal welfare, public safety, weather conditions, site conditions, participant behavior, or other circumstances create unsafe conditions for the animals, guests, or staff.

12. VENUE APPROVAL & COMPLIANCE

Client is responsible for:

  • Venue approval
  • Permits
  • Insurance requirements
  • Site access permission

Venue restrictions or denial does not remove payment obligation.

Specialty Request

Special requests outside standard services may incur additional fees, including but not limited to site visits, permit assistance, custom fencing, additional staffing, venue-specific requirements, or custom insurance requests.

13. INSURANCE & COI

COI or Additional Insured requests must be made at least 21 days in advance.

Additional fees may apply.

Barnyard On Wheels is not responsible for venue requirements it cannot meet.

14. NON-PAYMENT & COLLECTIONS

Unpaid balances may be sent to collections or legal action.

Client agrees to pay:

  • Collection fees
  • Court costs
  • Attorney fees
  • Recovery costs (where permitted by law)

Chargebacks after services are provided are a breach of agreement. Accounts referred for collection may incur an additional collection fee of up to 35% of the unpaid balance, where permitted by law.

15. FORCE MAJEURE

Barnyard On Wheels is not liable for delays or cancellations due to:

  • Weather
  • Natural disasters
  • Government actions
  • Emergencies
  • Safety issues

No automatic refunds apply.

Arrival Window

Client acknowledges that traffic, weather, accidents, road closures, and prior events may affect arrival times. Barnyard On Wheels may arrive up to 30 minutes before or after the scheduled time without being considered late. Services will be adjusted accordingly whenever possible.

16. ELECTRONIC COMMUNICATIONS

Client agrees all communication may occur via:

  • Email
  • Text
  • Electronic invoices
  • Online systems

These satisfy written notice requirements.

17. WEBSITE & INTELLECTUAL PROPERTY

All content is owned by KIDZ LLC and may not be copied or used without permission.

18. SEVERABILITY

If any part of this agreement is invalid, the rest remains enforceable.

19. ENTIRE AGREEMENT

This Terms & Conditions page, along with:

constitutes the full agreement.

No verbal agreements override these terms.