Private Parties- Terms & Conditions

1.   Number of Guests and Minimum Service Requirements - depending on how many services each client will receive as well as considering the total duration of the event, a minimum of five (5) guests and maximum of fifteen (15) guests is typically required.  In all cases, the event must tally to an average of two (2) services per guest and $65 or more per guest in services.  If the client's event plan does not meet these minimum averages, an event charge will be assessed (maximum charge would cover the shortfall to the $65 per guest average), unless prior approval is received from A Time to Spa in writing.

2.   Authorization/Client Coordinator - The above named client agrees to the terms of this agreement on behalf of the event group. The event group shall designate a client coordinator who shall be the point of contact with A Time to Spa with respect to all the details of the event. It is the responsibility of the client coordinator to communicate the pertinent terms of this agreement to their guests, particularly as it relates to Service Pricing, acceptable forms of payment and cancellations.  The client coordinator shall be responsible to secure service selections from the group and communicate these to A Time to Spa. In order to avoid confusion, mistakes and disappointments, communication with multiple clients participating in the event will not be allowed.

3.   Payment Terms - a deposit equal to 50% of the total cost of services scheduled is required no later than one (1) week from the scheduled date for this event.  Deposits shall be in the form of a credit card hold until the day of the event.  On the day of the event, the client coordinator shall either pay the balance due or the individual clients shall pay for their own services with the credit card hold released from the client coordinator at that time.  Our cancellation policy is as follows:

    1. Cancellation at least seven (7) days prior to the scheduled event - refund deposit in full.
    2. Cancellation at least 48 hours prior to the scheduled event - refund deposit less a cancellation fee of $50 (the provided credit card # is charged).
    3. Cancellation less than 48 hours prior to the scheduled event (or a no-show) - cancellation fee of 50% of the scheduled service cost is retained in the form of the original deposit (the provided credit card # is charged).
    4. A net reduction of services by the client or their guests exceeding 10% of the total calculated cost for services scheduled is subject to a charge of 50% of the retail cost for the cancelled services as well as "no show" guests.

At least 24-hours in advance of the event, the client coordinator shall advise A Time to Spa how payment arrangements will be made, i.e, one total payment, each client their own, etc. In this way, the spa will be able to prepare invoices in advance and streamline the checkout process for all concerned. Your cooperation is appreciated.  Acceptable payment forms include cash, credit card or check (with valid ID).  When making payments for private spa events, promotional (free) gift certificates, "SpaFinder", "Groupon", "Mimis", and "WaySpa" gift certificates will not be accepted, however, gift certificates purchased from A Time to Spa or its website will be accepted.

4. Service Scheduling - The client coordinator shall provide a list of attendees along with their desired services for the event (including special requests) at least two (2) weeks prior to the event. In order for A Time to Spa to properly schedule technicians, all changes to attendees and service requests must be made a minimum of one (1) week prior to the event. Changes less than (1) week out or on the day of the event will be given every consideration, but cannot be guaranteed.

5.  Service Pricing - service pricing for all spa events shall be per A Time to Spa's current Menu of Services prices.  Promotional pricing are not offered during private spa events.  Discount coupons and certificates including "buy one, get one" deals, % off, etc. are not accepted during private spa events.

6.  Additional Expenses - a service gratuity of 20% will automatically be added to the total service amount for each client and included on their invoice at checkout time.  Gratuity is calculated on the stated retail price for all services as they appear in A Time to Spa's current Menu of Services.

7.  Alcoholic Bevarages - A Time to Spa cannot purchase, handle or pour any alcoholic beverages.  Should the client request, A Time to Spa may be able to arrange a wine tasting add-on to the event hosted by The Olde Wine Cellar of Olmsted Falls, provided their scheduling permits.

7.   Event Expectations - A Time to Spa invites you to come, relax and enjoy yourself as a part of your special event.  Be advised that the spa will only be closed to other clients when events are hosted after hours or when specifically arranged with A Time to Spa.  The client coordinator should advise their guests that there will likely be waiting time between services as a normal part of hosting and scheduling a group of clients; private event parties sometimes tend to get off schedule due to the casual and festive atmosphere.

8.   Scope of Agreement - this Agreement represents the entire agreement and shall constitute the sole understanding between the event client(s) and A Time to Spa, Inc.  Any and all special provisions shall be identified on this agreement and initialed by both parties.