Terms of Service

Booking

Please contact us directly to discuss your program needs, quotes, and our availability.
Be sure to book us at the time you want us to START the animal program.
We require a non refundable deposit to book and hold your event date.
We recommend booking us as soon as possible, as we do tend to book several months in advance (especially during warmer weather months) and we can book as far out as a year in advance
We are happy to travel out of state and frequently travel 200+ miles for an event.
Exotic Edventures is fully insured and all of our educators have the needed background checks to work with children. Certificates of insurance and background clearances can be provided upon request. These requests must be made at least one week prior to your event date.
Exotic Edventures retains the right to decline a service or cancel an event at any time, for any reason.

Deposit/Payment

A non-refundable deposit is required to book your show and hold your event date.
Please keep in mind that this is a NON-REFUNDABLE deposit. This means that this deposit WILL NOT be refunded.
If an event needs to be rescheduled due to inclement weather, a natural disaster, a state of emergency, or any event that is outside the control of both Exotic Edventures or the client, the deposit will be transferred to a future date agreed upon by both parties. The non-refundable deposit would still not be eligible to be refunded and would only be able to be transferred to reschedule event date.
The non-refundable deposit will also be forfeited if the client changes the terms of the booking (ie. the date of the event, time, location, etc.) without confirming that these changes are feasible on our end or if the client is unable to meet the requirements outlined in this TOS contract that are needed to ensure a safe event (ie. Too cold/hot temperatures, no indoor option during inclement weather, no available parking close to the venue, inability to follow our social distance guidelines, etc.).
As a courtesy, we can hold a date for a client for a few days to allow them time to send in their deposit to us.
If the deposit is not received on the agreed upon date, the event date will be released and made available to other clients.
Once a deposit is received, the event is officially booked and the date reserved for the client.
The remaining payment is due the day of the event upon arrival (before the show)
Clients can choose to pay the full amount in advance
Cash, money order, Paypal, Cash App, and Veno are all accepted payment for the deposit
The payment the day of the event must be in CASH ONLY
We cannot accept personal checks day of event
Payment by credit card and Paypal is available with an additional 4% convenience fee at the client's expense
Gratuities for the animal educators are not required, but are gratefully appreciated if you feel our educators did an amazing job.
Any refunds issued by Exotic Edventures will be sent electronically via PayPal, CashApp, or Venmo. We do not send refunds via checks at this time.
Quotes/cost is subject to change, if clients make any changes or adjustments to their event plans that will impact our program (location, venue, time, event length, etc.). Please let us know ASAP if your event details change, so that we can update our records and advise you of any potential price changes or conflicts on our end.
If the client changes the event details after a deposit is received, we require to be notified immediately. If these changes impact pricing and the client is unable or unwilling to pay this new pricing, the client will forfeit the non-refundable deposit. If the time/date is changed and we are no longer available for that event, the deposit will be forfeited or the client can choose to reschedule for a different time/date when we are available

Travel Fees

Depending on your location and how far away you are, a travel charge may be added to the price quote. This is usually determined after show site address is determined in miles.
Local events generally do not get assessed a travel fee--we usually start charging travel fees for locations more than 30 miles from our facility.
Please keep in mind that traveling outside our area does add to our travel expenses and that usually can add to our event quote. Gas, mileage, time, and toll fees all are factored into our travel fees.
We are happy to travel to you! Exotic Edventures has attended events 300+ miles from our facility and we frequently do shows in out of state locations. Contact us and we can give you an idea of travel expenses to your location!

Parking

We require that you provide a parking spot for us close to the event venue
If parking is metered or garage parking is required, we will add these expenses to the show fees
If you are hosting the event at your home, we ask that you reserve a parking space for us next to the entrance of your home so that we can unload and set up for the event
If parking is not secured for us, we may not be able to move forward with our program on the day of the event if we are not able to secure adequate parking in close proximity to the event venue to allow safe and efficient loading/unloading
If Exotic Edventures is forced to look for parking and/or has to unload our equipment and animals a distance from the venue, this can add additional time to our set up and can cut into the show schedule

Weather, Temperature, & Outdoor Event Requirements

Clients are required to advise Exotic Edventures of whether the event will be indoor or outdoors at the time of booking and whether a canopy is needed. Canopies can be provided by Exotic Edventures for an additional cost.
Clients are required to advise Exotic Edventures no later than one week prior to the event date, if the location has been changed or if the event has been moved indoors/outdoors. If the venue location changes and adds to our travel time, an additional fee may be added.
We recommend that shows be held indoors or that you have a covered area such as a pavilion, canopy, or event tent as a backup for outdoor events. This is incase of inclement weather the day of your event.
We do offer outdoor shows, but this may limit the species we can bring to the event
We do not bring many of our birds to outdoor events and certain species may not be available for the show due to temperature concerns.
Due to the health and safety of our animals, outdoor events may be postponed/rescheduled if the temperature the day of the event drops below 60F degrees or if road conditions are deemed unsafe to travel on by Exotic Edventures.
If a client is hosting an outdoor event, we recommend having an alternate indoor option when booking an outdoor event such as a garage or covered porch in case of inclement weather.
Spring months are particularly challenging and the weather can be unpredictable. Due to this, we require that clients have a back up indoor venue in case the weather and/or temperatures are not ideal for an outdoor event. Outdoor events schedule from March 15th to May 15th should absolutely have an indoor backup plan in the event of inclement weather.
In summer months we require that a shady location be made available, so that our animals can get out of the heat and direct sun during outdoor events.
We can bring a canopy for an additional fee. Please inquire about this at least one week before the event.
If the event (except for spring events) is cancelled/postponed due to inclement weather, we will offer our client the ability to reschedule their event at a later date. The client must reschedule their event within six months of the original event date and they must reschedule for a date that we are available. If the client fails to reschedule within this time period, they forfeit their deposit.
If a spring outdoor event is cancelled because of weather and because the client failed to secure a backup indoor location, the client will forfeit their full payment made to Exotic Edventures and rescheduling will not be offered. Due to the unpredictable nature of spring weather we require clients to plan to secure an indoor backup option for outdoor events booked from March 15th-May 15th. Failure to secure an indoor backup venue could result in the client forfeiting their fee if the outdoor event has to be cancelled due to weather related issues or temperatures that are not safe conditions for our animals. In the past we have had clients use heated garages, basements, community buildings, churches, and even their living rooms as back up options during the spring months.

Cancellations, Postponements, & Rescheduling Events

We understand that sometimes things happen and events need to be cancelled or rescheduled. Please contact Exotic Edventures ASAP if you need to change, reschedule, or cancel an event.
In most cases if a client needs to cancel an event more than 72 hours from the event date, as a courtesy we give our clients two options. The client can outright cancel the event and the deposit would be forfeited. Or the client can choose to reschedule for another available date.
The client is required to reschedule their event within six months from the original event date. If this is not done, the deposit will be forfeited.
The client is required to choose a rescheduled date that is available and agreed upon by both the client and Exotic Edventures.
If the client cancels the second event date, no matter the reason, Exotic Edventures will no longer offer rescheduling and the deposit will be forfeited.
If road conditions are deemed too dangerous due to inclement weather by Exotic Edventures to safely travel to an event, the event will be postponed and rescheduled. We will reach out to the client to try and pick another date that best works for both parties. Exotic Edventures will reschedule the event at the client's convenience.
If the client fails to reschedule the event within six months from the original event date, the deposit will be forfeited
If a situation occurs outside both the client’s and Exotic Edventures’s control, such as a natural disaster, venue closure, pandemic, poor road conditions, a state/national emergency, etc. the event will be postponed until it is safe to reschedule the event for a later date.
Requests for event dates changes can be changed at Exotic Edventure's digression. It will depend on how far out the original event date is, whether we are available, and location. If it is feasible on our end and at least one month out, we will try to work with the client.
Exotic Edventures will only offer ONE date change per event (if the change is feasible on our end).
If a client reschedules an event and any of the event specifics change (event location, length of event, number of guests, etc.), pricing is subject to change.
If the client cancels their event within 72 hours from the event date they will forfeit all payments made to Exotic Edventures and will not be given an option to reschedule

Day of Event

Exotic Edventures requires that a parking space be reserved for our vehicle next to the venue's entrance.
Failure to reserve a parking spot close to the venue can cause set up delays and can cut into the time allotted for the show.
Exotic Edventures requires that all pets or animals at the venue be contained prior to our arrival and kept away from the show area, our vehicles, and our animals. This is for the safety of our animals, your animals, and the guests.
Exotic Edventures requires at least a 12'x12' empty area for our program set up. We ask that this area be cleared and readied for us, prior to our arrival.
Exotic Edventures requires at least a 10' area between our set up and the audience for the safety of the animals and the crowd.
Exotic Edventures asks that we are given a secured, easy access loading and set up area, free from children and guests.
Set up and tear down for our programs require access to the show location for at least an hour prior to the show start time and an hour after the show’s end time. This means we need an hour (at least) before the show start time and an hour after the end time to be able to adequately unload and load our equipment and animals.
Any delays in gaining access to the venue upon the agreed set up time period could cut into the show start time and could impact the length of the show.
If Exotic Edventures is not granted access to the set up location, the event may be cancelled and all monies paid would be forfeited.
The program start time is SHARP. Exotic Edventures requires that the event start at the booking time that we are contracted for. Please understand that we must stay on schedule, as we have other client commitments and animal needs to take care of.
If the event begins late, at the request of the client, that time will cut into the show time. Starting late may result in a shorter show time and/or may impact the number of animals used during the event.
Exotic Edventures asks that our show location be in an area away from loud music, vehicles, and other noises that may scare or stress our animals.
We ask that all guests not have access to our set up area prior to or after our program. This is for the health and safety of our animals
Exotic Edventures can only set up our program on a first floor venue, unless an elevator is available for our use. If your venue has stairs, please let us know and we can discuss options.

Animal Ambassador Selection

Though we try to accommodate animal requests, we cannot guarantee that specific animals will be available for an event.
Animal requests must be sent to us no later than a week out from the event date.
Exotic Edventures welcomes a few animal requests, but we ask that clients not ask to pick every animal attending the event. This is because we take a number of factors into account when choosing animals for an event. Some of our animals may not be an ideal candidate to attend your event due to a variety of variables, such as location, age of audience, time of year, inside/outside venue, etc.
Please keep in mind that though we try and accommodate all requests, we cannot guarantee that all of our animal ambassadors will be available for your event. Our animals are given weekly breaks from shows, can sometimes be unavailable due to season, medical reasons, or they just don't want to work that day. The animal also may already be booked for another show.
We do not have an animal list that you can pick from. Picking animals for shows is a little more involved than just picking off a menu. Let us know what animals you're interested in and we can discuss options.
We do have a number of photos of our animals under our Animal Ambassador page and on our social media accounts to give you ideas of what might be available.
If you send us a long list of species you would like to attend, please set your expectation that only a few of those animals will likely be in attendance of your event. Not all of them.
Exotic Edventures reserves the right to make the final decisions on which animals will be attending events, based on our assessment of the event and animal.

Current Covid Pandemic Guidelines

At this time we do require social distancing at our events
We are booking on a case by case basis. Please contact us directly to discuss your event and we can determine if we are capable of accommodating your request
Exotic Edventures is following the recommendations of both the CDC and the state of Pennsylvania to ensure the health and safety of our employees, our animals, and our clients
Booked clients who were forced to postpone their events in 2020 because of the pandemic will have their deposit saved and it will be transferable to another agreed upon future date
Booked clients can choose to wait until all social distancing restrictions are lifted to reschedule or they may choose to book a new date during the pandemic, if they agree to follow our social distancing guidelines
For birthday events being held during the pandemic, we require smaller group sizes. Indoor events can have up to eight attendees in total and outdoor events can have up to twelve attendees in total
We may be able to accommodate larger groups, but direct animal interactions may not be an option and additional social distancing protocols may be required. Please contact us directly to discuss your event needs. Bookings will depend on a number of factors and our ability to book an event will be determined on a case by case basis.
We require 100% mask compliance. This means all attendees at your event are required to wear a mask during our program. This is mandatory and required for all animal interactions.
Exotic Edventures will accept properly fitted face shields to be worn in place of a mask for guests who may have medical conditions that restrict them from wearing masks
At least a 10’ clearance space between our set up and the seating area is required
Guests will need to stay at least 6’ away from our exhibit set up and where the animals will be kept during the program at all times
Due to virus transmission risks, we will not be bringing educational aids and artifacts for guests to touch and interact with on our educational table
We strongly recommend that clients provide disposable masks for their guests the day of the event to ensure everyone has a mask during the program
We strongly recommend that clients outline these social distancing guidelines on their event invitations to ensure that guests understand the social distancing expectations at the event
It is the client’s responsibility to make sure that their guests are following these agreed upon pandemic guidelines. Failure to do so could result in the cancellation of the event and the forfeiture of all fees paid to Exotic Edventures.
Anyone not wearing a mask at the event will be asked to social distance away from the rest of the guests during the program. Those not wearing masks will not able able to interact with our animals or educators and must stay at least 6’ from the group who is participating in animal interactions and at least 6’ from our set up, animals, and educators at all times. This is for the health and safety of our animals, educators, and the attendees. This is non-negotiable.
If guests without masks fail to or refuse to properly social distance from the participation group, our set up, our animals, and our educator, we may choose to discontinue the program at any time and all fees paid to Exotic Edventures will be forfeited.
If 25% or more of the event attendees fail to wear a mask, all animal interaction for the entire event will be suspended and all attendees will be required to stay at least 6’ from our set up, our animals, and our educator at all times.
If 50% or more of the event guests fail to wear a mask, the event will be subject to cancellation and the client will forfeit the full fee.
Some animals may not be available for programs during the pandemic as certain species may be susceptible to the coronavirus. This is for the health and safety of our animals.
Photo opportunities with our animals and educators after the program will be limited due to social distancing guidelines. The only events where photos with guests and our animals/educators will be permitted at this time will be at birthday events. Photography, as always, is permitted during the program. For birthday events we will offer photo opportunities with the birthday child only. At this time we cannot accommodate photo shoots with any other event guest or family member (This guideline excludes media, film, TV, and print bookings)
We require that clients contact us immediately if someone in their household starts to exhibit Covid symptoms within 14 days of the event. We also require clients to notify us if anyone in their home has come into contact with someone with Covid within 14 days of the event date. If this happens the event will be postponed for the health and safety of all event attendees
If Exotic Edventures arrives to the event and these pandemic requirements have not been met, the event is subject to cancellation and all fees will be forfeited to Exotic Edventures.
These social distancing guidelines are subject to change. We will notify booked clients with event dates on the calendar if/when our guidelines change.
Exotic Edventures may be able to accommodate larger programs, depending on the specifics of the event. Please contact us to discuss your needs.
With approved large events, Exotic Edventures will require social distancing for all our employees and animals and the audience. Animal interaction will not be offered. A clearance distance of at least 10’ will be required between the audience and our program set up for the health and safety of our employees.
We cannot guarantee what type of social distancing guidelines will be in place in the future or whether our current requirements will change by your event date. This means that we cannot predict what type of social distancing guidelines will be in effect weeks or months from now. We are hopeful that we will be able to lift certain social distancing restrictions in the coming weeks and months, but we recommend that clients plan to follow the pandemic guidelines that have been outlined here in this TOS, just in case things don’t improve by the event date.
Exotic Edventures is required to follow all state and federal requirements and orders set forth by all government agencies during the Covid pandemic. These orders could impact future bookings and event requirements.
If a booked client does not wish to follow the social distancing requirements set by Exotic Edventures, the client can either choose to reschedule their event for after the pandemic, once the social distancing requirements have been lifted, or they can choose to cancel their booking.
If a booked client wishes to cancel their event with Exotic Edventures instead of rescheduling their event or following the social distancing guidelines, we will refund all fees paid for programs and/or merchandise, minus the non-refundable deposit. Please keep in mind that all deposits are non-refundable, as outlined in our TOS at the time of your booking.
Cancellation of an event would forfeit the non-refundable deposit.
Pennsylvania Clients: If the client’s county is placed in a Yellow or Red phase by the state, the event will need to be postponed for a future date when that county is in the Green phase.
All Clients: If the client’s state/county issues a stay at home order or travel restrictions for their area, the event will need to be postponed until these restrictions are lifted by their state/county.
If the county/state Exotic Edventures is located in issues travel bans/restrictions or stay at home orders that would not permit us to travel to events, all bookings during this time period would be subject to rescheduling for a future date once these restrictions have been lifted and we are legally permitted to travel again.
All clients who book events during the pandemic are required to sign a liability waiver that exempts Exotic Edventures from being held liable in the event that a Covid-19 outbreak occurs as a result of the client’s event. The client will be the sole responsible party and will be the only liable party if event attendees contract COVID-19 during the client’s event. The client understands that Exotic Edventures cannot be held responsible if the client chooses to host an event during a global pandemic.