Night Owl Kids Care – Terms & Conditions

 

 

Trusted, Licensed, Insured, and Event-Ready Childcare Since 2015

 

Thank you for choosing Night Owl Kids Care (NOKC) for your upcoming event. Our goal is to provide a seamless, safe, and professional childcare experience that aligns with the standards of weddings, corporate events, military training programs, and private groups. By booking services with NOKC, the Booking Party (“Client”) agrees to the following Terms & Conditions.

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1. Booking, Payment & Confirmation

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• Payment in full is required to reserve your event date and secure childcare staff.

• No staff will be scheduled until nonrefundable deposit is received and cleared.

• No services are guaranteed until final payment is received and cleared.

• Payment constitutes the Client’s confirmation of the event details, including date(s), time(s), locations(s), number of children, and specific care needs.

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2. Cancellations, Nonrefundable Dates & Rescheduling

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• All payments become nonrefundable as of the Nonrefundable Date listed on the invoice or contract.

• Cancellations before the Nonrefundable Date may be refunded, less the nonrefundable deposit and any non-recoverable costs already incurred.

• Cancellations on or after the Nonrefundable Date are nonrefundable, as staff have committed their time and declined other opportunities.

• Requests to reschedule must be submitted in writing and are subject to availability. Updated pricing or fees may apply.

 

3. Staffing, Ratios & Special Care Requirements

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• NOKC follows childcare ratios that meet or exceed AR 608-10 and all applicable state and local regulations.

• Final staffing levels are based on:

   

  • The ages of the children,

  • Number of participants, and

  • Any additional needs, developmental delays, or one-on-one requirements.

   

• If the event includes a larger percentage of infants or children who require individualized supervision, additional staffing and fees may be necessary. These changes will be discussed with the Client or designated group coordinator prior to implementation.

4. Staffing Guarantee & Remedies

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NOKC makes every effort to provide the number of caregivers confirmed in writing.

If NOKC—due to reasons within its control—fails to provide the full number of scheduled caregivers:

 

• The sole and exclusive remedy is a refund equal to the per-staff fee for each missing caregiver.

• Refunds are issued by check or another approved method after verifying the correct payee information.

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NOKC is not responsible for venue delays, last-minute space changes, security restrictions, or circumstances outside of its immediate control.

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5. Client Responsibilities

 

To ensure a safe and successful childcare environment, the Client agrees to:

 

• Provide an indoor, climate-controlled, child-ready space with access to restrooms and running water.

• Provide accurate information regarding the ages, needs, allergies, and emergency contacts for each child.

• Ensure a responsible on-site point of contact remains reachable throughout the event. Client distributing NOKC's custom parent registration link and registration deadline is sufficient. From there, the parent can provide contact information. Client is responsible for notifying their guests of the deadline.

• Communicate venue access requirements (badges, check-in process, parking instructions, etc.) in advance so that staff can arrive on time. Connecting NOKC with venue sales team is sufficient and NOKC shall communicate with the venue's team for these requirements.

 

 

NOKC reserves the right to remove a child from group activities if safety concerns arise and a one-on-one caregiver is not available.

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6. Safety Standards & Professional Conduct

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Night Owl Kids Care maintains the highest standard of care and professionalism:

 

• All staff complete federal, state, and local background checks, including FBI fingerprinting.

• Staff are trained in child protection, event etiquette, blended-age activities, cultural competency, and emergency procedures.

• Staff follow policies on confidentiality, security, photography restrictions, and mandatory reporting.

 

Parents and guardians must remain reachable at all times when children are in our care.

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7. Limitations of Liability

 

 

To the fullest extent permitted by law:

 

• NOKC’s total liability for claims arising from services provided shall not exceed the total amount paid for those services.

• NOKC is not liable for indirect, incidental, or consequential damages, including lost event costs, business losses, or reputational claims.

• This limitation applies regardless of the legal theory asserted.

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8. Force Majeure (Events Beyond Our Control)

NOKC is not responsible for delays or failure to perform due to causes outside our reasonable control, including:

 

• Severe weather

• Natural disasters

• Public health emergencies

• Venue closures or lockdowns

• Government restrictions

• Transportation disruptions (NOKC accounts for city traffic in the preparation of timely staff arrival)

• Security incidents

 

 

If such an event occurs, both parties will work together in good faith to reschedule or adjust services when possible.

 

9. Governing Law & Venue

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These Terms & Conditions are governed by the laws of the State of Georgia, without regard to conflict-of-law principles.

Any dispute related to NOKC services shall be resolved in the state or federal courts located in Georgia, to which both parties consent.

 

10. Entire Agreement & Modifications

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These Terms & Conditions, together with the invoice or contract and any written addenda, represent the entire agreement between NOKC and the Client.

Modifications must be agreed to in writing by both parties.

Payment of any invoice signifies full acceptance of these Terms.

11. Contact Information

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For questions, event updates, or concerns, please contact:

 

Jocelyn McGregor, Owner

 jmcgregor@nightowlkidscare.com

 (706) 577-8727