​​​Effective Date: Immediately

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This policy applies to all private and corporate group experiences booked with Philly Experiences. By submitting a booking request, signing an agreement, or submitting payment, the client agrees to the terms below.

 

Booking & Confirmation

• All private and corporate experiences must be booked in advance.

• A booking is not confirmed until:

  • Required payment (deposit or full balance) is received, and

  • Any required agreement or intake form is completed.

• Dates and times are secured on a first-paid, first-confirmed basis.

• Philly Experiences reserves the right to decline bookings that are misaligned with brand values, safety standards, or guest experience expectations.

 

​Payment Terms

Private Groups

• A 30% non-refundable deposit is required to secure the experience date.

• Remaining balance is due 14 days prior to the experience.

• Bookings made within 14 days require full payment at the time of booking.

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Corporate Groups

• A 30% non-refundable deposit is required to secure the experience date.

• Full payment is required 14–30 days in advance, depending on group size, customization, and scope.

• Certain corporate or branded activations may require full payment upfront.

Accepted Payment Methods

• Credit or debit card

• ACH transfer (corporate clients only)

• Approved invoicing platforms

All payments are final once processed, subject to the cancellation terms below.

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Pricing & Inclusions

• Pricing is determined by group size, experience length, day/time, and customization level.

• Prices include experience curation and hosting unless otherwise stated.

• Food, beverages, transportation, venue fees, gratuities, and third-party vendor costs are included only if explicitly listed in the booking confirmation.

• Additional guests, upgrades, or scope changes may result in additional charges.

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Cancellations & Refunds

Client-Initiated Cancellations

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Private Groups

• 30+ days before experience: Deposit is forfeited; remaining balance (if paid) is refunded.

• 15–29 days before experience: 50% of total booking cost is forfeited.

• 14 days or less before experience: No refunds.

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Corporate Groups

• 30+ days before experience: Eligible for a partial refund minus the 30% non-refundable deposit and any non-recoverable costs.

• 15–29 days before experience: 50% of total booking cost is forfeited.

• 14 days or less before experience: No refunds.

No-Shows

• No-shows and late arrivals that result in missed activities are not eligible for refunds or credits.

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Rescheduling Policy

• One (1) reschedule may be requested at least 14 days prior to the experience date.

• Rescheduled experiences must occur within 90 days of the original date.

• Rescheduling is subject to availability.

• Any pricing differences or vendor changes will be billed accordingly.

• Requests made within 14 days of the experience are treated as cancellations.

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Weather & Safety

• Experiences operate rain or shine unless conditions are deemed unsafe.

• Philly Experiences may modify routes, timing, or locations to protect safety and experience quality.

• In cases of severe weather (hail, extreme cold, heatwave, hail and strong winds), public emergencies, government restrictions, or force majeure events (an extraordinary, unforeseeable, and unavoidable event outside the parties' control that prevents them from fulfilling contractual obligations, like natural disasters, wars, pandemics, or government actions, often suspending or excusing performance.. These events must make performance impossible or radically different.), Philly Experiences may offer a reschedule or full refund. Final decision made at Philly Experiences' discretion.

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Guest Conduct & Expectations

• Guests must act respectfully toward hosts, vendors, neighborhoods, and fellow participants.

• Philly Experiences reserves the right to remove any guest engaging in unsafe, disruptive, or inappropriate behavior.

• Removal due to conduct violations does not qualify for refunds or credits.

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Changes to Group Size

• Final guest count is due 7 days prior to the experience.

• Reductions after this deadline do not qualify for refunds.

• Increases are subject to availability and additional fees.

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Photography & Marketing

• Philly Experiences may capture photos or video during experiences for marketing and promotional use.

• Clients wishing to opt out must notify Philly Experiences in writing prior to the experience.

• Corporate clients requiring confidential or non-documented experiences must disclose this in advance.

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Liability & Assumption of Risk

• All guests participate at their own risk.

• Philly Experiences is not responsible for personal injury, illness, lost items, or the actions of third-party vendors.

• Certain experiences may require signed liability waivers.

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Late Payments

• All balances must be paid by the invoice due date.

• Failure to submit payment by the due date may result in automatic cancellation without refund, including forfeiture of any deposits or prior payments.

• Rebooking after cancellation is subject to availability and updated pricing.

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Chargebacks & Payment Disputes

• Clients agree not to initiate chargebacks for services rendered in accordance with this policy.

• Chargebacks filed in violation of these terms constitute a breach of agreement.

• Clients must contact Philly Experiences directly and provide written documentation before disputing charges.

• Philly Experiences reserves the right to submit agreements, invoices, communications, and proof of service to dispute chargebacks.

• Any chargeback fees incurred may be billed to the client.

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Corporate Administration Fees

• Corporate and large-group bookings may include a non-refundable administrative fee.

• This fee covers custom proposals, decks, revisions, planning calls, procurement portals, compliance documentation, and extended coordination.

• Administrative fees are disclosed in advance and billed separately from the experience cost.

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Overtime, Extensions & Delays

• Experiences have defined start and end times.

• Groups arriving late or extending beyond the scheduled time may miss activities without refund and/or incur overtime fees.

• Overtime is billed in 30-minute increments, subject to host and vendor availability.

• Experience quality and vendor participation beyond the scheduled timeframe are not guaranteed.

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Accessibility & Special Requests

• Accessibility needs, dietary restrictions, and special requests must be disclosed prior to booking.

• While inclusivity is a priority, not all venues, routes, or activities can accommodate every request.

• Requests made after booking or onsite are not guaranteed and may result in additional costs.

• Failure to disclose needs in advance does not qualify for refunds, credits, or cancellations.

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Indemnification 

To the fullest extent permitted by the laws of the Commonwealth of Pennsylvania, the client ("Client") agrees to indemnify, defend, and hold harmless Philly Experiences, its owners, officers, employees, independent contractors, hosts, agents, partners, vendors, transportation providers, venues, and affiliates (collectively, the "Indemnified Parties") from and against any and all claims, demands, causes of action, damages, losses, liabilities, judgments, penalties, fines, costs, and expenses (including reasonable attorneys’ fees and court costs) arising out of or related to:

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 Corporate & Group Responsibility

• The acts, omissions, negligence, or misconduct of Client, its employees, representatives, contractors, invitees, or attendees

• Client’s failure to properly supervise or communicate expectations to participants

• Any claims brought by Client’s employees, guests, or third parties related to the experience

Client acknowledges responsibility for all individuals participating under its booking.

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Alcohol

• The consumption, misuse, or effects of alcohol by any participant

• Injuries, altercations, property damage, or incidents occurring before, during, or after the experience involving alcohol

• Failure of participants to comply with host or vendor safety instructions

Philly Experiences does not control individual alcohol consumption and assumes no duty to monitor participant behavior.

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Transportation

• Transportation provided directly by Philly Experiences or through third-party transportation vendors, including buses, vans, or rideshare services

• Accidents, delays, injuries, mechanical failures, traffic conditions, or acts or omissions of transportation providers

• Participant conduct while boarding, riding, or exiting vehicles

Transportation services may be operated by independent third parties not under the direct control of Philly Experiences.

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Public Spaces & Venues

• Activities occurring in public or semi-public spaces, including streets, sidewalks, parks, murals, restaurants, bars, shops, and event venues

• Injuries or damages caused by weather, environmental conditions, pedestrians, traffic, or third parties

• Interactions with members of the public or venue staff

Client acknowledges the inherent risks associated with public environments.

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Third-Party Vendors

• Claims arising from food service, alcohol service, transportation, venue operations, entertainment, or other third-party services

Philly Experiences acts as a curator and coordinator and does not assume liability for third-party vendors.

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Scope & Survival

This indemnification applies regardless of whether the claim arises in whole or in part from the acts or omissions of Philly Experiences, except to the extent caused by the gross negligence or willful misconduct of Philly Experiences, as determined under Pennsylvania law.

These obligations survive the completion, cancellation, or termination of the experience and any related agreement.

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Policy Enforcement

• These policies are enforced consistently across all bookings.

• Exceptions are rare and granted at the sole discretion of Philly Experiences.

• Abuse of policies, staff, hosts, or vendors may result in refusal of future service.

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Policy Acknowledgment

By submitting payment or signing an agreement, the client confirms they have read, understood, and agreed to this policy in full.