Please note, you must agree to all of our policies outlined below in order to book an experience/event with Heartland Gatherings. Thank you for your understanding. 

POLICIES + INFORMATION

By booking an event or experience with Heartland Gatherings, LLC, you agree to the policies outlined below. These policies are intended to provide clear expectations and help ensure a smooth planning process and event experience.

BOOKING INFORMATION

After you submit an inquiry, we will contact you to confirm availability and event details. A non refundable retainer is required to secure your date. Until the retainer is paid, your date remains available to other clients. Remaining balances are due prior to the event based on your specific service agreement.

We recommend booking at least two weeks in advance. Limited availability may apply for short notice bookings and rush fees may be assessed. If you are interested in an event or service not listed on our website, please contact us at heartlandgatherings@gmail.com for a custom quote.

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PAYMENTS

Accepted payment methods and payment schedules are outlined in your service agreement. All retainers are non refundable and non transferable. Sales tax will be applied where required. Dates are not reserved until the retainer is received.

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CANCELLATIONS AND RESCHEDULING

All retainers are non refundable. We do not offer refunds for services rendered. Reschedule requests are subject to availability and may be subject to rescheduling fees. Once an event setup has begun, cancellations or reschedules are not permitted.

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INCLEMENT WEATHER

If weather conditions make an outdoor event unsafe or impractical, we will work with you to explore available options. This may include moving the event indoors at a client provided location or rescheduling based on availability. Additional fees may apply. Full weather reschedule terms are outlined in your service agreement.

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ALCOHOL POLICY

Heartland Gatherings does not provide or serve alcohol. If you choose to bring or consume alcohol at your event, you are responsible for complying with all local, state, and federal laws. Heartland Gatherings is not liable for any actions or incidents related to alcohol consumption.

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SOCIAL MEDIA AND MARKETING

We photograph and document our event setups and may share content on our website and social media platforms. If your event is a surprise or proposal, we will coordinate timing of posts to avoid revealing surprises. If you prefer not to be featured, please notify us in writing prior to your event. Written notice must be provided prior to the event date.

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DAMAGES AND CARE OF PROPERTY

Clients are responsible for any damage to Heartland Gatherings property, décor, or equipment caused by themselves or their guests. Damage fees will be assessed based on repair or replacement cost. Smoking and open flames are not permitted near our setups.

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LIABILITY

Heartland Gatherings is not responsible for injuries, accidents, or losses that occur during your event. By booking, you acknowledge that events involve inherent risks and you assume responsibility for yourself and your guests.

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FINAL TERMS

Detailed payment schedules, rescheduling terms, liability provisions, and service specifics are outlined in your client service agreement. In the event of any conflict, the signed service agreement governs.

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Pricing is subject to change. Final terms, conditions, and service details are outlined in the client service agreement provided upon booking. In the event of any discrepancy, the signed agreement governs.

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We are committed to providing a website that is accessible to all visitors. If you experience difficulty accessing any part of our site, please contact us at heartlandgatherings@gmail.com and we will be happy to assist.

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Privacy Policy

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Thank you for visiting Heartland Gatherings, LLC. This Privacy Policy explains how we collect, use, and protect your information when you visit our website or contact us through our online forms. By using this website, you consent to this policy.

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Information We Collect

Personal Information
We collect personal information that you voluntarily provide, including your name, email address, phone number, event details, and any information submitted through inquiry or contact forms.

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Payment Information
If you make a payment or deposit through our website or invoicing system, your payment information is processed securely through third-party payment providers. Heartland Gatherings, LLC does not store or have access to full credit card numbers.

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Non-Personal Information
We may collect non-personal data such as browser type, device type, operating system, IP address, and website usage activity to improve website performance.

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How We Use Your Information​

We use collected information to:​

• Respond to inquiries and provide services

• Communicate about bookings, proposals, invoices, and event details

• Send occasional updates or business communications

• Improve our website and customer experience

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Cookies and Tracking

Our website may use cookies and similar technologies to enhance functionality. You may disable cookies through your browser settings, though some features may not function properly.

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Third-Party Services

We may use trusted third-party platforms to operate our website, manage inquiries, send emails, process payments, or store client information. These providers have their own privacy policies and are only given information necessary to perform their services. We do not sell or trade personal information.

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Data Retention

We keep personal information only as long as necessary to conduct business, maintain records, or comply with legal requirements.

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Data Security

We take reasonable measures to protect your information. However, no online transmission or storage method is guaranteed to be fully secure.

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Your Rights

You may request to access, update, or delete your personal information at any time by contacting us.

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Children's Privacy

This website is not intended for children under the age of 13. We do not knowingly collect information from children.

Changes to This Policy

We may update this Privacy Policy periodically. Any changes will be posted on this page.

Contact

If you have any questions about this Privacy Policy, please contact Heartland Gatherings, LLC. at heartlandgatherings@gmail.com.