Terms & Conditions

1. Service Scope

ESNY provides event staffing, hospitality support, production support, on-site coordination, and related labor coverage for private events, corporate events, hospitality venues, and other approved assignments.

Staffing may include, without limitation, bartenders, servers, barbacks, hosts, coat check attendants, production support staff, event coordinators, support staff, and other related roles based on availability and event needs.

Submission of a booking request does not guarantee staffing availability. All bookings are subject to review, operational approval, and staff confirmation by ESNY.

2. Booking Requests and Confirmation

A booking request submitted through our website is an inquiry and not a final service confirmation.

ESNY reviews each request based on event details, staffing needs, location, timing, and staff availability. A booking is considered confirmed only when ESNY provides written confirmation or issues a final approval for the event.

ESNY may decline, modify, or request additional information for any booking request before confirmation.

As part of checkout, the client is required to sign the full Client Agreement (which includes an event-specific Booking Sheet and the complete Terms & Conditions governing that booking) by typing their full legal name and title. A booking is not confirmed and no staff are assigned until this signed agreement has been completed.

3. Pricing Estimates

Pricing displayed during the booking or checkout process is an estimate based on the information submitted at the time of the request, including event type, location, timing, guest count, staffing selections, and related variables.

Estimated amounts are not a guaranteed final total. Final pricing may change based on confirmed staffing assignments, schedule adjustments, event changes, special requests, venue conditions, overtime, additional hours, holiday or premium scheduling, and other operational factors.

The final confirmed total will be communicated separately by ESNY and invoiced before the event or as otherwise agreed in writing.

4. Deposits and Payment Terms

To hold a date, ESNY may require a deposit, card authorization, or other payment method at the time of booking or shortly thereafter.

Any deposit or authorization collected through checkout is used to secure the requested event date while ESNY finalizes staffing and event details. Unless otherwise stated in writing, the remaining balance is due according to the final invoice issued by ESNY.

Clients agree to pay all approved charges, including confirmed staffing, approved overtime, approved additions, applicable fees, and any other agreed charges related to the event.

Late payments may result in delayed staffing confirmation, event cancellation, or additional administrative or collection action as permitted by law.

The specific deposit percentage, balance due date, and other event-specific payment terms for a given booking are set out in the signed Client Agreement completed at checkout rather than restated here, since they can vary by booking.

5. Cancellations and Schedule Changes

Because staffing is reserved and scheduled in advance, cancellations and event changes may affect deposit treatment, final pricing, and staff availability.

Clients must notify ESNY promptly of any cancellation, reduction, reschedule, location change, or material event change.

Deposits may be non-refundable once staffing coordination, scheduling, or staffing commitments have begun. Last-minute cancellations, major scope reductions, or same-day changes may result in partial or full charges based on staffing commitments and operational losses already incurred.

ESNY will make reasonable efforts to accommodate changes, but revised staffing, pricing, and timing are subject to availability and re-approval.

6. Client Responsibilities

The client is responsible for providing accurate event details, including location, timing, venue access instructions, scope of work, and any relevant event conditions.

The client is also responsible for maintaining a reasonably safe work environment and for informing ESNY in advance of any known risks, special requirements, venue restrictions, security issues, or compliance-related site rules.

If the event requires permits, insurance, licenses, security, alcohol-related approvals, or venue-specific approvals, the client remains responsible for obtaining and maintaining those items unless ESNY expressly agrees otherwise in writing.

7. Staffing Availability and Substitutions

ESNY will use reasonable efforts to provide qualified staff for the requested roles and schedule. However, all staffing is subject to availability, operational conditions, callouts, emergencies, and other factors outside ESNY's direct control.

ESNY reserves the right to assign, replace, rotate, or substitute staff when reasonably necessary to fulfill service obligations, maintain coverage, or respond to operational changes.

Requests for specific individuals are not guaranteed unless expressly confirmed by ESNY in writing.

8. Conduct and Refusal of Service

ESNY reserves the right to remove staff, refuse assignments, or discontinue service where conditions are unsafe, unlawful, abusive, discriminatory, materially misrepresented, or otherwise unsuitable for professional service delivery.

ESNY also reserves the right to decline service where the event environment materially differs from what was disclosed at booking.

9. Security and Crowd Management

When ESNY provides security or crowd management personnel, their role is to observe, report, and deter by presence. ESNY security staff are not licensed armed guards or law enforcement officers.

The client remains solely responsible for overall security policy, venue capacity limits, occupancy compliance, and adherence to all applicable fire codes and public assembly laws. The full terms governing security assignments—including the allocation of liability for policy decisions, venue overcrowding, and client direction—are set out in Section 11 of the Client Agreement signed at checkout.

10. Food Handling and Kitchen Work

For events involving food service or kitchen assignments, the client and/or venue operator are solely responsible for food sourcing, storage, preparation guidelines, allergen management, and compliance with applicable health codes and food safety regulations.

ESNY is not liable for foodborne illness, cross-contamination, or health code violations arising from food supplied, stored, or prepared under the client's direction or in the client's facilities. The full terms governing food handling assignments are set out in Section 12 of the Client Agreement signed at checkout.

11. Mutual Indemnity

The Client Agreement includes a mutual indemnification provision. The client agrees to indemnify ESNY against claims arising from the client's legal violations, undisclosed venue hazards, or unsafe instructions given to ESNY personnel. ESNY in turn agrees to indemnify the client against claims arising solely from ESNY's own gross negligence or willful misconduct.

The complete terms of this mutual indemnity—including conditions, notice requirements, and the connection to ESNY's liability cap—are set out in Section 19 of the Client Agreement signed at checkout.

12. Liability Limitation

To the maximum extent permitted by law, ESNY shall not be liable for any indirect, incidental, special, consequential, exemplary, or lost-profit damages arising out of or related to the booking, staffing, event performance, or use of the website.

ESNY's total liability for any claim relating to a booking or staffing engagement shall not exceed the amount actually paid by the client to ESNY for the specific booking giving rise to the claim.

Nothing in these Terms limits liability where such limitation is prohibited by applicable law.

13. Website and Booking Information

The client is responsible for reviewing all booking information before submission. ESNY is not responsible for delays, pricing issues, or staffing issues caused by incomplete, inaccurate, or misleading information submitted through the website.

ESNY may update website content, service descriptions, staffing options, estimate logic, and these Terms & Conditions from time to time without prior notice.

14. Governing Law

These Terms & Conditions shall be governed by and construed in accordance with the laws of the State of New York, without regard to conflict of law principles.

Any dispute arising out of or relating to these Terms, the booking process, or services provided by ESNY shall be brought in a court of competent jurisdiction located in New York, unless otherwise agreed by the parties in writing.

15. Contact

Questions regarding these Terms & Conditions may be directed through the contact information provided on EventStaffNYC.com.