The Outdoor Film Society – Rental Terms and Conditions

Booking & Payment:

A 50% deposit is required to secure your event date. The remaining balance is due no later than 8 days prior to your event. Bookings are confirmed once the agreement is acknowledged and the deposit received.

Cancellation & Rescheduling Policy:

21+ days before your event: Full refund.

8 to 20 days before your event: Full refund minus the deposit. This covers the planning and logistics needed to prep for your event.

Less than 7 days: No money will be refunded.

We are happy to offer a one-time reschedule if needed based on availability and subject to blackout dates. If you decline the reschedule, no money will be refunded. We are dedicated to creating an amazing movie night for you, even when life happens.

Weather Policy:

Texas weather is wild—if severe or unsafe weather conditions occur, you may use your one-time rain check to reschedule your event, subject to availability and blackout dates.

Unsafe weather conditions as defined by an official weather app such as lightning, rain, tornados, hurricanes, etc. We reserve the right to cancel due to weather concerns at our discretion. If we elect to cancel your event due to weather concerns, we will be happy to reschedule your event for a later date.

Setup & Access:

The event location must be accessible and available: At least 2 hours prior for setup with most packages.

At least 3 hours prior for our Blockbuster Family Movie Night package.

We handle full setup and tear down—no DIY required.

Equipment Use:

All equipment is carefully configured and maintained. Equipment is to be used only for its intended purpose of viewing movies and may not be altered or repurposed in any way.

Client is responsible for ensuring a safe environment around the equipment and will be held liable and financially responsible for any damage to equipment due to misuse or negligence. This includes but is not limited physical damage to any equipment during the rental period such as:

• Internal or external damage to speakers, projectors, sound equipment or other electronics from misuse or negligence such as from inclement weather.

• Cuts, leaks, or breaks in any inflatable screen or chair/loveseat

• Misuse leading the damage of popcorn machines, frozen drink dispensers or other add ons.

Liability:

The Outdoor Film Society is not liable for injuries, accidents, or damages to persons or property before, during, or after the rental period.

Clients assume all responsibility for guest behavior and safety.

Client agrees to cover the cost of any equipment lost or damaged due to misuse or negligence.

Licensing:

For public viewings, client assumes responsibility for all necessary licensing costs and documentation related to viewing their chosen media. The Outdoor Film Society only provides equipment and is not liable for any licensing responsibility.