Payment Terms & Cancellation Policy
Effective Date: September 18, 2026
1. Booking & Payment Terms
All bookings are subject to these payment terms. Weddings and Photography with no deposit received require 25% of the complete tax-inclusive total. A booking with a deposit already received keeps that exact deposit amount. All other services require a non-refundable $250 deposit. No date is held until payment is received and confirmed in writing.
Non-Refundable Deposit Schedule
| Service Category | Amount Due at Booking | Balance Due |
|---|---|---|
| Wedding (including Plug & Play) | 25% of complete total, including applicable HST | Exact unpaid 75% due 90 days before event |
| Photography | 25% of complete total, including applicable HST | Remaining balance due 90 days before event |
| Photo Booth, Special Amenities | $250 | Remaining balance due 90 days before event |
| DJ + Equipment, DJ Only, Corporate & Custom Events | $250 | Remaining balance due 90 days before event |
| Any Booking Within 90 Days | 100% of tax-inclusive total | No remaining balance |
The 25% calculation applies to every Wedding or Photography inquiry or booking with no deposit received. Once a payment is received, the exact amount paid is never recalculated, and the remaining balance equals the contract total minus actual payments received. All other service categories require a fixed $250 deposit.
Full Payment Option Clients may choose to pay the full amount at the time of booking. If full payment is made at booking, no further balance will be due. The full payment is subject to the same cancellation terms outlined in Section 2.
Booking Confirmation A booking is confirmed only once the required deposit or full payment is received and confirmed in writing by Matto Entertainment. Until payment is received, your date is not reserved and remains available to other clients.
Balance Payment For bookings made 90 or more days before the event, the remaining balance is due 90 days before the event date, unless a different due date is stated on your invoice. Clients will receive a reminder prior to the due date. Failure to pay the balance by the due date may result in cancellation of the booking without refund of the applicable deposit.
Payment Methods We accept e-transfer, debit, and credit card payments. All payments must be made directly to Matto Entertainment or through a platform authorized by us in writing. Payments to any third party are not accepted.
2. Cancellations & Refunds
All cancellations must be submitted in writing via email to Matto Entertainment.
Cancellation by Client
- Applicable non-refundable deposit: Regardless of when you cancel, the applicable deposit is non-refundable. For Weddings and Photography with no deposit received, this is 25% of the complete tax-inclusive total. A booking with a deposit already received keeps that exact deposit amount. For all other services it is $250. Paying in full does not waive it.
- Cancel 90 or more days before the event: The total amount paid, minus the applicable non-refundable deposit, will be refunded in full.
- Cancel fewer than 90 days before the event: No cash refund will be issued. The total amount paid, minus the applicable non-refundable deposit, is retained as a credit toward a future booking.
- Future booking credit: Your original pricing will be honored on the rebooked date, even if rates have since increased, and the credit does not expire.
- Balance payment within 30 days of the event: The remaining balance may only be paid within 30 days of the event date if explicitly agreed to in writing by Matto Entertainment. This exception is granted at the Company's discretion and is not guaranteed.
- Failure to pay the remaining balance by the due date: will be treated as a client cancellation and this cancellation policy will apply.
This policy reflects the Company's commitment to reserving the event date and declining other potential bookings on the Client's behalf.
Cancellation by Matto Entertainment
If Matto Entertainment cancels due to unforeseen circumstances (e.g., emergency, illness, technical failure), the client will receive a full refund of all payments made, including the deposit. We will make reasonable efforts to help secure a suitable replacement where possible.
Rescheduling Policy
The Client may request one (1) rescheduling of their event date at no additional charge, provided the request is submitted in writing no less than 14 days before the original event date. Rescheduling is subject to Company availability and must be confirmed in writing by the Company. If the requested new date is unavailable, the original cancellation policy will apply. Requests submitted less than 14 days before the event date will not qualify for rescheduling and will be treated as a cancellation.
Performer Substitution
In the rare event that the assigned performer is unable to fulfill the booking due to illness, injury, or emergency, the Company will notify the Client as soon as reasonably possible and will make best efforts to arrange a qualified substitute performer of comparable skill and experience. If a suitable substitute cannot be secured, the Client will receive a full refund of all amounts paid. The Company's liability in this situation is limited solely to the refund of payments received.
3. Add‑Ons & Additional Services
- Additional hours requested and approved before the event date are billed at $124.99 plus applicable taxes per hour.
- Additional hours requested on the event date, during the event, or after the event has begun are billed at $149.99 plus applicable taxes per hour.
- Add-ons are subject to availability and are not guaranteed until confirmed in writing by Matto Entertainment.
- Unless clearly stated in writing, add-ons and special services are not included in standard packages.
4. Travel Fees
Events located more than 32 km from downtown Ottawa, Ontario are subject to a mandatory travel surcharge, applied once per event regardless of how many services are booked together.
- 33 to 45 km: $149.99. 46 to 65 km: $249.99. 66 to 100 km: $349.99. 101 to 150 km: $549.99. 151 to 200 km: $749.99. All fees are in Canadian dollars, plus applicable taxes.
- For events more than 200 km from downtown Ottawa, or requiring travel outside the Ottawa-Gatineau region, outside Ontario, outside Canada, or requiring overnight or international travel, Matto Entertainment will provide a custom quote based on the actual travel-related expenses required, including flights, accommodations, transportation, parking, baggage or equipment fees, meals, and any required travel documentation or permits.
- The final travel fee will be confirmed before the booking is completed.
- Travel fees are non-refundable once the booking is confirmed.
- Distance is calculated from downtown Ottawa, Ontario to the event venue using a standard mapping service.
5. Event Conditions & Responsibilities
Client Responsibilities The client must ensure that the venue provides:
- Adequate power supply and safe access for all equipment.
- A covered and secure setup area, especially for outdoor events.
- Reasonable time for setup and teardown before and after the event.
Delays: Any delay caused by the client, venue staff, or restricted access will not extend the contracted service time and does not entitle the client to any refund or discount.
Equipment Protection: The client agrees to protect all Matto Entertainment equipment and staff from damage, misuse, or unsafe conditions. Any damages caused by negligence may be billed to the client.
Safety: Matto Entertainment reserves the right to pause or stop services if conditions become unsafe, unlawful, or in violation of venue regulations. No refunds or discounts will be provided if the issue is outside Matto Entertainment's control.
Service Delivery & Partial Performance: If the Company is unable to deliver the full contracted service time due to circumstances within its control, a proportional credit will be applied to any future booking. This applies only where less than 80% of the contracted service time is delivered. No refund or credit applies where delays result from venue conditions, client scheduling, guest conduct, or circumstances beyond the Company's reasonable control.
Noise Bylaw & Venue Compliance: The Client is responsible for ensuring the event complies with all applicable venue policies, noise bylaws, required permits, and operating hours. The Company will follow all reasonable instructions from venue staff or local authorities. Compliance may affect performance time and does not qualify for refunds or extensions.
Overtime & Service Extensions
Requests to extend services beyond the scheduled end time are subject to availability and prior Company approval. The Company reserves the right to decline overtime requests at its sole discretion.
If approved, additional hours requested on the event date, during the event, or after the event has begun are billed at $149.99 plus applicable taxes per hour, with a minimum one-hour increment. Overtime must be confirmed in writing by the Client or a designated representative before services continue. Payment is due immediately after the event. If not collected immediately, the Company may issue an invoice after the event, and the Client remains responsible for payment of all approved additional hours.
If overtime has been pre-authorized in advance, it may be automatically applied up to the agreed limit.
6. Force Majeure
Matto Entertainment will not be held liable for cancellations or non-performance due to circumstances beyond our control, including but not limited to severe weather, natural disasters, power outages, public health orders, or venue closures. In such cases, we will make reasonable efforts to reschedule within a 6-month period, subject to availability. If rescheduling is not possible, a credit may be issued at our discretion. Refunds are not guaranteed in force majeure situations.
7. Additional Terms
- All changes, cancellations, and special requests must be submitted in writing via email to Matto Entertainment.
- By confirming your booking (including paying your deposit, making full payment, or signing any booking confirmation), you acknowledge that you have read, understood, and agreed to this Payment Terms & Cancellation Policy.
- Matto Entertainment reserves the right to update these terms at any time. The version in effect at the time of booking applies.
Contact
Email: info@mattoentertainment.com
Phone: +1 (613) 899‑9865
This policy is part of our complete Terms of Service. For information about how we handle your personal data, please review our Privacy Policy.