CORPORATE / events SOUND EXPERIENCE AGREEMENT
By signing this Agreement and paying the 50% non-refundable holding fee, the Client confirms that they wish to book Sound Space Portal for a private corporate sound experience.
1. Event Details
The final event details must be confirmed in writing before the event date.
2. Services Provided
Sound Space Portal agrees to provide a private corporate sound experience for the Client using Alchemy Crystal Tones singing bowls and related sound instruments.
The experience may include, depending on the agreed format:
Pre-event planning and communication
Arrival and setup of the sound instruments
Opening welcome and participant orientation
Grounding breath or stillness practice
Live sound experience using Alchemy Crystal Tones singing bowls
Gentle closing and integration
Pack-down of instruments and materials
General preparation guidance for participants, if requested
Any additional services must be confirmed in writing and may require an additional fee.
3. Nature of the Experience
The Sound Space Portal corporate sound experience is a guided sound and rest experience. It is intended to support relaxation, presence, deep listening, reflection, and restoration.
The experience is not medical treatment, psychotherapy, counselling, diagnosis, physical therapy, or a replacement for professional health care.
Sound Space Portal does not guarantee any specific physical, emotional, mental, spiritual, or workplace outcome. Each participant receives and experiences sound differently.
4. Client Responsibilities
The Client agrees to provide a suitable, safe, clean, and quiet space for the experience.
The Client is responsible for providing, unless otherwise agreed in writing:
The event room or venue
Yoga mats, blankets, cushions, bolsters, or chairs for participants
Water for participants
A clean and comfortable room temperature
Low noise and minimal interruptions
Access to the room before and after the session for setup and pack-down
Clear load-in instructions
Parking or loading access
Elevator or stair access information, if applicable
Microphone and speaker support for larger groups, if required
Any required venue approvals or building permissions
The Client is responsible for ensuring the space is ready before Sound Space Portal arrives. If the space is not ready, delayed, unsafe, too noisy, or unsuitable, Sound Space Portal will make reasonable efforts to adapt the experience, but no refund or fee reduction will be owed.
5. Room and Environment Requirements
The experience works best in a private room with low external noise, enough space for participants, and minimal interruption.
The Client agrees to avoid placing the experience near loud kitchens, active hallways, open offices, construction noise, heavy foot traffic, loud music, or spaces where interruptions are likely.
The Client understands that sound is affected by the room, environment, and group setup. Sound Space Portal will bring skill, care, and professional facilitation, but the Client is responsible for the condition and suitability of the venue.
6. Fees and Payment
The total fee for the event is:
Total Event Fee: $
50% Non-Refundable Holding Fee Due at Booking:
Remaining Balance Due: no later than day of event
The Client’s event date is not confirmed until this Agreement is signed and the 50% non-refundable holding fee has been received.
The 50% non-refundable holding fee reserves the event date and time, secures preparation time, supports planning and administration, and reflects that Sound Space Portal may decline other booking opportunities once the Client’s date is held.
The remaining balance is due no later than days of the event, unless otherwise agreed in writing.
If the remaining balance is not received by the due date, Sound Space Portal may pause planning, withhold delivery of services, or release the event date.
7. Non-Refundable Holding Fee
The Client understands and agrees that the 50% holding fee is non-refundable once paid.
This fee is not a casual deposit. It confirms the booking, reserves the date and time, and compensates Sound Space Portal for preparation, scheduling, planning, administration, and loss of other potential bookings.
By signing this Agreement, the Client confirms that they understand the holding fee is non-refundable, even if the Client cancels, reduces the event size, changes their plans, or no longer wishes to proceed.
8. Cancellation by Client
If the Client cancels the event for any reason, the following terms apply:
Cancellation more than 30 days before the event
The 50% holding fee remains non-refundable. Any amount paid above the 50% holding fee may be applied toward a rescheduled event, at Sound Space Portal’s discretion.
Cancellation between 14 and 30 days before the event
The 50% holding fee remains non-refundable. If the full balance has already been paid, Sound Space Portal may allow part of the remaining balance to be applied toward a future date, at its discretion.
Cancellation less than 14 days before the event
The full event fee is due and non-refundable.
This is because late cancellation makes it difficult or impossible to rebook the date, recover planning time, or replace the confirmed event.
9. Rescheduling by Client
The Client may request to reschedule the event by giving written notice to Sound Space Portal.
Rescheduling is subject to availability and is not guaranteed.
If Sound Space Portal agrees to reschedule, the 50% non-refundable holding fee may be transferred one time to a new date, provided the request is made at least 30 days before the event.
Rescheduling requests made less than 30 days before the event may be treated as a cancellation unless otherwise agreed in writing.
Any new event date must take place within 6 months of the original event date, unless otherwise agreed.
If the Client requests more than one reschedule, an additional administration or rebooking fee may apply.
10. Changes to Event Scope
If the Client changes the event scope after signing this Agreement, including group size, location, session length, timing, travel requirements, room setup, or requested services, Sound Space Portal may revise the fee.
Examples of changes that may affect pricing include:
Larger group size
Longer session length
Different location
Additional setup time
Additional facilitation
Travel requirements
Microphone or sound support needs
Added workshops, journaling, reflection, or leadership integration
Significant changes to the format or purpose of the event
All changes must be confirmed in writing.
11. Travel, Parking, and Additional Costs
The Client is responsible for all agreed travel-related costs, which may include:
Parking
Mileage
Ferry fees
Flights
Ground transportation
Accommodation
Meals during travel
Additional baggage or instrument transport costs
Venue-specific fees
Equipment rental
Additional staff support
Any required travel costs will be listed in the quote or invoice when known. If additional costs arise due to location, access, delays, or event changes, the Client agrees to pay those costs.
12. Participant Care and Assumption of Responsibility
The Client is responsible for sharing any preparation notes, care notes, or participation guidelines provided by Sound Space Portal with all participants before the event.
Participants are responsible for their own well-being during the experience.
The Client agrees to advise participants that they may sit instead of lie down, keep their eyes open, step out quietly if needed, or choose not to participate.
Participants who are pregnant, have sound sensitivity, active concussion symptoms, seizure history, serious mental health concerns, trauma-related concerns, or medical questions should speak with a qualified care provider before participating.
Sound Space Portal does not diagnose, treat, or advise on medical conditions.
13. Release of Liability
The Client understands that participation in a sound experience may involve rest, stillness, breath awareness, emotional sensitivity, altered states of relaxation, and exposure to live sound.
The Client agrees that Sound Space Portal, its owner, facilitators, assistants, contractors, and representatives are not responsible for injury, discomfort, emotional response, health reaction, property loss, or other damage arising from participation in the experience, except where caused by gross negligence or willful misconduct.
The Client agrees to release and hold harmless Sound Space Portal, its owner, facilitators, assistants, contractors, and representatives from claims, demands, damages, losses, liabilities, costs, and expenses arising from the Client’s event, venue, participants, staff, contractors, or failure to provide accurate information or a safe environment.
The Client accepts responsibility for the event space, participant communication, venue access, and participant readiness.
14. Client Insurance and Venue Responsibility
The Client is responsible for ensuring that the venue is properly insured and suitable for the event.
If the event is held at the Client’s workplace, retreat venue, hotel, rented venue, or private property, the Client is responsible for any required permissions, licenses, insurance, building access, staff approvals, and venue rules.
Sound Space Portal is not responsible for venue-related issues, including noise, building restrictions, access problems, safety concerns, interruptions, or property conditions.
15. Force Majeure
Neither Party will be held responsible for failure to perform under this Agreement due to circumstances beyond reasonable control, including severe weather, natural disaster, illness, accident, government restriction, venue closure, power outage, emergency, transportation disruption, or other events that prevent safe or reasonable performance.
If such an event occurs, the Parties will make reasonable efforts to reschedule.
If rescheduling is not possible, Sound Space Portal may retain the non-refundable holding fee for the date reserved and preparation already completed. Any additional amount paid may be reviewed in good faith based on the circumstances.
16. Cancellation by Sound Space Portal
If Sound Space Portal must cancel due to illness, emergency, unsafe conditions, travel disruption, or circumstances beyond its control, Sound Space Portal will make reasonable efforts to reschedule the event.
If no suitable rescheduled date can be agreed upon, the Client will receive a refund of amounts paid, minus any non-recoverable expenses already incurred with the Client’s prior knowledge or approval.
Sound Space Portal is not responsible for indirect costs, lost profits, employee costs, venue costs, travel costs, or other expenses incurred by the Client due to cancellation or rescheduling.
17. Safety and Right to Refuse Service
Sound Space Portal reserves the right to pause, modify, or end the experience if the environment becomes unsafe, disruptive, disrespectful, or unsuitable.
This includes, but is not limited to:
Intoxicated or disruptive participants
Unsafe room setup
Aggressive or inappropriate behaviour
Excessive noise or interruption
Venue access issues
Fire, electrical, structural, or environmental safety concerns
Conditions that may damage the instruments
If Sound Space Portal ends or modifies the experience due to these conditions, the Client remains responsible for the full event fee.
18. Instrument Care and Damage
Alchemy Crystal Tones singing bowls are delicate, valuable instruments.
The Client agrees that participants, staff, guests, and venue personnel may not touch, move, play, handle, or interfere with the instruments unless invited by Sound Space Portal.
The Client is responsible for any damage caused by the Client, participants, guests, staff, venue personnel, contractors, or anyone present at the event.
If any instrument or equipment is damaged during the event due to the actions or negligence of the Client or event attendees, the Client agrees to pay repair or replacement costs.
19. Photography, Video, and Recording
The Client may not record, livestream, film, or photograph the experience for public, commercial, promotional, or internal use without prior written consent from Sound Space Portal.
If the Client wishes to capture content, this must be discussed and approved before the event.
Sound Space Portal may approve limited photography or video that does not interrupt the experience, compromise participant privacy, or alter the atmosphere of the session.
Sound Space Portal may request access to approved photos or video for its own portfolio, website, social media, or promotional use. This will only be done with written agreement from the Client.
20. Intellectual Property
All session design, spoken guidance, written materials, preparation notes, integration prompts, methods, language, concepts, and sound experience structure created by Sound Space Portal remain the intellectual property of Sound Space Portal.
The Client may not copy, reproduce, train others in, distribute, record, publish, sell, or reuse Sound Space Portal materials or session formats without written permission.
The Client is purchasing a live service for the agreed event only.
21. Confidentiality
Sound Space Portal agrees to hold reasonable confidentiality around private company information shared during planning.
The Client agrees to hold confidential any private pricing, proposal details, custom materials, methods, or business information shared by Sound Space Portal.
This does not prevent either Party from disclosing information required by law, insurance, accounting, or professional advisors.
22. Independent Contractor Relationship
Sound Space Portal is an independent contractor and is not an employee, partner, agent, or joint venturer of the Client.
Sound Space Portal retains control over the method, manner, and facilitation of the sound experience.
23. Taxes
All fees are listed in Canadian dollars unless otherwise stated.
Applicable taxes, including GST and/or PST where required, may be added to the invoice.
The Client is responsible for paying all applicable taxes listed on the invoice.
24. Late Payments
If any payment is not received by the due date, Sound Space Portal may charge a late payment fee of 2% per month on overdue amounts, to the extent permitted by law.
Sound Space Portal may also pause planning, withhold services, or cancel the booking if payment is not received.
25. Communication
All event changes, cancellations, rescheduling requests, and important updates must be made in writing by email.
The main contact for the Client is responsible for sharing all relevant information with their team, venue, event planner, and participants.
26. Governing Law
This Agreement is governed by the laws of the Province of British Columbia and the applicable laws of Canada.
The Parties agree to make reasonable efforts to resolve any concern through good-faith communication before pursuing formal legal action.
27. Entire Agreement
This Agreement contains the full understanding between the Parties regarding the event.
Any changes must be made in writing and agreed to by both Parties.
If any part of this Agreement is found to be invalid or unenforceable, the remaining sections will continue in effect.
28. Confirmation and Acceptance
By signing below, the Client confirms that they have read, understood, and agreed to this Agreement.
The Client also confirms that they understand:
The 50% holding fee is non-refundable
The event date is not confirmed until the Agreement is signed and the holding fee is paid
The Client is responsible for the room, participant setup, venue access, and participant communication
Sound Space Portal does not provide medical treatment, therapy, or guaranteed outcomes
The Client accepts the cancellation, rescheduling, payment, and liability terms stated above
Required Confirmation Checkbox
I have read and agree to the Sound Space Portal Corporate Sound Experience Agreement. I understand that my event date is not confirmed until this agreement is accepted and the 50% non-refundable holding fee has been paid. I understand that the holding fee reserves the date and time, supports preparation and planning, and is non-refundable if I cancel or choose not to proceed.