Question 1

What is Brass Butterflies?

Accepted Answer

Brass Butterflies is an aerial fitness studio featuring a wide array of classes. You can visit their website to see the full rundown of services.

Yes, this includes pole fitness dance classes. Our event space is entirely separated from the aerial and pole studios, only sharing a reception desk.

Brass Butterflies has always run kids' programs, and through new collaborative experiences we are here to enhance a family-friendly atmosphere. If you have any specific questions we're happy to answer them via email at storybookeventskw@gmail.com.

Question 2

Booking & Deposit Policy

Accepted Answer

Deposit: 
​A non-refundable 50% retainer is required to secure your event in our calendar, however, you may opt to pay in full at any time. 
Your event is not secured until a payment has been made.
 
Remaining Balance: 
The remaining balance (if any) is due no later than 30 days prior to the event via the same payment methods mentioned below. If funds are not received prior to the event, Storybook Events reserves the right to cancel the event, and you will not be allowed to enter the premises. Alternative payment accommodations must be discussed in advance and are at the discretion of Storybook Events KW.
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Please note that should you not pay your retainer, we reserve the right to fill your time slot with other requests. If we receive a request for the same date/time as your booking within 3 days of your invoice being issued, we will give you the courtesy of reaching out for an immediate deposit before entertaining any other request. If within a week of issuing the invoice we have not received a deposit, your party will be removed from our system after attempting to contact you. 
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Rush Booking Policy:
In the event that you book your party 7 days (one week) or less away from the date of your event, a $50 non-refundable rush fee will be applied to your order. ​

Payment Options: 
Storybook Events conveniently accepts credit card or visa-debit payments. Company cheques may be used only for corporate events. We do not accept cash, personal cheques, or e-transfer payments at this time, with the exception of cash gratuities for the performers.

Contract: 
We ask for a signed contract alongside your non-refundable retainer to secure your date.

Damage & Cleaning Deposit: 
We do not charge a damage or cleaning deposit, but we do require a credit card on file, in case  charges must be applied. For your safety and ours, the event space is monitored by video, and will be thoroughly assessed if required, should damage be found and/or reported. Charges will only be applied after contacting you, and the amount may vary based on the damage assessment, and/or cleanliness after your event. Please note that for events over 4 hours a $75 cleaning fee will be automatically applied to your booking.

Question 3

Cancellation/Refund Policy

Accepted Answer

Booking deposits are non-refundable, as they apply to your booked date. The balance is due 30 days before your party date.

What if I need to cancel/reschedule? 
Less than 7 days notice: Sorry, no refunds or rescheduling of your booking is possible at this point.

Over 8 days notice: Your original deposit is forfeited, and a new deposit is required to book a new date. If your balance is paid, it may be applied to a new date.

Over 30 days notice: You may reschedule your party and transfer your retainer to apply to another date with no penalty.

We do not offer refunds.

Question 4

What to expect when I book a Princess Party

Accepted Answer

Our base package includes 2 hours in the Storybook Event Space. Your event hosts may enter up to 10 minutes prior to your start time to arrange food, and guests are welcome up to 5 minutes early.

Party Start Time: Your princess arrives and is scheduled to meet and greet guests promptly, followed immediately by an hour of live entertainment including songs, games, colouring, photos, autographs, tattoos, dancing, and a coronation.

1 Hour Time: Your princess says goodbye, and now is the time for you to open presents, and enjoy your food with guests. Please check out our food policy to learn more about culinary requirements.

15 minutes to the end of your booking time please begin to clean up, as you cannot stay longer than your booked time. We ask that the space is left in the same condition as it is provided.

Party End (2 hour mark): All guests are required to exit the party space, and asked to not linger in the lobby due to other bookings and classes in the venue.

Your booking comes with a Storybook Attendant to help your party run smoothly. They will be there in case you have any questions day-of, as well as helping your princess during their portion of the event. We also ask that you have our attendant assist with cake candle lighting, or have them in the space during this part of your event for safety purposes. Please note that our attendant and princess are there to entertain, and you are still required to have adults present for childcare and management.

Question 5

Arrival and Set-Up

Accepted Answer

We're a busy space! Due to the nature of time slots to allow for multiple bookings in one day, your event planners may enter the room up to 10 minutes early to set up food, with the understanding that the Storybook team may still be setting up the event space. Guests are asked to arrive on time for the party, and may be welcomed into the room a maximum of 5 minutes before your party start time. If you're booking a princess party, please note that your princess entertainment starts promptly.

Question 6

Damage & Cleaning Deposit

Accepted Answer

We do not charge a damage or cleaning deposit, but we do require a credit card on file, in case  charges must be applied. For your safety and ours, the event space is monitored by video, and will be thoroughly assessed if required, should damage be found and/or reported. Charges will only be applied after contacting you, and the amount may vary based on the damage assessment, and/or cleanliness after your event. Please note that for events over 4 hours a $75 cleaning fee will be automatically applied to your booking.

Question 7

Food Policy

Accepted Answer

Through our A-La-Carte options you may have the Storybook team order pizza or sandwiches, or you may bring your own food items (with exceptions) into the event space. Please note there is no fridge, so plan accordingly.

Most clients order pizza, and have it delivered for 45 mins after your party begins. You may bring in your own food and drinks, with the exception of: gum, seafood (sushi excepted), or other strongly scented food items (as we share the facility). Please note that we are a nut/peanut free facility.

No heating devices of any kind are to be brought in. We do not have a microwave or fridge. There is a sink in the room, however we ask you bring disposable serving ware/dishes.

Checklist (at your discretion):

-pizza/sandwiches/main food* 
-snacks/chips/veggies/fruit
-non-alcoholic beverages*
-cake
-cake knife
-paper plates/cups/napkins/utensils*
-saran wrap/tin foil/tupperware for leftovers

*this is an add-on that may be purchased when booking your party

Question 8

What is your decoration policy?

Accepted Answer

Outside decorations cannot be affixed to walls, backdrops, or any of our event space items. No glitter or confetti can be brought into the space.

You may bring your own balloons, or stand-alone decor, however keep in mind your set-up and tear-down time is limited, and our space is already decorated! If you wish to bring additional items, please let us know in advance as the Storybook or Brass Butterflies teams have the right to refuse any outdoor decor items. Absolutely no open flames or sparklers are allowed, with the exception of basic/traditional cake candles.

Question 9

How far in advance should I book?

Accepted Answer

The Storybook Event Space is best booked 6-8 weeks in advance, or more! However, you're welcome to reach out and see our availability for any date.

Question 10

Can I hire an outside vendor?

Accepted Answer

For any services provided by Storybook Events or Brass Butterflies, outside vendors are not permitted. If you're not sure if a particular service is offered, please email us to confirm at storybookeventskw@gmail.com.

Question 11

Can I stay late?

Accepted Answer

We ask that you start cleaning up 15 minutes before your departure time.

Since our event space is busy, we do require that your guests depart by the end of your booked time slot so that the next guests can enter and prepare for their celebration.

You may BOOK additional time (by the hour) for your event at the time of booking, pending availability and time slot choice, please contact us at storybookeventskw@gmail.com discuss options.

Question 12

Should guests wear socks?

Accepted Answer

We ask that no outdoor footwear is worn inside the studio, so please have your guests plan to wear socks or bring indoor shoes/slippers.

Question 13

What is the capacity of your venue?

Accepted Answer

We ask that no more than 20 guests (both adult and children) are in the space during your event. Princess parties have a suggested child count of 12, with a max of 16 children. A responsible adult must always be present.

If you are planning a non-birthday event (bridal shower, baby shower, etc.) and require a different capacity, please reach out with specifics and we may be able to accommodate on a case-by-case basis.

Question 14

General Event Space Questions

Accepted Answer

Do you include tables and chairs in your space rental fees? 
Yes, we include our 2 Wisteria Tables (max seating of 16), as well as up to 20 lilac padded chairs. Additional folding tables and chairs may be rented for a fee.

What else is included in your fees? 
All bookings include access to our draped ceiling and twinkle lights, purple square arch with wisteria and optional riser/chair, 2 wisteria tables and up to 20 lilac padded chairs, twinkle light floral book backdrop, market cart, 2' round table, acrylic plinth, wall murals, instagrammable  bathroom, and on-site Storybook Attendant. Should you not wish to have any of these items present during your event you can make those requests when booking.

Is your space heated and/or air-conditioned? 
Yes, it’s both!

Do we need to bring our garbage/recycling home at the end of the night? 
No. We take care of that for you, however please place all garbage in their respectful bins, and ensure the space looks the same as upon arrival.

Do you allow weddings?
At this time we are not set up as a wedding venue, however you are welcome to reach out and discuss.

How much parking do you provide? 
There is ample parking on the side of the building, we ask that guests leave space at the front of the parking lot for students of the dance studio.

Can we bring in our own food or outside caterers? 
Yes, however as this is a shared space please limit options to not include foods with heavy scents. We are a nut and shellfish free facility.

Do you have insurance? 
Yes, we carry a standard liability insurance policy at the space.

Do we have to get insurance? 
For events outside of our normal activity (i.e. general space booking or princess parties), Special Events Insurance is required. Please reach out with any questions, if you believe your event may need additional insurance.

Do you hold a liquor license? 
At this time we do not have a liquor license. You may apply for a liquor license for your event on a case-by-case basis, and are required to provide a copy to Storybook Events and Brass Butterflies a minimum of one week in advance. For safety purposes we will not permit alcohol for any children's party bookings. Please contact us at the time of your booking if you are planning to apply for a liquor license.

Are we allowed to bring in our own vendors? 
Yes! We have a curated list of vendors that come highly recommended to guide you along the way, but you may bring in your own vendors.

Do you allow dogs/pets on-site? 
Due to the shared nature of the space, pets are not allowed on the premises at this time. Service animals excepted.

Question 15

Additional Terms and Conditions

Accepted Answer

Safety and Accessibility
Due to sanitation reasons for face paint and costumes please avoid serving food or snacks while your entertainer is present. This includes having your entertainer take food with them, or cake feeding ceremonies. In order to continue to provide high quality service, clean faces and fingers are requested! 
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Please have all guests avoid the use of heavy scents in the vicinity, including foods, perfumes, activities, etc. There is no smoking/vaping allowed on the premises.

No open flames are allowed in the vicinity with the exception of a supervised cake candle (no sparklers allowed). 
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Extreme Weather:
Storybook Events KW makes all reasonable attempts to fulfill your booking. We do, however, reserve the right to cancel bookings in the case of dangerous driving conditions, weather conditions in outdoor settings (see below), illness, and personal emergencies beyond our control. In this case, all funds will be refunded and you will receive a 10% credit for a future booking.
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Studio Etiquette:
We ask that your guests don't arrive early, however when entering the venue please wait in the reception area for your Party Attendant, please try to keep conversations quiet so that you are not distracting or disrupting any classes in progress.

Video Surveillance:
Please note that there are clearly visible and signed cameras in the event space and the reception area that record video and audio 24/7. These are in place for the safety and security of the staff, students, visitors, property, and premises. Footage may be shared and viewed for educational purposes amongst authorised staff of Brass Butterflies or Storybook Events. In the case of an incident that requires further investigation, video footage may be shared with the appropriate authorities or insurance companies, however it will never be shared publicly or used for promotional purposes.
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Code of Conduct:
We are a diverse, inclusive, welcoming community where each individual is treated with dignity and respect.  Our code of conduct is simple and applies to ALL visitors, students, and staff.  Everyone is welcome at the Brass Butterflies studio/Storybook Event Space regardless of gender, ethnicity, sexual orientation, physical appearance or ability.  Disrespectful, exclusionary, hateful, or discriminatory behaviour will not be tolerated in our studio by ANY person towards any other. Anyone displaying such behaviour through their words or actions will be asked to leave without a refund or other compensation for uncompleted services.  Disruptive or unsafe behaviour may also result in warnings or being asked to leave without refund.

Storybook Events KW entertainers are instructed to ask guests to leave IMMEDIATELY if they experience or witness any verbal, physical, and/or sexual abuse during an event. There will be no refund of any kind. Our performers are playing the role of children's characters and are not to be objectified in any way. All entertainers are permitted to leave an event if they feel they are in an unsafe situation and no refund will be provided. 
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FOR THEIR SAFETY, ENTERTAINERS DO NOT HANDLE EVENT FUNDS AND DO NOT CARRY CASH ON THEIR PERSON.

Legal:
Storybook Events KW does not offer licensed and/or trademarked characters, we also do not intend to infringe on copyrights. All characters shown are either based on stories that are public domain or original characters that may have similarities to licensed characters.

If you wish to have licensed characters, please contact license holders. All advertisements and promotional material (if used) must use our original character names, as well as our original character images. Breach of this section may result in your event being cancelled, and Storybook Events KW will be paid any outstanding balance on the invoice.
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Our characters are played by multiple actors and may appear different than in the photos advertised. 
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Other:
Please note our face painters do not paint children under 2, or those that cannot consent. Our characters cannot hold or pick up children/babies. 
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Terms and conditions may be subject to change by Storybook Events at any time. 
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Please note that by paying the security retainer, you are agreeing to the terms and conditions listed above and in the Event Space FAQ section of this website.

FAQ & Policies

Frequently Asked Questions