Event policies

Reservations

Reservations are made on a first-come first-served basis and are tentative until secured with a non-refundable deposit and signed event agreement. When the deposit is received, John Wells Entertainment’s services are guaranteed at your event on that date.

Film Licensing

Our fee does not include the cost of the film license that is required for a public viewing. As the equipment provider, we are not allowed to obtain the license for you, the end user. We will supply you with the film licensing contact information and help guide you through the simple process of ordering the movie title. The licensing fees range from $250 to $600 depending on many different factors that are always changing. The fee structure may change if you plan on charging admission to your event.

See our film licensing page for more information.

Other Media

John Wells Entertainment technicians are willing to present more than just the movie. You can present sponsorship ads, presentation slides, video games, music videos, live camera feeds (church, concerts and other overflow needs), announcements/advertising and more. Your choices of media and advertisements should be submitted to us one month before your event. We cannot guarantee the performance of your media if we are not able to test it on our system(s) prior to the event.

Let us know if you need assistance preparing any pre-movie media. We will quote you an hourly rate for video encoding, graphic design and other video authoring services.

Weather Polices

If the weather looks threatening (imminent rain, rain, looming thunder clouds, dangerous winds capable of damaging equipment) John Wells Entertainment reserves the right to protect it’s own equipment by canceling set-up/production. JWE reserves the right to delay set-up or pause the production until suitable weather conditions exist. It is at the discretion of JWE to decide whether the event will be called off due to inclement weather. Should we decide to cancel, read about our Weather Guarantee and re-scheduling policy below.

Set-Up Procedure

JWE begins set-up at the customer’s specified time. The inflatable screen will typically be set up within one hour, audio testing begins shortly after the screen is standing. Projection test will begin at dusk. The movie screen will be deflated 10 - 15 minutes after the end of the movie unless otherwise specified by the customer. All equipment will be packed up in approximately 1 hour to 90 minutes after the completion of the movie.

Payment

A 50% deposit is required to secure the event date. The balance is due prior to set-up at the event.

Weather Guarantee

Weather is the biggest variable in planning any outdoor event. Unfortunately, there is nothing we can do to change the weather, however there are ways to plan for it. For example, we have minute by minute weather forecasts on the web to check.

Wind speed is also a concern. The inflatable screens can safely handle wind speeds up to 23 mph (the speed at which trees start to sway vigorously). We need wind speeds of less than 15 mph in order to inflate the screen. Should the winds exceed 23 mph, our technicians will deflate the movie screen and wait for the winds to calm for an extended period of time before inflating again. Deflating takes only about 10 minutes and inflating takes between 5 to 10 minutes.

It is strongly recommended (and sometimes required) that the event organizer has an indoor location booked as a back-up venue. This will ensure that the show goes on no matter what the weather is doing that day.

Weather Policy

Service Provider = John Wells Entertainment Event Organizer = Client/You

The Service Provider shall be entitled to cancel the screening of the movie due to inclement weather prior to or during the movie. The Event Organizer does not have the right to cancel the event to due to the forecast of inclement weather. It is at the Service Provider’s discretion to decide when the event will be called off and this decision can only be made on the day of the scheduled event. If the weather looks threatening (imminent rain, rain, looming thunder clouds, dangerous winds capable of damaging equipment), the Service Provider reserves the right to protect its own equipment by cancelling the presentation of the film.

The Service Provider reserves the right to delay set-up or pause the presentation for up to two hours until suitable weather conditions exist. If inclement weather prevents the complete screening of the film, where less than 50% of the film has been presented, and if there is no appropriate indoor back-up venue, the Service Provider guarantees the Event Organizer one make-up event within nine months of the original event date, depending on availability. Two fees will be charged for the make-up event:

1. Travel costs associated with the returning to your venue at the rate of the $1.25 per mile round-trip from zip code 71457

2. A $500 weather related cancellation fee to cover employee time

No refunds will be made for the initial payments. Expiration of this credit will occur nine months after the original event date.

Note: This weather policy is subject to change without notice.