TERMS & CONDITIONS
Effective Date: June 17th, 2026
These Terms & Conditions (“Terms”) apply to all services provided by Gamaroja Group LLC, DBA Special Memories (“Special Memories,” “Company,” “we,” “us,” or “our”). By booking our services, submitting a payment, signing an agreement, or allowing us to provide services at your event, you agree to these Terms.
1. Company Information
Company: Gamaroja Group LLC, DBA Special Memories
Location: Fort Lauderdale, Florida
Phone: 954-504-2185
Email: specialmemoriesfl@gmail.com
Website: specialmemoriesfl.com
2. Services
Special Memories provides event experience services in South Florida, including but not limited to photo booths,360 experiences, Top Spin 360, LED dance floors, LED screens, LED tunnels, uplighting, cold sparklers, dancing on the clouds, staging, performers, custom event designs, and related event enhancements. All services, packages, pricing, and availability are subject to confirmation by Special Memories.
3. Booking & Retainer
A non-refundable retainer is required to reserve your event date. Unless otherwise stated in writing, the retainer is 10% of the total event balance. The retainer is non-refundable because it secures the event date, reserves equipment, and may cause us to decline other bookings for the same date. However, the retainer may be transferred to another available event date if the client provides sufficient notice and Special Memories approves the transfer.
4. Final Payment
The remaining balance is due no later than four (4) days before the event date, unless otherwise agreed in
writing. If the final balance is not paid on time, Special Memories reserves the right to cancel the booking, release reserved equipment and staff, and retain any payments already made.
5. Date Changes & Transfers
Clients may request a date change or transfer by notifying Special Memories in writing at least two (2) to three (3)weeks before the event date. Date changes are subject to availability and approval by Special Memories. If the requested new date is unavailable, the original cancellation terms will apply.
6. Cancellations & Refunds
Payments, including retainers, are non-refundable. Special Memories does not provide refunds for client cancellations, venue cancellations, weather conditions, changes in event plans, lack of permits or approvals, power issues, or circumstances outside of our control. When possible and approved by Special Memories, payments may be transferred to a future available date.
7. Client Responsibilities
The client is responsible for providing accurate event information, including event date, time, venue, load-in
instructions, setup location, venue restrictions, power availability, and any special requirements. The client is responsible for ensuring that the venue allows all booked services, including but not limited to LED dance floors, LED screens, cold sparklers, fog/cloud effects, staging, lighting, performers, and any other event enhancements. The client is responsible for obtaining all necessary permits, venue approvals, fire marshal approvals, insurance requirements, and any other required permissions before the event.
8. Venue Access, Delays & Setup Requirements
The client must ensure that Special Memories has timely and safe access to the venue for delivery, setup, operation, and breakdown. If venue access is delayed, restricted, or denied, or if the setup area is not ready, the client remains responsible for the full service balance. Special Memories is not responsible for reduced service time, incomplete setup, or service limitations caused by venue delays, vendor delays, access issues, parking issues, loading dock delays, elevators, stairs, or other conditions outside of our control. Additional charges may apply for difficult load-ins, stairs, long carry distances, restricted access, parking fees, valet fees, loading dock delays, or other venue-related challenges.
9. Power & Electricity
The client is responsible for providing safe, reliable, and sufficient electricity for the booked services. Special Memories is not responsible for service interruptions, equipment limitations, or delays caused by insufficient power, power outages, unsafe electrical conditions, overloaded circuits, venue electrical issues, or generator issues not provided by Special Memories. Generators may be available upon request if requested in advance and approved by Special Memories. Generator service is subject to an additional charge.
10. Outdoor Events
Outdoor setups are allowed only if approved by Special Memories in advance. Outdoor services require a flat, dry, stable, and safe setup area. Special Memories reserves the right to refuse, delay, modify, or stop any outdoor setup if conditions are unsafe, including but not limited to rain, moisture, wind, uneven ground, mud, sand, extreme heat, poor access, or unsafe electrical conditions. The client remains responsible for the full service balance if outdoor conditions prevent or limit setup and the conditions were outside of Special Memories’ control.
11. LED Dance Floor, LED Screens & Equipment Rules
LED dance floors, LED screens, and related equipment are premium event equipment and must be used only as
intended. The LED dance floor is for walking and dancing only. The following are not allowed on the LED dance floor unless approved in writing by Special Memories:
- Tables, chairs, stages, platforms, or furniture
- Metal objects, sharp objects, or heavy objects.
- Decor pieces, props, signs, or equipment.
- Food, drinks, gum, confetti, glitter, liquids, or messy substances.
- Dragging, sliding, moving, or placing items on the floor.
- Jumping, unsafe behavior, rough use, or misuse.
- Unauthorized moving, lifting, disconnecting, or touching panels, cables, or equipment.
Special Memories reserves the right to stop, pause, shut down, or remove the LED dance floor, LED screens, or
any equipment if guests, vendors, venue staff, or any person at the event is using the equipment in an unsafe,
damaging, or improper way.
12. Damage to Equipment
The client is responsible for any damage, loss, theft, or misuse of Special Memories equipment caused by the client, guests, venue staff, planners, decorators, vendors, performers, or any person attending or working the event. This includes, but is not limited to, damage to LED floor panels, LED screen panels, photo booths, 360 equipment, cameras, printers, lighting, staging, cables, props, cases, and any other equipment provided by Special Memories. For damaged LED floor panels, LED screen panels, or other equipment, the client is responsible for the full replacement cost when replacement is required, plus any related labor, shipping, repair, service, or downtime
costs. Payment for damages is due upon request.
13. Safety
The client agrees to maintain a safe event environment for Special Memories staff, contractors, equipment, and guests. Special Memories reserves the right to stop or refuse service if our team determines that conditions are unsafe, abusive, threatening, dangerous, or likely to cause injury or equipment damage. No refund will be provided if services are stopped due to unsafe conditions, guest misconduct, vendor misconduct, venue issues, or misuse of equipment.
14. Photo & Video Use
Special Memories may capture photos and videos of its services, setups, equipment, event displays, guests, and event moments for business, marketing, portfolio, social media, advertising, website, and promotional purposes.
By booking our services, the client gives Special Memories permission to use event photos and videos for these purposes unless the client requests no posting in writing before the event date.
For events involving minors, including quinceañeras, birthdays, school events, and children’s events, the client represents that they have the authority to grant permission for event photos and videos to be used, unless the client requests no posting in writing before the event date.
If the client does not want photos or videos posted, the client must notify Special Memories in writing before the event.
15. Guest Photos, Photo Booth Content & Digital Sharing
For photo booth, 360, and digital experiences, guests may create photos, videos, GIFs, boomerangs, or other digital content. Sharing features may depend on Wi-Fi, cellular service, venue signal, third-party platforms, or device functionality. Special Memories is not responsible for delays or failures caused by internet issues, cellular issues, third-party platform issues, venue restrictions, or guest device issues.
16. Service Time
Service time begins and ends according to the confirmed booking agreement. Delays caused by the client, venue, guests, planners, vendors, or late access do not extend the service time unless Special Memories approves an extension. Additional service time may be available for an additional fee and is subject to staff and equipment availability.
17. Force Majeure
Special Memories is not responsible for failure or delay in performance caused by circumstances outside of our reasonable control, including but not limited to weather, storms, flooding, power outages, venue closures, emergencies, accidents, traffic delays, road closures, government restrictions, labor issues, acts of God, illness, equipment transportation delays, or safety concerns.
In such cases, Special Memories may offer a date transfer when possible, subject to availability.
18. Limitation of Liability
To the fullest extent permitted by law, Special Memories’ total liability for any claim, dispute, loss, or damage related to an event or service shall not exceed the total amount paid by the client to Special Memories for that specific event. Special Memories is not liable for indirect, incidental, special, consequential, emotional, reputational, lost profit, lost business, or punitive damages.
19. Indemnification
The client agrees to defend, indemnify, and hold harmless Gamaroja Group LLC, DBA Special Memories, its owners, employees, contractors, and representatives from any claims, damages, injuries, losses, fees, costs, or expenses arising from the event, guest conduct, venue conditions, vendor conduct, equipment misuse, lack of permits, lack of approvals, unsafe conditions, or breach of these Terms.
20. Governing Law
These Terms are governed by the laws of the State of Florida.
Any dispute related to these Terms, the booking, or the services provided by Special Memories shall be handledin the appropriate courts located in Broward County, Florida, unless otherwise required by law.
21. Changes to These Terms
Special Memories may update these Terms at any time. The version posted on our website will be the current version. Continued use of our website or booking of our services means you agree to the updated Terms.
22. Contact
For questions about these Terms, please contact:
Gamaroja Group LLC, DBA Special Memories
Fort Lauderdale, Florida
Phone: 954-504-2185
Email: specialmemoriesfl@gmail.com