Policies and Procedures

BIRTHDAY PARTIES

When booking a birthday party at Tiny Town Vaughan, you are agreeing to our policies and procedures that are listed below…

(a) Party Rescheduling: If a party needs to be cancelled and rescheduled due to an illness or family emergency:

The guest will have the FULL DEPOSIT AMOUNT available to be used towards another party
The party can be rescheduled up to 12 MONTHS AFTER THE ORIGINAL PARTY DATE or the credit will go towards a play pass (valid for 12 months from date of issue).
Deposits cannot be refunded.
For Village Parties os 15, 25 or 40, the first time a party is rescheduled there will be no penalty fee. The second time it is rescheduled 50% of the deposit will be lost* (the deposit amount will be in the form of a surcharge on the invoice). The third time a party needs to be rescheduled the full deposit will be lost and a new 50% deposit will be required to re-book.
Rescheduling a Full-facility closure party (Run of the Town for 75 or 140 - which requires a full facility closure) can be done so with a minimum of 3 weeks emailed notice - procedures and credits are the same as above. If rescheduling or cancelation is less than 3 weeks before the party date 50% of the deposit will be lost. The second time it is rescheduled the full amount of the deposit will be lost and a new 50% deposit is required to re-book
Additionally, if we at Tiny Town Vaughan cancel a party/event/camp at any time, due to reasons beyond our control i.e. force majeure (for example due to a public health ruling that requires us to temporarily close the venue or as a precautionary measure to contain the spread of a virus) we will also hold the full deposit amount paid to be used for another party within 12 months or issue the amount in the form of a PLAY-PASS.

(b) Additions and Upgrades

Any additions and upgrades to your party package (if applicable) must be made a minimum of 7 business days prior to the party (i.e., party package, adding balloon package, pizzas, catering, loot bags, sweet cart rental). Payment for the upgrade must be made and an updated invoice will be emailed to you. This is the upgrade confirmation.

(c) Downgrades

Party Packages for 15, 25 or 40 guests cannot be downgraded less than 2 weeks from the party date. Private parties (75 and 140 guests) which require the closure of the facility cannot be down-graded less than 4 weeks from the party date. If a downgrade is required within the time requirement it must be in an email to [email protected]. A confirmation email acknowledging the downgrade will be sent. Party add-ons cannot be downgraded less than 7 days prior to the party.

(d) Final Payment

The balance of the payment is due at the end of the party. We do not keep credit card information on file, so please make the payment at the Reception Desk.

(e) Guest Sign-in.

As part of the Ontario Government’s “Ontario Moving to Next Phase of Reopening” Plan, effective March 1, 2022, Ontario has lifted proof of vaccination requirements for all settings.

As a result of these changes, upon entry into our facility, all guests will only be required to complete a ‘Waiver and Consent’ form to use our facilities. Masks for individuals 2 years of age and older are now optional.

We encourage all guests to sign the ‘Waiver and Consent’ form online prior to the event to expedite the signing-in process.

While it is no longer required to complete a “Covid-19 screening form for admittance, we ask that our guests continue to self-screen for COVID-19 symptoms before visiting our facility.

The number of guests highlighted in the party package includes children and adults . Infants under the age of 12 months old are free. Additional guests for all parties will be invoiced at $16.50 each and added to the final invoice.

(f) We are a sock facility.

Please inform the guests that will be attending your party that bare feet and outdoor shoes are not permitted. Adults may bring slippers or non-marking indoor shoes with them. Strollers are not permitted past the Coat Room.

(g) Set-up Time / Clean Up Time

We allow for 15 minutes of set-up time prior to your party beginning. Party rooms will be closed while sanitization is happening, so please do not arrive earlier than 15 minutes.
15 minutes after the end of the party is designated for clean-up. Staff will assist with the cleaning.
Party rooms must be vacated at the 2-hour mark to ensure staff enough time to clean and sanitize before the next party or Drop In and Play session.
When your party time is over, the children are not permitted back in the Town.

(h) Party Food

In order to reduce the number of people entering the facility, we cannot accept food deliveries of any sort.
Pizza will be ordered through Tiny Town and will delivered to your room. Please see our ‘add on’ options.
Outside food is permitted, but must be nut-free, prepared, ready to serve and brought with the party hosts. Hot/greasy food including pasta, rice, sauces, popcorn, hard candies, gum etc. are not permitted. Platters such as sandwiches, wraps, fruit/veggie, dessert trays etc. are recommended.
Plug in units (including coffee machines) and chaffing dishes are also not permitted in the party rooms.
Food (including snacks and loot bag treats) and drinks are not permitted outside of the party room. This allows us to maintain a clean facility and gives staff time to clean and sanitize between parties.
Our café prep area is a sanitized space. We cannot allow use of our fridge/freezers or prep space due to COVID and Health and Safety restrictions. All party food will be brought directly to the party rooms.

(i) Party Rooms

There is no taping allowed on the walls of the party rooms. This includes painters’ tape, command hooks, push pins etc.
There will be a $150 surcharge added to the invoice if tape, hooks, push pins are used.
Pre-installed hooks are available for use and must remain on the walls after the party is over. These hooks are located above the cake table and below the TVs. Additional hooks cannot be put on the walls.
We offer balloon décor which will facilitate in timely set up of your party room. Please see our ‘add-ons’ and we can quote additional item at your request. Please visit our IG and FB pages called #CALEDONBALLOONS for additional balloon options.
Each party room has a TV. You may bring in 2 USBs (one per TV) with jpeg images. We can create a slide show for you. Please notify us at the Reception Desk when you are checking in.
There is a SONOS music system in each party room. We cannot connect your personal device to it, but we can play themed music and soundtracks from Apple Music. Please let us know at the Reception Desk when you are checking in.
All party tables are 6 foot long - standard rectangular tables.
All party tables must have table coverings on them. If they do not, we will provide them at a charge of $5 per 6’ table.
Pinatas, confetti (including in balloons), sticky candy, glitter, gum, and face-painting are NOT permitted in the facility. These items can stain and ruin costumes, toys and require additional clean up time between parties. A fee of $150 will be applied if these items are used during a party. Please respect that they are not permitted in the facility.
NO ceiling balloons or lose balloons are permitted. All helium balloons must be attached to a balloon weight and must remain in the party room. A retrieval fee of $50 will be added to the invoice if lose balloons end up on the ceiling. *This is for safety reasons as ceiling balloons interfere with the fire sprinkler system and security cameras.

(j) ALCOHOL

Absolutely no alcohol is allowed at Tiny Town Vaughan, at any time, including private parties.

(k) We are not responsible for lost or stolen items.

(l) Invitations are available on-line or at Tiny Town Vaughan.

(m) Discounts and promotions can only be applied with proper promo codes and at the time of booking.

(n) During Covid-19 restrictions

Please refer to your party invoice for specific guest capacity details. Additional guests will be charged accordingly and allowed up to the Covid-19 attendance restrictions. In addition, should the York Region Health Unit or Ontario Government mandate masks for indoor activities, all guests that are 2 years old or older will be required to wear a face mask (exclusions are allowed, as per York Region Health Unit poster). Masks will be available for purchase.

SCHOOL FIELD TRIP

When booking a school filed trip at Tiny Town Vaughan, you are agreeing to our policies and procedures that are listed below…

(a) Waiver & Consent Form

All students must have a completed waiver and consent form to enter our facility. These are to be organized and submitted by the trip organizer upon arrival.

These forms can be acquired online. In addition, a blank form will be emailed to the trip organizer when a School filed trip deposit is given.

(b) Final Payment

The balance of the payment for your school trip is due on the day of your trip. The individual booking the trip is responsible for making sure the payment is sent with the teacher/facilitator in charge. Payment can be via credit card, school cheque, or e-Transfer. Students who are absent on the day of the trip will receive a “Play Pass” that can be used at a future visit to Tiny Town Vaughan. The number of students will NOT be adjusted the day of the event. If payment is not presented the day of the trip a $50 late fee will be added to the invoice.

(c) We are a sock facility.

(d) Grouping of Students

Depending on the size of you Field Trip, please have your children organized into groups, the size of the groups to be determined previously with a Tiny Town Staff member. Each group will then be assigned a room for their belongings and lunches. The room will also serve as their lunchroom.

(e) Lost or Stolen items

We are not responsible for lost or stolen items. Please remind your students to not bring valuable items with them.