BOOKING TERMS
Event agreement
These terms set out how the host books Double Vision for one party. The host completes Schedule A on the Book page, reads the terms and signs by typing the host’s name. Nothing is booked until Matt and JP both confirm the date in writing and every deposit payment is received (section 13).
Version 1, October 2026.
1. THE PARTIES AND THE DATE
- 1.1 This agreement is between the host, , and Matt Keller and JP Coakley, who work together under the name Double Vision.
- 1.2 Matt Keller provides the bar services. JP Coakley provides the photography services. Each is an independent contractor, responsible for that person’s own services and hired crew; each invoices the host separately and carries that person’s own insurance.
- 1.3 Matt and JP are not employees, agents or partners of each other or of the host, and neither is responsible for the other’s services.
- 1.4 In this agreement, “Double Vision” means Matt Keller and JP Coakley, each for that person’s own services; “the party” is the event in Schedule A; “guests” are the people the host invites; and “crew” is Matt, JP and any second bartender or station assistant.
- 1.5 The party is on , from , at . Schedule A sets out the hours, the guests, the services and the fee.
- 1.6 Where the host books for a company, embassy or other organization, the organization named in Schedule A is the host, and the person who signs confirms authority to sign for it.
2. THE SERVICES
- 2.1 Double Vision provides the services and the package set out in Schedule A.
- 2.2 Small, Medium and Large each include Matt at the bar for four hours, JP at the station for three hours, the card with both menus, order slips, the two signs, review on an iPad at the station, the gallery live the next morning, one text to every guest who typed a number into the iPad, and the host’s best 30 photos, edited, within 48 hours.
- 2.3 The bar: three cocktails and one zero-proof, chosen with the host from Matt’s list; beer and wine; the fresh kit (juice, syrups, bitters, garnish and ice); bar tools; water; setup; cleanup; and the shopping list.
- 2.4 Specials on request: the host’s own recipe, a drink named for the guest of honor, or a bottle the host wants opened. Matt confirms each special by the planning call 14 days before the party, and the card names no drink Matt cannot pour.
- 2.5 The station: all ten photo styles on the card and two specials, Halo and Still, on request, with the camera, lights, gels, backdrop, cards and signs. Delivery is digital. Prints are not offered.
- 2.6 The crew. Small, 25 to 50 guests: Matt and JP. Medium, 51 to 100 guests: Matt and JP, with a second bartender from 76 guests. Large, 101 to 150 guests: Matt and a second bartender on two bar stations, and JP with a station assistant who runs the line, the releases and delivery. A second bartender is Matt’s contractor; a station assistant is JP’s.
- 2.7 A half booked alone, the bar alone or the station alone, includes only that half’s services.
- 2.8 Hours. The bar runs four hours and the station three, at the times in Schedule A, and both end by the venue’s quiet hour.
- 2.9 Arrival. The crew arrives 90 minutes before the start time in Schedule A, which is the first pour when the bar is booked, at the arrival time Schedule A shows. On a reference night, with the bar 7 to 11 and the station 7:30 to 10:30, the crew arrives at 5:30 and is gone by 11:45.
- 2.10 Planning. A planning call 14 days before the party settles the three cocktails and one zero-proof, the shopping list, the Backsplash colors, the time of the group photo, parking and quiet hours. It ends in a one-page run sheet.
- 2.11 Behind the Bar. A three-hour session for 6 to 12 people, all 21 and over: Matt teaches the bar and JP teaches the camera and the lights, and each person makes and photographs that person’s own drinks. The host supplies the spirits from Matt’s shopping list; Double Vision brings the tools, citrus, syrups, ice, lights and backdrop. JP delivers an edited gallery the next morning. Sections 3 to 12 apply to a session as they apply to a party.
3. WHAT THE HOST PROVIDES
- 3.1 The alcohol, bought by the host from Matt’s shopping list. Double Vision buys none and takes nothing on the bottles.
- 3.2 Sodas, and cups or glassware. Glassware if the host wants glass in the photos.
- 3.3 Food.
- 3.4 For the station, a dark 10 by 15 foot spot beside the bar, 8 by 12 feet at the least. An outlet is optional; the flashes run on batteries.
- 3.5 Parking for two cars.
- 3.6 The venue’s permission for the bar, the alcohol and the station, and the venue’s rules: vendor rules, the deadline for a certificate of insurance, loading and quiet hours.
- 3.7 Any license or permit the law requires of the host (section 4).
- 3.8 For a party outdoors, a covered fallback for the bar and the station.
- 3.9 A true count of guests, and of guests under 21, in Schedule A, brought up to date by the planning call.
4. ALCOHOL SERVICE
- 4.1 The host supplies and owns all the alcohol served at the party. Double Vision sells, supplies and transports no alcohol.
- 4.2 Batches are mixed on site from the host’s bottles. Nothing is pre-mixed or transported.
- 4.3 Matt checks ID for anyone who looks under 30 and serves nobody under 21.
- 4.4 Matt may refuse service to any guest, including any guest who is visibly intoxicated.
- 4.5 Matt keeps water out through the bar hours and calls last call 30 minutes before the bar closes.
- 4.6 Matt logs any incident at the bar. The host may have a copy of the log on request.
- 4.7 Double Vision runs no cash bar, pours no shots, sets no per-drink or per-head price, and puts out no tip jar or gratuity line. No guest pays for anything.
- 4.8 Where most guests are under 21, the party is photo only: the station runs and the bar does not.
- 4.9 Virginia. A private residence needs no license (Code of Virginia 4.1-200). That rule does not cover a host who has rented the home as a short-term rental; such a party counts as away from a home. Away from a home, the host obtains a banquet license from Virginia ABC and sends Matt a copy at least 7 days before the party.
- 4.10 Maryland. The rules differ by county. The bar books in Maryland only once the county liquor board confirms in writing what the party needs, and the host obtains any license the county requires.
- 4.11 District of Columbia. The station books now. The bar does not book in DC until ABCA, DC’s alcohol board, answers in writing.
- 4.12 If the venue or the law does not allow the bar, the bar share of the fee (6.1) comes off the bill, and any part of it already paid is refunded under 7.7. If the bar cannot run because the host did not obtain a license or permission the host was to obtain, section 7 applies to the bar half as if the host had cancelled it on the day that license or permission was due.
5. PHOTOGRAPHY, CONSENT AND PRIVACY
- 5.1 The host consents to JP photographing the party and the venue, the home included.
- 5.2 The host cannot consent for guests. Every guest, the host included, signs a release before the first frame, by the checkbox on the order slip or by the QR form.
- 5.3 No release, no post. A guest who declines wears a wristband and stays out of the group photo and of any frame that might post.
- 5.4 Nobody under 21 is photographed with a drink.
- 5.5 Anyone who looks under 18 is treated as a minor. A minor’s frames go to the host only and are never posted.
- 5.6 A visibly intoxicated guest is never posted, released or not.
- 5.7 At an office party, the station follows the company’s rule on photos of employees, as written in the request on the Book page and repeated in the confirmation.
- 5.8 Posting. Double Vision posts frames from the party only as the host’s posting choice in Schedule A allows, and only frames of guests who signed a release.
- 5.9 Launch price. Where the host books at the launch price (6.5), this agreement, once signed, is the host’s written permission for Matt and JP to use the photos from the party in the Double Vision portfolio and to promote the Double Vision services. That permission covers the host’s event; each guest’s release still decides each frame.
- 5.10 At the station, each guest sees the frame on the iPad at once and keeps it or retakes it once.
- 5.11 The next morning, the gallery goes live behind the QR code on the back of the card, open to every guest with a card. The same morning, each guest who typed a number into the iPad receives one text with the photo and the gallery link. Only one.
- 5.12 Within 48 hours of the party, the host receives the best 30 photos, edited.
- 5.13 Removal. A guest who asks JP to delete that guest’s frames has them removed from the gallery and deleted within 48 hours of the request.
- 5.14 Data. The iPad is passcoded and encrypted. Phone numbers are deleted 30 days after the text, and unreleased photos 12 months after the party.
- 5.15 Copyright. JP keeps the copyright in every photo.
- 5.16 License. The host and each guest receive a personal-use license to keep, print and share the photos for personal purposes, not for sale or advertising. A company receives a license for internal use, within the company. Any other use needs JP’s written permission.
- 5.17 Subject to 10.3, if photos are lost through equipment failure despite the backup kit, JP refunds the station share of the fee, and that is the host’s only remedy for the loss.
6. FEES AND PAYMENT
- 6.1 The fee is , for the services, the package and the number of guests in Schedule A. When both halves are booked, the confirmation states the bar share and the station share of the fee; each share is what Matt or JP invoices (6.6).
- 6.2 Rates. Small, 25 to 50 guests: $1,150. Medium, 51 to 100 guests: $1,450, plus $350 for the second bartender from 76 guests. Large, 101 to 150 guests: $2,200. The bar alone $550 and the station alone $700, each for up to 50 guests; above 50 guests a half alone is quoted on the call. From 25 to 50 guests, the bundle saves $100. Behind the Bar: $950 for up to 8 people, then $75 a person, to 12.
- 6.3 Deposit. The deposit is , and it holds the date: $300 ($150 to Matt, $150 to JP); 25 percent ($550) on Large, divided between Matt and JP as the confirmation states; $150 for a half booked alone, paid to that half; $300 ($150 to Matt, $150 to JP) for Behind the Bar.
- 6.4 Balance. The balance, , is due 7 days before the party.
- 6.5 Launch price. The first two paid parties book Small, with both the bar and the station, at $950, in return for the host’s written permission to use the photos (5.9). The launch price applies only while one of the two places is open, as the confirmation states.
- 6.6 One quote, two invoices. Matt Keller invoices the bar services and JP Coakley invoices the photography services. Payment is by card or Zelle.
- 6.7 Extra hours. An extra hour on the night is $125 for the bar, $150 for the station, or $250 for both. It is requested by 9 pm, in whole hours, paid by card that night, and never runs past the venue’s quiet hour.
- 6.8 Travel. Travel is included within 20 miles of the US Capitol, measured by the shortest driving route to the venue. Each mile past the 20th is $4, counted one way. Beyond 50 miles, travel is quoted. The confirmation adds any travel charge to the fee, and it is paid with the balance.
- 6.9 If a change in the number of guests moves the party into another package, the fee and the deposit follow the rates above, confirmed in writing.
7. CANCELLATION AND RESCHEDULING
- 7.1 The host cancels by email. Each period below runs from the day Double Vision receives the email to the start of the party.
- 7.2 31 days or more before: the deposit is returned, less $100. When both halves are booked, Matt and JP each keep $50 of it.
- 7.3 15 to 30 days before: the deposit is kept.
- 7.4 14 days or fewer, and more than 72 hours, before: Double Vision keeps the deposit and half the balance. Any part of the balance paid beyond that half is refunded under 7.7; any part of that half still unpaid is due within 7 days of the cancellation.
- 7.5 72 hours or fewer before: the full fee is due, which covers the pay of any hired crew.
- 7.6 If the balance is unpaid 7 days before the party, Double Vision sends a reminder. If it is still unpaid 72 hours before the party, the date is released and the deposit is kept.
- 7.7 Refunds are paid within 7 days, by the original method of payment.
- 7.8 The host may reschedule once, free, to an open date within six months of the original date, on 15 days’ notice. The new date takes the place of the old one for section 7.
- 7.9 If Matt or JP cannot come, the backup named for that half in the confirmation works the party. If no backup can work, that half is refunded in full, and the person who could not come pays the host $100.
- 7.10 Weather. For a party outdoors, the host names a covered fallback, and rain or heat moves the station there. With no fallback, weather that stops a half refunds that half’s share of the fee, less $150. No backdrop, softbox or umbrella is used outdoors in wind.
- 7.11 The amounts kept in 7.2 to 7.6 are a reasonable estimate of the loss of a date that is hard to rebook and of crew already committed. They are agreed damages, not a penalty.
8. CONDUCT AND SAFETY
- 8.1 Matt and JP may stop service, or step away from any guest or situation, that is unsafe.
- 8.2 Time lost through a guest’s conduct is not refunded.
- 8.3 The host is responsible for the conduct of the guests and helps Matt and JP with any guest who is refused service or asked to step away.
- 8.4 The host pays the cost of repairing or replacing any equipment a guest damages, beyond the ordinary use of the station.
- 8.5 Cords are taped down and light stands are sandbagged.
9. INSURANCE
- 9.1 Matt Keller carries general liability and liquor liability insurance. JP Coakley carries general liability insurance. Each carries that person’s own policy.
- 9.2 A certificate of insurance is available on request, named to the venue.
- 9.3 The host carries any insurance the venue requires of the host.
10. LIABILITY
- 10.1 The host, Matt and JP are each responsible for that person’s own negligence. Matt answers for the bar services and JP for the photography services; neither answers for the other’s.
- 10.2 For any claim other than those in 10.3, the liability of Matt or of JP to the host is limited to the fees the host paid that person under this agreement.
- 10.3 The limit in 10.2 does not apply to personal injury or death, to gross negligence or to willful misconduct. Virginia law does not allow a release of liability for personal injury before the injury, and nothing in this agreement attempts one.
- 10.4 The host indemnifies Matt Keller and JP Coakley against claims by others, and the reasonable costs of defending them, arising from the alcohol the host supplies or from the conduct of the guests, except to the extent a claim arises from the negligence or willful misconduct of Matt, JP or the crew.
- 10.5 Subject to 10.3, neither Matt nor JP is liable for indirect or consequential loss.
11. FORCE MAJEURE
- 11.1 Neither the host nor Matt or JP is in breach when an event beyond that person’s reasonable control prevents the party from going ahead: severe weather that makes travel unsafe, a public emergency, a government order or the closure of the venue. Weather at an outdoor party follows 7.10, and a crew member who cannot come follows 7.9.
- 11.2 The party then moves to an open date within six months of the original date. If no date suits the host, all payments are refunded within 7 days, by the original method of payment.
12. GENERAL TERMS
- 12.1 This agreement, with Schedule A and Double Vision’s written confirmation, is the whole agreement for the party and replaces earlier quotes and messages.
- 12.2 A change is made in writing. An email from the host and an email from Double Vision agreeing to the change are enough. An extra hour under 6.7 may be agreed in person on the night and is confirmed on the card receipt.
- 12.3 The law of Virginia governs this agreement.
- 12.4 If a court finds a term unenforceable, that term applies as far as the law allows, and the rest of the agreement stands.
- 12.5 Notices are given by email: to the host at , and to Double Vision at the address from which it confirms the date.
- 12.6 Electronic signatures. The host and Double Vision agree to sign and keep this agreement electronically, and the host gives that agreement separately on the Book page before signing. A name typed in a signature line with the intent to sign is a signature, with the same effect as one in ink.
- 12.7 Double Vision emails the host a copy of this agreement with the confirmation.
- 12.8 Reviews. On day 3 after the party, Double Vision asks the host for a review. A review is never a condition of this agreement or of any price.
13. WHEN THE AGREEMENT TAKES EFFECT
- 13.1 The host signs this agreement on the Book page by typing the host’s name and sending the request.
- 13.2 The same day, Matt and JP reply with the date, the package and the price. A 15-minute call follows. Then the quote, this agreement, the release wording and two deposit links go out together, and the date is held 5 days.
- 13.3 This agreement takes effect when Matt and JP both confirm the date in writing and every deposit payment in 6.3 is received. Until then it is a request, and neither side is bound.
- 13.4 If any deposit payment is not received within the 5-day hold, the hold ends, the request lapses, and any deposit payment received is refunded under 7.7.
- 13.5 Where the confirmation changes a detail in Schedule A, such as the fee once travel is quoted, the confirmation governs, and paying the deposit accepts the change.
- 13.6 Where the party is 14 days away or fewer when this agreement takes effect, the planning call in 2.10 is held within 2 days of the deposit, and Matt confirms any special on that call.
SCHEDULE A, THE EVENT
| THE HOST | |
|---|---|
| PHONE | |
| OCCASION | |
| DATE OF THE PARTY | |
| START TIME | |
| BAR HOURS | |
| STATION HOURS | |
| CREW ARRIVES | |
| VENUE | |
| ADDRESS | |
| STATE | |
| NUMBER OF GUESTS | |
| GUESTS UNDER 21 | |
| SERVICES | |
| PACKAGE | |
| FEE | |
| DEPOSIT | |
| BALANCE, DUE 7 DAYS BEFORE | |
| POSTING |
SIGNATURES
THE HOST
Typed name:
Date:
Signed electronically on the Book page.
MATT KELLER, BAR SERVICES
Signs on confirmation.
JP COAKLEY, PHOTOGRAPHY SERVICES
Signs on confirmation.