TOS is non-negotiable and applies to all commissions through SpiritPanda Costumes regardless of price.
Age Restrictions
You must be at least 18 years of age to commission SpiritPanda Costumes. In order for a commission to be accepted, a government issued ID must be provided to prove the client’s age. Name, date of birth and photo must be visible. All other information may be blacked out. A photo of a signed handwritten note paired with the ID may also be requested.
Allergy Warning
Costume pieces may be exposed to cats and/or dogs throughout the building process. Costumes are stored away from pets, but if you are allergic, keep this in mind when considering to commission. Costumes are thoroughly cleaned with Hex detergent before being shipped.
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My home and work space are smoke and drug free, but I do use air fresheners, candles and other fragrances.
Quotes
You must be 18 years of age or older to apply for a quote. You must have a valid quote in order to apply for a commission. Quotes will open right before a commission opening. Quote requests must be submitted through the Google Form provided. Quote requests will not be answered through email or social media. Quotes are $10 each and include each detail of the project. They also include the final price of your costume and are valid for TWO commission openings after receiving the quote. Once the quote expires, it is no longer valid. Auctions do not count as commission openings.
An expired quote can be updated for free, but if you need to make multiple large changes, you must pay for a new one.
If you are looking for general pricing, please visit the Price Guide.
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A high resolution, non-shaded digital reference sheet with 2-3 full 2 legged body views (no feral only refs) of your character is required for a proper quote. We will not accept ‘not safe for work’ (NSFW) reference sheets. No gradients on fur please. Markings and colors must be clear and represent exactly how you expect the finished markings on the fursuit to look. Every spot and stripe is counted for the final suit price! Please do not ask us to 'simplify' your design. If you expect your design to be simplified for a fursuit, you must submit a reference sheet that reflects the simplification. We will charge for updates or changes to designs if they occur AFTER the commission is accepted.
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Receiving a quote does not bind you to a commission nor does it mean you have been accepted for a commission. It only gives you a price for how much your costume piece will cost if you are accepted for a commission in the future.
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****Absolutely no AI generated artwork/images will be accepted as reference sheets. Support human artists.****
Payments
Payments are usually only accepted in full and USD only. Payment is required within 1 week of the commission being accepted. If payment is not received within that time frame, SpiritPanda Costumes reserves the right to cancel the commission.
30% of the full payment is counted as a NON-REFUNDABLE retainer fee. This fee covers time taken to discuss commission details and the cost to hold a commission slot.
The commission must be paid in full before any progress will begin.
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For customers within the United States, payment is accepted via Square Invoices or direct bank deposit.
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For international customers, payment is accepted via Square Invoices, PayPal or direct bank deposit. International customers are responsible for all currency exchange fees.
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Clients who reside within the state of Michigan will be charged an additional 6% for sales tax.
Commission Blocks
Commissions are taken in small batches (1-3 projects). These will appear on the Trello Queue, but will not appear in any particular order of completion. Projects will be worked on when/if full payment has been made and what supplies have arrived/been ordered. SpiritPanda Costumes reserves the right to work on projects in a commission block in any order of their choosing. However, all projects within a commission block will be completed or will be very close to completion before taking on new commissions.
Communication
All communication regarding a project will take place via email from spiritpandacostumes@gmail.com and/or through Telegram. Communication throughout a commission will not take place on any social media platforms. SpiritPanda Costumes cannot be contacted via telephone, regular mail, in person or IM for commission discussion.
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SpiritPanda Costumes is located in the Eastern Standard Timezone and works during daytime hours. Clients will be given 48 hours to respond to a question about their commission before work is continued. If changes to the commission are requested after that window, fees may apply.
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If a client is unable to be reached via email or Telegram for 30 days, it will be treated as a customer cancellation. Completed parts or parts in progress will be lost and repurposed for sale by SpiritPanda Costumes. Otherwise, a refund (minus the 30% retainer fee, currency conversion fees and payment processor fees) will be applied.
Duct Tape Dummies and Measurements
Duct tape dummies (DTD) are required for all bodysuits and some other parts. They must be made by following the requirements provided. If a duct tape dummy is received that that does not follow the requirements, a replacement will be requested and the incorrect one discarded. SpiritPanda Costumes will not try to make an incorrectly made duct tape dummy work.
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The cost of materials to construct a DTD and shipping fees to SpiritPanda Costumes are the client’s responsibility. This includes tariffs and import fees for customers outside of the United States. DTDs should be shipped unstuffed and folded. If only a DTD is being sent, it may be shipped in a sturdy plastic envelope - no need to use a box.
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Projects that require a DTD will not be started until a proper DTD and required measurements are provided. If these are not received within 4 weeks of being requested, SpiritPanda Costumes reserves the right to cancel the project. The retainer fee (30% of total cost), currency exchange fees (if applicable) and payment processor fees will not be refunded.
Work in Progress (WIPs) and Changes
I will provide multiple work in progress photos via email or Telegram during the commission process. If changes are requested, they must be communicated within 48-72 hours of receiving the photos to ensure a quick turn around on your project. If a response is not received within 72 hours, that will be counted as approval and I will continue work. If changes are requested after 72 hours, fees may apply.
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Large changes to character design cannot be made once the order is finalized and the full payment is received. If changes to the character design are requested after the payment is made, additional fees will apply. Some cases may require a new project quote. I will provide ample work in progress pictures, draw-overs and sometimes videos when needed. Changes cannot be made to items once they are physically completed. It is the customer’s responsibility to alert me to any change requests during the building process.
Deadlines
A general estimated completion time (usually 4-5 months once a project is STARTED) will be provided, but it is not guaranteed. I do not work with convention deadlines. Any commission may be subject to delay. If a delay occurs due to an issue on SpiritPanda Costume's end, clients will be notified immediately.
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Convention deadlines /may/ be possible via auctions for commission slots. If you’re interested in having a costume guaranteed for a certain convention, please keep an eye out for auctions. Otherwise, I do not offer rush commissions.
Refunds/Cancellations
If a commission is cancelled by SpiritPanda Costumes due to unexpected events such as illness, family death, natural disaster, etc., the client may choose to be refunded in full or receive a partial refund + any fully completed costume parts. SpiritPanda Costumes reserves the right to cancel any project if the client harasses, threatens or is otherwise unreasonable to work with.
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If a commission is cancelled by the client or must be cancelled by SpiritPanda Costumes due to client neglect, harassment, or the client breaking the TOS, the 30% retainer fee and any currency exchange or payment processor fees will NOT be refunded under any circumstances. Refunds after construction has begun can be discussed and will depend on how much progress has been made. SpiritPanda Costumes reserves the right to keep partially started or completed parts for a project that has been cancelled. Kept parts will be changed from the commissioned character's design and sold.
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Once a cancellation is confirmed by both the client and SpiritPanda Costumes, it is final.
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If a PayPal account is used, the account is verified, and the automatic refund window through PayPal has passed, I may only be able to refund up to a certain amount. This is due to PayPal’s TOS. If this happens, I will refund as much as PayPal allows and contact the client immediately.
If SpiritPanda Costumes is unable to contact the client for 3 months via email or Telegram, the project is considered abandoned and any remaining refund is forfeited. It is not the responsibility of SpiritPanda Costumes to hunt clients down by searching for other means of contact.
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Refunds are not given once projects are completed. Multiple work in progress photos are provided throughout the construction process and changes must be requested during that time.
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If a project is received and there is an issue with construction, I will work with the client to solve the issues. I will usually request the piece to be shipped back to me for fixes. As long as the fixes are requested within the 60 day warranty period and the costume pieces have not been altered, SpiritPanda Costumes will cover shipping to the client (client is responsible for shipping to SpiritPanda Costumes) and repairs will be free.
Shipping
Shipping price will be determined once a costume is completed (this includes shipping supplies such as boxes, bags, packing material, tape, actual shipping cost, insurance cost and such). Clients will be sent an invoice with the price owed and SpiritPanda Costumes will not ship the costume out until the shipping is paid in full.
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For US customers, items will be shipped via USPS or UPS. All items must be fully insured, and tracked. Projects cannot be picked up locally.
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Completed costumes will be held for up to 2 months. If shipping is not paid within that time frame, the completed parts and any money paid to SpiritPanda Costumes are forfeited to SpiritPanda Costumes. SpiritPanda Costumes reserves the right to alter completed parts and resell them if they are forfeited.
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Items will ONLY be shipped to the address provided by Square or PayPal. There are no exceptions to this.
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For international customers, costumes will be shipped via USPS and will be insured/tracked. International shipping can be very expensive. SpiritPanda Costumes will /not/ lie on Customs Forms. Providing false information on Customs Forms is illegal and I will not risk my business. International customers are fully responsible for their countries’ import fees and/or tariffs. These may apply IN ADDITION to the shipping fee paid to SpiritPanda Costumes.
CUSTOMS/IMPORT FEES CAN COST $500+.
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Clients are responsible for all shipping fees in regards to sending DTDs, shoes or other supplies to SpiritPanda Costumes. This includes any import fees or tariffs if the client is shipping outside of the United States. If SpiritPanda Costumes is charged import fees or tariffs, the client will receive an invoice for these fees. These fees must be paid by the client before any work on the project begins.
Warranty/Repairs
Please remember that costume pieces are individually handmade and may have some imperfections or inconsistencies.
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If a costume arrives with a damaged box, please take pictures of the box before opening it.
If the costume inside is damaged, please take photos of the damage.
Contact SpiritPanda Costumes immediately so that the shipping provider can be contacted and we can file an insurance claim.
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All costumes have a 60 day warranty, beginning on the day the item is received. SpiritPanda Costumes is happy to repair holes, popped seams, places where adhesives fail and other problems where they would be at fault. Misuse of the costume may void any warranty. Any alterations not performed by or approved by SpiritPanda Costumes voids the warranty.
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Large repairs may be discussed on a case by case basis and fees may apply.
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Cleaning fees will apply if costumes are returned dirty/smelly.
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Repairs outside of the warranty period may be requested and are dependent on SpiritPanda Costumes' current queue.
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The client is responsible for the shipping fee to and from SpiritPanda Costumes outside of the warranty period and fees for the repairs.
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SpiritPanda Costumes will not provide free alterations needed due to incorrect measurements provided or improperly constructed duct tape dummies. If a suit properly fits the DTD provided, but does not fit the client upon arrival, fees will apply for alterations. If fit problems arise during construction, remedies will be discussed with the client at that time.
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If repair, cleaning or shipping fees are not paid within 30 days, the repair is considered abandoned and SpiritPanda Costumes may do what they wish to the costume in their possession. Costumes will likely be sent back to the address they came from in their current state or altered and sold.
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**Premade costumes are not guaranteed to fit the buyer. Alterations will not be made to premade costumes unless discussed before the purchase. Fees will apply to alteration requests for premade costumes.
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Big Z Fabrics Faux Fur
SpiritPanda Costumes will not use EcoShag Shaggy or Short Shag faux fur due to fabric quality. If a client insists on using a faux fur from Big Z Fabrics due to color availability, SpiritPanda Costumes is not responsible for any repairs needed due to weak fabric backing -- this can lead to balding and holes/weakness along seams and in high stress areas. SpiritPanda Costumes may offer to make repairs, but the client will be fully responsible for shipping and repair costs, even within the warranty period.
**Big Z Fabrics is currently replacing all of their EcoShag Shaggy and Short Shag lines. SpiritPanda Costumes will happily use the new faux furs without issue as the quality has improved. Limited colors/fur types are available.
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Fabric Dye Bleed
SpiritPanda Costumes has worked very diligently to use fabrics that do not bleed dye when wet/during washing. All fabrics are prewashed before use and washed after construction is completed. If dye bleed is noticed by SpiritPanda Costumes before shipment, repairs will be made without extra fees. If dye bleed is noticed by the client, fees for fabric replacement and repair will apply. Unfortunately, dye bleed is a risk with many fabrics, including some threads, and may not be completely avoidable. SpiritPanda Costumes will do their absolute best to prevent all dye bleed, but it is not a guarantee. They will not provide fabric replacement or dye bleed repairs for free on costumes built in 2024 and after.
Social Media
SpiritPanda Costumes reserves the right to post work in progress and finished photos of commissioned costumes on various social media sites (Facebook, Twitter/"X", Instagram, BlueSky, TikTok, Patreon etc.) as they please. Clients may not request to have work in progress or completion photos or videos taken by SpiritPanda Costumes removed for any reason.
Intellectual Property
Clients maintain rights to any characters they apply with and their design. SpiritPanda Costumes is given permission to produce (1) one character following the design given by the client.
All patterns, shapes and costume parts (unless otherwise stated) are the intellectual property of SpiritPanda Costumes. Clients may not deconstruct or replicate costume pieces purchased from SpiritPanda Costumes.