Return, Cancellation & Refund Policy

Effective Date: January 01, 2023

At The Historic Hidden Gem, every reservation requires us to reserve dates, staff, inventory, and resources specifically for your event. Because our services are date-specific and customized, all sales are final.

No Refund Policy

All deposits, payments, and balances paid toward venue rentals, overnight stays, catering, rentals, entertainment, décor, dance floors, and any other services are non-refundable.

Once a reservation or contract has been signed and/or payment has been received, your event date and requested inventory are reserved exclusively for you. Therefore, refunds will not be issued for any reason, including but not limited to:

• Cancellation by the client
• Change of plans
• Weather conditions
• Reduction in guest count
• Scheduling conflicts
• Personal emergencies
• Vendor changes
• Failure to use all contracted services

No Downgrades

After a contract has been signed and/or payment has been received, services and packages cannot be reduced, downgraded, or removed.

This includes, but is not limited to:

• Venue rental hours
• Guest count reductions
• Catering packages
• Dance floor sizes
• Rental equipment
• Décor packages
• Entertainment
• Lodging or sleepover accommodations
• Any other contracted service

Payments made toward these services will not be credited or refunded.

Upgrades Welcome

Clients may upgrade their reservation at any time, subject to availability.

Examples include:

• Larger dance floors
• Additional catering
• More guests (subject to venue capacity)
• Extra rental items
• Additional décor
• Extra lodging nights
• Additional entertainment or experiences

Additional charges will apply for all upgrades.

Rescheduling

Requests to reschedule are considered on a case-by-case basis and are not guaranteed.

If approved, the new date must be available and any price differences, vendor costs, or additional expenses will be the responsibility of the client.

Weather Policy

Outdoor events are booked with the understanding that weather is unpredictable.

Refunds will not be issued due to:

• Rain
• Wind
• Excessive heat
• Cold temperatures
• Hurricanes or tropical weather
• Other weather-related conditions

If available and feasible, alternative accommodations or date changes may be offered at the sole discretion of The Historic Hidden Gem.

Catering

Food purchases, preparation, staffing, and ingredient orders begin well before your event.

Because of this:

• Catering orders are non-refundable.
• Guest count reductions do not reduce the contracted catering price after the agreement has been finalized.
• Unused food cannot be credited or refunded.

Dance Floors & Rental Equipment

Dance floors, staging, décor, furniture, and rental equipment are reserved specifically for your event.

Once reserved:

• No refunds will be issued.
• Sizes cannot be reduced.
• Rental items cannot be removed for a credit.
• Upgrades to larger sizes or additional rentals are welcome, subject to availability.

Overnight Stays & Sleepovers

Reservations for overnight accommodations and sleepover packages are non-refundable.

No refunds or credits will be provided for:

• Early departures
• Late arrivals
• Unused nights
• Reduced occupancy
• Changes in travel plans

Chargebacks

By submitting payment, the client acknowledges that they have read and agreed to this policy.

Initiating a chargeback or payment dispute for services covered under this agreement does not cancel the signed contract and/or payment has been received or financial obligations. The Historic Hidden Gem reserves the right to provide the signed agreement, payment records, invoices, communications, and event documentation to the financial institution handling the dispute.

Payment Plans

The Historic Hidden Gem may offer payment plans for certain reservations as a convenience to our clients.

• All scheduled installment payments must be made on or before their due date.
• Missed or late payments may result in the suspension or cancellation of the reservation at the sole discretion of The Historic Hidden Gem.
• Any payments previously made remain non-refundable.
• Failure to complete all scheduled payments does not release the client from their contractual obligations.
• The final payment must be received no later than the due date stated in the contract. Failure to pay the remaining balance by the due date may result in cancellation of the event without refund of any payments previously made.
• Payment plans are a financing convenience only and do not alter the terms of the No Refund, No Downgrade, or Cancellation Policy.
• Clients may pay off their remaining balance early at any time without penalty.

Pay-in-4 Plans: Clients selecting a Pay-in-4 payment option agree to make all four scheduled payments by the due dates listed in their contract or invoice. Each installment is required regardless of whether the client later chooses to cancel, postpone, or reduce services. Failure to make payments as agreed may result in cancellation of the reservation and forfeiture of all amounts previously paid.

This language makes it clear that:

• Payments are required on time.
• Missing payments doesn't cancel the debt.
• Deposits and installments remain non-refundable.
• A client can't stop paying because they changed their mind.
• They can always pay early if they wish.

Agreement

By signing a contract, paying a deposit, or making any payment toward an event or reservation, the client acknowledges that they have read, understood, and agreed to this Return, Cancellation & Refund Policy.

This version is professional, legally cleaner, and consistent with how many event venues, caterers, and rental companies structure their policies. If you use contracts for every booking, I can also create a matching Terms & Conditions page and a shorter Cancellation Policy section for your website checkout page.