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Refund Policy

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At The SRW Experience, we understand that planning an event can involve unforeseen circumstances. This Refund and Cancellation Policy outlines the terms under which refunds and cancellations for our event planning services are handled. This policy is designed to be fair to both our clients and our business, covering the resources, time, and commitment involved in professional event planning.

Please note: This policy applies to our event planning services and the associated fees. Specific terms for vendor services (e.g., venue, catering, entertainment) will be governed by their individual contracts and policies.

1. Initial Consultation and Deposit

  • Initial Consultation: Our initial consultations are generally complimentary, allowing us to understand your event needs and for you to learn about our services.

  • Booking Deposit/Retainer: To officially book The SRW Experience for your event and reserve our services, a non-refundable booking deposit (or retainer) is required. This deposit secures your event date in our calendar and covers initial administrative costs, preliminary planning, and opportunity costs for declining other potential clients for your reserved date. The specific amount of this deposit will be clearly outlined in your personalized service agreement.

2. Service Fees and Payment Schedule

  • The total fee for our event planning services and the agreed-upon payment schedule will be detailed in your signed service agreement.

  • Payments are typically structured in installments (e.g., initial deposit, mid-project payment, final payment before the event). Each installment is due on the date specified in the agreement.

3. Client-Initiated Cancellations

All cancellation requests must be submitted to The SRW Experience in writing (via email to [Your Business Email Address] or certified mail to [Your Business Address]). The effective date of cancellation will be the date we receive your written notification.

The following refund schedule applies to client-initiated cancellations of our event planning services:

  • 120 days or more prior to the event date: The non-refundable booking deposit/retainer will be retained by The SRW Experience. Any additional payments made beyond the initial deposit will be refunded, minus any costs for services already rendered or third-party expenses incurred on your behalf up to the cancellation date.

  • 61 to 119 days prior to the event date: 50% of the total contracted service fee (as outlined in your service agreement) will be owed and retained by The SRW Experience. If payments made exceed this amount, the difference will be refunded. If payments made are less than this amount, the remaining balance will be due immediately. This covers significant planning work already performed and potential lost business.

  • 31 to 60 days prior to the event date: 75% of the total contracted service fee will be owed and retained by The SRW Experience. If payments made exceed this amount, the difference will be refunded. If payments made are less than this amount, the remaining balance will be due immediately. At this stage, substantial planning, coordination, and vendor engagement have likely occurred.

  • 0 to 30 days prior to the event date: 100% of the total contracted service fee will be owed and retained by The SRW Experience. No refunds will be issued. At this point, the majority, if not all, of the planning work is complete, and we have committed significant resources and time for your event.

4. Cancellation by The SRW Experience

While extremely rare, The SRW Experience reserves the right to cancel a service agreement if:

  • The client fails to make payments as per the agreed-upon schedule.

  • There is a significant breach of the service agreement by the client.

  • Circumstances arise that make it impossible or impractical for us to deliver the services (e.g., severe illness or emergency of key personnel). In such cases, we will provide as much notice as possible and work with you to find a suitable alternative or provide a pro-rata refund for services not yet rendered, less any non-recoverable expenses already incurred.

5. Postponements and Date Changes

  • Request for Postponement: If you need to postpone your event, please notify us in writing as soon as possible. We will do our best to accommodate your new date, subject to our availability and the availability of key vendors.

  • Postponement Fee: A postponement fee may apply, depending on the notice given and the extent of work already completed. This fee covers administrative efforts, potential lost revenue from other bookings for the original date, and re-coordination efforts. Specific postponement terms will be discussed and agreed upon in writing.

  • Non-Refundable Deposit: The initial non-refundable booking deposit remains non-refundable in the case of a postponement. It may be applied to the new event date.

  • Vendor Policies: You are responsible for understanding and adhering to the postponement and cancellation policies of any third-party vendors (e.g., venues, caterers) we have engaged on your behalf. We will assist you in communicating with them, but we cannot guarantee their refund or postponement terms.

6. Force Majeure

In the event that the performance of this agreement is made impossible or impractical due to circumstances beyond the reasonable control of either party (e.g., acts of God, war, terrorism, government regulations, natural disasters, epidemics, pandemics, severe weather conditions), neither party shall be held liable for failure to perform their obligations.

  • If a Force Majeure event requires the cancellation or postponement of your event, The SRW Experience will work with you to explore options, including rescheduling, transferring services, or providing a credit for future services, where feasible.

  • Refunds in Force Majeure situations will be assessed on a case-by-case basis, taking into account the extent of services already provided and non-recoverable costs incurred. We will strive for a fair resolution, but full refunds may not be possible due to irreversible commitments made to vendors or significant work already completed.

7. Non-Refundable Items/Services

Certain services or expenses are generally non-refundable once committed or incurred:

  • Booking Deposit/Retainer: As stated, this is non-refundable.

  • Third-Party Vendor Deposits/Payments: Any deposits or non-refundable payments made to vendors (e.g., venue deposits, certain supplier fees) on your behalf are subject to the vendor's individual policies and are typically non-refundable by The SRW Experience.

  • Custom Design Work/Printed Materials: Fees for custom designs, bespoke elements, or printed materials (e.g., invitations, signage) are non-refundable once design work has commenced or printing has occurred.

  • Travel Expenses: Any pre-paid travel expenses incurred for your event are non-refundable.

8. How Refunds Are Processed

  • Approved refunds will be processed within [e.g., 30] business days from the date of approval.

  • Refunds will be issued to the original method of payment whenever possible.

9. Client Satisfaction

Your satisfaction is important to us. While this policy outlines the financial terms, we are committed to open communication and finding the best possible resolution for any challenges that may arise during your event planning journey.

10. Contact Us

For any questions regarding this Refund and Cancellation Policy, or to submit a cancellation or postponement request, please contact us directly:

The SRW Experience [Insert Your Business Email Address Here] [Insert Your Business Phone Number Here]

By engaging The SRW Experience for your event planning needs, you acknowledge that you have read, understood, and agreed to the terms of this Refund and Cancellation Policy.

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