Thoughtful Event Coordination with Personal Care

Event Coordination services are reserved for a specific event date, planning timeline, staffing commitment, venue schedule, vendor coordination process, guest count, and service scope. Because event planning may involve consultation time, site review, vendor communication, schedule design, materials preparation, staffing, rehearsal support, day-of coordination, transportation coordination, catering or menu coordination, A/V planning, entertainment booking, registration support, and post-event follow-up, cancellation terms are based on the amount of notice provided and the work already completed or committed.

Planning fees, retainers, and completed coordination work:
Once event planning or coordination work has begun, completed work is non-refundable. This includes consultation time, budget strategy, timeline development, vendor research, venue review, layout planning, communications, meetings, written planning documents, run-of-show preparation, staffing plans, guest logistics, and administrative coordination already performed.

Cancellations made 30 or more days before the event date:
The client may be eligible for a refund of any unused service balance, less completed planning time, non-refundable retainers or deposits, administrative preparation, materials, vendor charges, third-party costs, and coordination work already performed.

Cancellations made 14 to 29 days before the event date:
May be subject to a cancellation fee of up to 25% of the confirmed Event Coordination service amount, plus completed planning time, non-refundable deposits, materials, vendor charges, third-party costs, and work already performed.

Cancellations made 7 to 13 days before the event date:
May be subject to a cancellation fee of up to 50% of the confirmed Event Coordination service amount, plus completed planning time, staffing preparation, non-refundable deposits, materials, vendor charges, third-party costs, and work already performed.

Cancellations made less than 7 days before the event, same-day cancellations, or no-shows:
May be charged up to the full confirmed Event Coordination service amount. This includes situations where event staff, coordinators, assistants, vendors, contractors, transportation support, registration staff, greeters, ushers, A/V support, or other service roles have already been assigned, scheduled, dispatched, or held for the event.

Date changes, reduced scope, or major schedule changes:
Event postponements, date changes, shortened service windows, reduced guest counts, removed service components, venue changes, or major schedule changes may still be billed when planning, staffing, preparation, or calendar holds have already been committed. Major changes made close to the event date may be treated as a cancellation and rebooking, depending on staff availability, vendor terms, and operational impact.

Vendors, venues, deposits, materials, and third-party costs:
Venue deposits, catering charges, entertainment deposits, transportation costs, printing, signage, rentals, hotel arrangements, restaurant reservations, tickets, permits, security, A/V rentals, contractor fees, and other third-party costs are subject to the cancellation policies of those providers. Any non-refundable vendor, venue, material, or third-party costs remain the responsibility of the client.

Weather, emergency conditions, and force majeure:
BTD Tours will make reasonable efforts to adjust, relocate, reschedule, or support safe alternatives when weather, venue restrictions, road closures, travel disruption, illness, emergency conditions, or other uncontrollable circumstances affect the event. If BTD Tours must cancel a service portion due to unsafe or uncontrollable conditions, the client may receive either a refund for the canceled BTD service portion or the option to reschedule, less completed planning time and any third-party costs that cannot be recovered.

Event-specific cancellation terms may be adjusted in writing for larger events, destination events, multi-day programs, complex vendor scopes, nonprofit or faith-based programs, corporate events, or custom service agreements.