Event Cancellation Policy

At Duck Creek Village Inn, we specialize in hosting memorable events, from weddings and family reunions to corporate retreats and special celebrations. To secure your event booking, we require a non-refundable deposit. Please carefully review the terms and conditions outlined in this policy, which apply to all events booked at our venue.

1. Scope of the Policy

This policy applies to all events hosted at Duck Creek Village Inn, including but not limited to:

  • Weddings, elopements, and vow renewals.
  • Family reunions and milestone celebrations (e.g., anniversaries, birthdays).
  • Corporate events and retreats.
  • Nonprofit and community gatherings.
  • Holiday parties and other private functions.

2. Deposit and Payment Terms

  • Deposit Requirement:
    • A deposit of 50% of the total event cost is required at the time of booking to secure the event date and space.
  • Payment Schedule:
    • The remaining balance is due 30 days before the event date. Failure to pay the remaining balance by this deadline may result in cancellation of the event, with forfeiture of the deposit.
  • Additional Charges:
    • Any additional charges (e.g., damages, extended use of facilities, or last-minute service requests) will be invoiced after the event and must be settled within 7 days.

3. Non-Refundable Deposit

  • The deposit paid to secure your event booking is non-refundable, regardless of:
    • Cancellation of the event.
    • Changes to the event date or guest count.
    • Inclement weather or other unforeseen circumstances.
  • By submitting a deposit, you acknowledge and agree to the terms of this policy.

4. Rescheduling Policy

  • Rescheduling Requests:
    • If you need to reschedule your event, we may, at our discretion, allow the deposit to be applied toward a future event within 12 months of the original booking date.
    • All rescheduling requests are subject to availability and pricing at the time of the new booking.
  • Conditions:
    • A written request must be submitted no later than 60 days before the original event date to be considered for rescheduling.
    • Only one reschedule request per booking is allowed.

5. Cancellations

  • Cancellations by the Client:
    • Cancellations made at any time will result in forfeiture of the deposit.
    • If the remaining balance has been paid, cancellations made more than 30 days before the event date will result in a refund of the balance (excluding the deposit).
  • Cancellations by Duck Creek Village Inn:
    • In the rare event that we are unable to host your event due to circumstances beyond our control (see Force Majeure below), we will work with you to reschedule or apply the deposit to a future booking.

6. Force Majeure Clause

  • In the event of unforeseen circumstances beyond the control of Duck Creek Village Inn, including but not limited to:
    • Natural disasters (e.g., fires, floods, earthquakes).
    • Government-mandated closures or restrictions.
    • Power outages or infrastructure failures.
  • We will:
    • Allow you to reschedule your event within 12 months of the original date.
    • Apply the deposit to the rescheduled event.
    • No refunds will be issued under these circumstances.

7. No-Show Policy

  • Failure to arrive for your scheduled event without prior notice or written communication will result in:
    • Immediate cancellation of the booking.
    • Full forfeiture of the deposit and any prepaid balances.

8. Communication Requirements

  • All changes, cancellations, or rescheduling requests must be communicated in writing via email to [your email address] or mailed to [your business address]. Verbal communications will not be considered valid for these requests.

9. Liability for Damages

  • Clients are responsible for ensuring that event attendees respect the property and facilities.
  • Any damages caused during the event will be assessed, and repair costs will be invoiced to the client.

10. Additional Information

  • This policy is intended to protect both our clients and our business. Hosting events requires significant preparation and resource allocation, and this policy ensures that we can continue to provide high-quality services for all our guests.
  • We strongly recommend that clients consider event insurance to cover unexpected changes or cancellations.

By securing your booking with a deposit, you confirm that you have read, understood, and agreed to the terms of this Non-Refundable Event Deposit Policy. If you have questions or need further clarification, please contact us.

This policy is designed to be detailed and comprehensive while maintaining fairness and flexibility within reasonable limits. It should provide clarity to clients while protecting your business.