Refund Policy | GAEVENTS

1. Policy Overview

This Refund Policy governs all cancellations and refund requests for event production services provided by GAEVENTS PRODUCTION LLC. By engaging our services, you ("Client") agree to the terms outlined in this policy. This policy is designed to be fair to both parties while accounting for the significant advance commitments, labor, and vendor arrangements required for professional event production.

All refund amounts are calculated based on the total fees paid, excluding the non-refundable deposit, unless otherwise specified. Refunds are processed to the original payment method within 14-21 business days after approval. All refunds are subject to payment processor policies and may be subject to processing fees imposed by the payment processor.

2. Refund Eligibility Schedule

The following table outlines our tier-based refund structure based on cancellation timing relative to the scheduled event date:

Cancellation Period	Refund Amount	Administrative Fee	Notes
7+ days before event	100% refund (excluding deposit)	No fee	Full refund of all fees paid, minus the non-refundable deposit (typically 25% of total)
3–6 days before event	80% refund	20% Administrative Fee	Option available: Full credit toward future event (valid 12 months) instead of refund
48–72 hours before event	Event credit OR 50% refund	50% Administrative Fee (if refund)	Venue and vendor commitments already secured; credit recommended
Less than 48 hours	No refund	100% retained	Venue, labor, and vendor commitments fully committed; no refund possible

3. Key Terms & Definitions

3.1 Non-Refundable Deposit

All initial deposits (typically 25% of total estimated cost) are non-refundable under any circumstances, including cancellation, rescheduling, or Force Majeure events. This deposit secures our services, reserves labor, commits vendor resources, and covers administrative costs. The deposit amount is clearly stated in your service agreement or proposal and is retained regardless of cancellation timing or reason.

3.2 Processing Time and Payment Methods

Approved refunds are processed within 14–21 business days via the original payment method. Refunds will be issued to the same payment method used for the original transaction (credit card, ACH, wire transfer, etc.). Processing may take longer during peak periods, if additional verification is required, or due to payment processor processing times. We are not responsible for delays caused by payment processors or financial institutions.

3.3 Event Credit

For cancellations within 3–6 days of the event, you may choose a full credit toward a future event instead of the partial refund. Credits are valid for 12 months from the original event date and can be applied to any GAEVENTS service. Credits are non-transferable and cannot be converted to cash.

3.4 Third-Party Charges

Non-refundable fees from venues, vendors, permits, licenses, or other third parties already paid on your behalf cannot be refunded. These charges are deducted from any refund amount. We will provide documentation of all third-party charges upon request.

3.5 Cancellation Date Calculation

The cancellation period is calculated from the date we receive your written cancellation notice to the scheduled start date and time of your event. Cancellation notices must be received during business hours (Monday–Friday, 9:00 AM – 6:00 PM ET) to be processed on the same day.

4. How to Request a Refund

To request a refund, please follow these steps:

Email Notification: Send an email to info@gaeventsprod.com with the subject line "Refund Request – [Your Event Name]".
Required Information: Include the following in your email:
- Event date and location
- Original invoice number or contract reference
- Contact information (name, phone, email)
- Reason for cancellation (optional but helpful)
- Preferred refund method (original payment method or event credit, if applicable)
Confirmation: We will confirm receipt of your request within 24 hours (during business days) and provide an estimated processing timeline.
Processing: Refunds are processed according to the schedule in Section 2 and issued to the original payment method only, unless otherwise agreed in writing.

Important: Verbal cancellations are not accepted. All cancellation and refund requests must be submitted in writing via email to ensure proper documentation and processing.

5. Cancellation by GAEVENTS

If GAEVENTS must cancel an event due to circumstances beyond our reasonable control (Force Majeure) or due to our own operational issues, we will work with you to find a mutually acceptable solution. Our priority is to reschedule your event to a future date that works for all parties.

Rescheduling Priority: If rescheduling is possible, we will offer priority rescheduling with no additional fees and guaranteed availability for a mutually agreed future date. Any fees already paid (excluding the non-refundable deposit) will be applied to the rescheduled event.

Refund Option: If rescheduling is not possible or mutually acceptable, we will provide a refund of fees paid, minus:

The non-refundable deposit (typically 25% of total)
Any non-recoverable third-party costs already incurred (venue deposits, vendor commitments, permits, licenses, etc.)
Any administrative fees associated with processing the cancellation

Force Majeure events include but are not limited to: natural disasters, pandemics, government orders, civil unrest, acts of terrorism, extreme weather conditions, or other events that make event execution impossible or unsafe. We will provide documentation of all non-recoverable costs upon request.

6. Rescheduling Policy

Rescheduling requests must be submitted in writing at least 14 days before the original event date. Rescheduling is subject to:

Venue availability and any venue-imposed fees
Vendor availability and any vendor-imposed fees
Our team and equipment availability
Any additional costs incurred due to the rescheduling

Rescheduling Fees: If a rescheduling request is made within 14 days of the original event date, a rescheduling fee of 15% of the total contract value may apply to cover administrative and coordination costs. Rescheduling fees are waived for Force Majeure situations or if GAEVENTS initiates the rescheduling.

7. Partial Service Cancellations

If you cancel only a portion of the contracted services (e.g., canceling catering but keeping AV services), the refund policy applies proportionally to the canceled services. The remaining services will continue as contracted, and any applicable discounts or package pricing may be adjusted accordingly.

8. Dispute Resolution

If you disagree with a refund decision, please contact us at info@gaeventsprod.com to discuss your concerns. We are committed to fair resolution and will review each case individually.

If we cannot reach a mutually acceptable resolution, disputes shall be governed by the laws of the State of Georgia, United States, and subject to the exclusive jurisdiction of the state and federal courts located in Georgia, as outlined in our Terms & Conditions.

9. Contact for Refunds

Email: info@gaeventsprod.com

Phone: (786) 608-4982 (Available upon request for urgent matters)

Office Hours: Monday–Friday, 9:00 AM – 6:00 PM Eastern Time

Mailing Address:
GAEVENTS PRODUCTION LLC
190 FOUNDERS DR
DAWSONVILLE, GA 30534, USA

10. Policy Updates

We reserve the right to update or modify this Refund Policy at any time. The most current version will always be posted on our website with the "Last updated" date clearly indicated. Material changes to this policy will be communicated to clients with active contracts via email at least 30 days before the changes take effect.

Your continued use of our services after any changes constitutes acceptance of the revised policy. If you do not agree with any changes, you may cancel your contract according to the terms in effect at the time of your original agreement.