What to expect when you book with us

We keep our booking process simple and transparent. Below you will find everything you need to know about payment, what happens if plans change, and how we handle rescheduling.

Payment Terms

Securing your date is straightforward. A deposit holds your spot, and the remaining balance is due the week before your event so you can focus on the details that matter.

  • 50% deposit is due at the time of booking to reserve your date

  • 50% remaining balance is due no later than 7 days before your event

  • Invoices are sent via email with a secure payment link for your convenience

Late Payment

We send reminders ahead of the due date. If a balance remains unpaid after the deadline, the following applies.

  • A late fee of 2% of the outstanding balance is applied the day after the due date

  • The fee continues to accrue every 30 days until the balance is paid in full

  • Unpaid balances past the due date may result in cancellation of services without a refund of the deposit

Cancellation Policy

Because we limit our availability and begin preparing specifically for your event well in advance, our cancellation terms reflect the time and resources committed. All cancellations must be submitted in writing.

  • More than 14 days before the event: Deposit refunded minus any non-recoverable expenses already incurred. All additional payments beyond the deposit are refunded in full.

  • Between 7 and 14 days before the event: The deposit is non-refundable. Additional payments beyond the deposit may be refunded minus any non-recoverable expenses already incurred.

  • Within 7 days of the event: No refunds are issued. All payments are retained, as materials and staffing have been fully committed.

If we cancel for any reason. You receive a full refund of every payment made, no exceptions.

Rescheduling

Life happens, and we do our best to work with you when plans change.

  • If you reach out at least 7 days before your event, your deposit and any payments already made can be applied as a credit toward the new date

  • Rescheduling is subject to our availability and is not guaranteed, but we will always do our best to make it work

  • Reschedule requests must be submitted in writing

Extraordinary Circumstances

If an event is canceled due to circumstances outside anyone's control, including severe weather, government restrictions, natural disasters, or public health emergencies, both parties will make a good-faith effort to reschedule.

  • If rescheduling is not possible, you receive a full refund of all payments, including the deposit

Questions about your booking? We are always happy to walk you through anything before you sign. Reach out at info@solariumcoffee.com or book a quick call and we will make sure you feel completely confident moving forward.

All bookings are governed by our Event Service Agreement, which is provided to every client before payment. Solarium Coffee LLC maintains general liability insurance. A certificate of insurance is available upon request.