Booking, Cancellation & Rescheduling Policy

Effective Date: July 13, 2026
Last Updated: July 13, 2026
Version: 1.0

This Booking, Cancellation & Rescheduling Policy (“Policy”) applies to event décor, floral design, rental items, furniture, dance floors, photo booths, special effects, installation, transportation, technical operation, and related services provided by Sapphire Sky Events LLC, a Georgia limited liability company (“Sapphire Sky Events,” “Company,” “we,” “us,” or “our”).

This Policy applies only when it is incorporated into a proposal, Wedding and Event Décor Agreement, Rental Agreement, invoice, booking confirmation, or other written agreement between Sapphire Sky Events and the person or persons identified as the client (“Client”).

1. Relationship to the Client Agreement

This Policy forms part of the Client’s agreement with Sapphire Sky Events when referenced in the applicable booking documents.

The Client’s complete booking may include:

The accepted proposal or Event Service Schedule;
The applicable Wedding and Event Décor Agreement or Rental Agreement;
This Policy;
Event Operations and Venue Requirements;
Rental Equipment and Special Effects Terms, when applicable;
The Additional Fees Schedule;
Approved written change orders; and
The applicable invoice and payment schedule.

If this Policy conflicts with a provision specifically stated in a signed agreement or approved written change order, the signed agreement or approved written change order will control.

This Policy does not govern general use of the Sapphire Sky Events website.

2. Definitions

For purposes of this Policy:

“Booking Payment” means the initial payment required to reserve an event date, inventory, personnel, production capacity, or services.

“Contract Price” means the total amount stated in the accepted proposal, including approved written additions and change orders, but excluding any refundable security deposit and any taxes that are not legally due after cancellation.

“Event Date” means the date on which the contracted services or rentals are scheduled to be delivered, installed, operated, used, or performed.

“Cancellation” means the Client’s termination of all or a material portion of the booking, including a decision not to use the contracted services.

“Rescheduling” means changing the Event Date while continuing substantially the same booking with Sapphire Sky Events.

“Force Majeure Event” means an extraordinary event beyond the reasonable control of the affected party that prevents or makes performance illegal or objectively unsafe, as further described in Section 12.

3. Date and Inventory Reservation

An inquiry, consultation, preliminary estimate, unsigned proposal, verbal discussion, social-media message, or unpaid invoice does not reserve an Event Date, inventory, or personnel.

Unless Sapphire Sky Events expressly confirms otherwise in writing, a booking becomes effective only after:

The applicable agreement has been accepted or electronically signed;
The required Booking Payment has been received in cleared funds; and
Sapphire Sky Events has confirmed the booking.

Before these requirements are completed, Sapphire Sky Events may accept another booking for the same date or inventory.

Once the booking is confirmed, Sapphire Sky Events may:

Reserve inventory;
Schedule employees, contractors, and technicians;
Begin design and planning;
Order supplies;
Decline other potential bookings;
Commit transportation and production resources; and
Begin other event-specific work.

4. Payment Structure

Unless a different payment schedule is stated in the accepted proposal:

Bookings of $2,000 or Less

For a Contract Price of $2,000 or less, full payment is due when the agreement is accepted.

Bookings Above $2,000

For a Contract Price greater than $2,000:

A Booking Payment equal to thirty-five percent (35%) of the Contract Price is due when the agreement is accepted; and
The remaining balance is due no later than fourteen calendar days before the Event Date.

The invoice may establish earlier payment deadlines for:

Bookings made close to the Event Date;
Customer-pickup rentals;
Custom-made items;
Fresh flowers;
Special-order materials;
Outsourced equipment;
Travel arrangements; or
Other services requiring advance payment.

The Booking Payment is applied toward the Contract Price.

5. Nature of the Booking Payment

The Booking Payment is not merely a refundable deposit held without performance.

Upon confirmation of the booking, Sapphire Sky Events begins providing value that may include:

Reserving the Event Date;
Reserving inventory and personnel;
Administrative onboarding;
Preparing booking records;
Initial planning and communication;
Design review;
Scheduling;
Declining conflicting work; and
Committing business capacity to the Client’s event.

Accordingly, the Booking Payment is non-refundable to the fullest extent permitted by applicable law and will be applied toward any cancellation amount due under this Policy.

A refundable equipment security deposit, when required, is separate from the Booking Payment and will be handled under the applicable Rental Equipment and Special Effects Terms.

6. How the Client Must Cancel

A cancellation must be submitted in writing to:

info@sapphireskyevents.com

The cancellation notice should include:

The Client’s full name;
Event Date;
Venue;
Proposal or invoice number, when available; and
A clear statement that the Client is cancelling the booking.

A cancellation is effective when Sapphire Sky Events receives a clear written cancellation notice through the designated email address.

A telephone call, voicemail, social-media message, conversation with a team member, or failure to respond does not constitute formal cancellation unless Sapphire Sky Events confirms the cancellation in writing.

The number of days before the Event Date will be measured from the date the valid written cancellation notice is received.

7. Client Cancellation and Agreed Cancellation Amount

The parties acknowledge that cancellation may cause losses that are difficult to calculate precisely at the time of booking, including:

Loss of the reserved Event Date;
Loss of other booking opportunities;
Administrative and planning time;
Design and production work;
Reserved labor and technicians;
Reserved inventory;
Supplier commitments;
Reduced ability to rebook the date;
Transportation planning; and
Event-specific preparation.

The parties therefore agree that the following cancellation amounts represent a reasonable advance estimate of the Company’s probable loss and are intended as liquidated damages, not as punishment.

If the Client cancels, the following percentage of the Contract Price will be due:

Written Cancellation ReceivedCancellation Amount

More than 180 calendar days before the Event Date35% of the Contract Price

91–180 calendar days before the Event Date50% of the Contract Price

31–90 calendar days before the Event Date75% of the Contract Price

30 calendar days or fewer before the Event Date100% of the Contract Price

All payments previously received will be credited against the applicable cancellation amount.

If payments exceed the cancellation amount, the remaining eligible balance will be refunded, excluding separately authorized amounts that remain payable under this Policy.

If payments are less than the cancellation amount, the remaining difference will become immediately due.

The cancellation amount will not exceed the Contract Price, except for:

Approved charges not included in the Contract Price;
Damage or loss charges;
Returned-payment fees;
Collection expenses legally recoverable under the agreement; or
Other separate obligations arising from the Client’s conduct.

8. Custom, Personalized, Perishable and Special-Order Items

Custom, personalized, perishable, purchased, fabricated, printed, or specially ordered items may include:

Fresh flowers;
Custom signage;
Printed seating charts;
Personalized monograms;
Custom dance-floor designs;
Client-specific backdrops;
Special-order fabrics;
Custom floral structures;
Purchased décor;
Outsourced rentals;
Manufactured items; and
Other materials acquired specifically for the Client.

Once an order, purchase, fabrication, printing, or production commitment has been made, the applicable amount becomes non-refundable.

Charges for these items that are already included in the Contract Price will not be charged twice. However, the Client remains responsible for separately approved custom costs or change orders not yet included in the Contract Price.

When practical and legally permitted, a fully paid custom item that can be safely transferred may be made available to the Client after cancellation. Rental inventory, reusable Company property, design plans, installation materials, mechanics, hardware, and proprietary production components remain the property of Sapphire Sky Events.

9. Partial Cancellation and Reduction of Services

Removing services, reducing quantities, lowering the guest or table count, changing the venue, declining to use reserved items, or reducing the event budget does not automatically reduce the Contract Price.

Requested reductions are subject to:

Written Company approval;
The applicable change-order procedure;
Work already performed;
Inventory already reserved;
Materials already purchased;
Third-party commitments;
Staffing and production decisions; and
The proximity of the request to the Event Date.

Unless otherwise approved in writing:

The Booking Payment will not be reduced;
Custom and committed costs remain payable;
Reductions requested within 30 calendar days of the Event Date will not reduce the Contract Price; and
Complimentary items have no cash value and do not create a refund or credit when removed.

A material reduction that effectively eliminates the principal purpose of the booking may be treated as a cancellation.

10. Client-Requested Rescheduling

Rescheduling is not automatic and requires written approval from Sapphire Sky Events.

A Client requesting rescheduling must provide written notice to:

info@sapphireskyevents.com

The Client should submit the request as soon as reasonably possible and identify proposed replacement dates.

Unless otherwise approved in writing, the following conditions apply:

The booking may be rescheduled only once.
The replacement Event Date must occur within 12 months after the original Event Date.
The replacement date is subject to Company, inventory, personnel, technician, and subcontractor availability.
The Client must select a replacement date within 30 calendar days after the rescheduling request is approved.
The replacement booking must maintain substantially the same scope and may not have a lower Contract Price.
Current pricing, travel charges, labor rates, taxes, venue requirements, inventory availability, and supplier costs will apply to the replacement date.
The Client is responsible for any price increase, additional travel, labor, storage, supplier, redesign, or venue-related expense.
Payments already received will be transferred to the approved replacement booking after applicable rescheduling charges are paid.
The original payment schedule remains in effect unless Sapphire Sky Events approves a revised schedule in writing.

An approved client-requested rescheduling is subject to a rescheduling fee equal to 10% of the Contract Price, with a minimum fee of $250 and a maximum fee of $750.

The rescheduling fee compensates Sapphire Sky Events for administrative work, schedule changes, loss of the original reserved date, revised planning, and additional coordination. It is separate from any increase in the cost of providing the services on the replacement date.

A rescheduling request received 30 calendar days or fewer before the Event Date may be treated as a cancellation and new booking unless Sapphire Sky Events agrees otherwise in writing.

11. Unavailable Replacement Dates

Sapphire Sky Events is not required to accept a replacement date for which it does not have adequate availability, inventory, personnel, or production capacity.

The Client should provide multiple proposed dates.

If the Client requests a date change and no mutually acceptable replacement date is selected within the required period, the booking will be treated as a Client cancellation effective on the date the original rescheduling request was received. The applicable cancellation amount will be determined using the original Event Date.

The Client may not transfer the booking, payments, or event credit to another person, event, venue, or business without written approval from Sapphire Sky Events.

12. Venue Changes

A change of venue requires prior written approval.

The Client is responsible for all additional costs caused by a venue change, including:

Increased delivery distance;
Parking, tolls, or valet;
Additional labor;
Loading restrictions;
Elevator or security delays;
Reduced setup time;
Additional installation requirements;
Electrical or rigging requirements;
Required insurance endorsements;
Redesign;
Additional equipment; and
Multiple trips.

If the new venue prohibits a contracted service, rental item, installation, or special effect, Sapphire Sky Events may offer a reasonable substitute or modification.

A venue’s refusal, policy change, lack of approval, or operational restriction does not automatically entitle the Client to a refund.

If Sapphire Sky Events cannot reasonably service the replacement venue and no written alternative is accepted, the change will be treated as a Client cancellation.

13. Force Majeure

A Force Majeure Event may include:

Hurricane, tornado, flood, fire, earthquake, or severe storm;
Government order or legally binding restriction;
War, terrorism, or civil unrest;
Widespread transportation shutdown;
Mandatory evacuation;
Venue closure caused by an extraordinary event;
Regional utility failure;
Public-health emergency;
Labor disruption affecting essential transportation or operations; or
Another extraordinary event beyond the affected party’s reasonable control.

A Force Majeure Event does not ordinarily include:

A change of mind;
Budget problems;
Guest-count changes;
Family disagreement;
Loss of another vendor;
Failure to obtain venue approval;
Ordinary rain or seasonal weather;
A venue’s ordinary policy enforcement;
Failure to plan an indoor weather backup;
Client scheduling conflicts; or
Personal circumstances that do not make performance illegal or objectively impossible.

The affected party must provide prompt written notice and reasonable supporting information.

When a genuine Force Majeure Event prevents the event from proceeding, the parties will first attempt in good faith to reschedule the affected services.

Subject to availability:

Payments may be transferred once to a replacement date occurring within 12 months of the original Event Date;
The ordinary rescheduling fee will be waived;
The Client remains responsible for price increases and documented additional costs caused by the replacement date or venue; and
Nonrecoverable custom, supplier, production, travel, and third-party commitments remain payable.

If the parties cannot identify a mutually available replacement date within 30 calendar days after the Force Majeure Event, Sapphire Sky Events will provide a written accounting of:

Services already performed;
Custom work completed;
Nonrecoverable materials and commitments;
Third-party charges;
Credits available; and
Any amount eligible for refund.

No party will be considered in breach solely because performance was prevented by a properly established Force Majeure Event.

14. Weather and Outdoor Events

Ordinary weather conditions do not constitute a cancellation by Sapphire Sky Events.

For an outdoor event, the Client is responsible for securing a safe and suitable indoor backup location when reasonably necessary.

Sapphire Sky Events may modify, relocate, delay, discontinue, or refuse an installation or effect when weather or site conditions create a reasonable risk to:

Guests;
Personnel;
Equipment;
Décor;
The venue;
Flooring;
Electrical systems; or
Other property.

Weather-related operational decisions will be governed by the applicable Event Operations and Venue Requirements and Rental Equipment and Special Effects Terms.

A decision not to operate or install an item because of unsafe conditions does not automatically create a refund when Sapphire Sky Events was prepared to perform and the unsafe condition was outside its reasonable control.

15. Cancellation or Inability to Perform by Sapphire Sky Events

If Sapphire Sky Events cannot provide a material contracted service for a reason within the Company’s reasonable control, the Company may, as appropriate:

Provide a reasonably comparable substitute;
Assign qualified personnel or a subcontractor;
Modify the affected service with Client approval;
Credit the value of the materially unperformed portion; or
Refund the amount allocated to the materially unperformed portion.

If Sapphire Sky Events cancels the entire booking for a reason within its reasonable control and does not provide an accepted substitute, the Company will refund the amounts paid for the cancelled booking, including the Booking Payment.

The Client’s exclusive contractual remedy for complete Company cancellation will be the return of amounts paid, except to the extent a different remedy cannot lawfully be limited.

This section does not apply when nonperformance results from:

Client breach;
Nonpayment;
Unsafe conditions;
Missing venue approval;
Client or guest misconduct;
Unauthorized equipment operation;
Materially inaccurate information provided by the Client;
Force majeure; or
Another circumstance for which the Client accepted responsibility under the applicable agreement.

16. Client Nonpayment or Material Breach

Failure to make a required payment by its due date constitutes a material breach.

After providing any notice or opportunity to cure required by the applicable agreement or law, Sapphire Sky Events may:

Suspend planning or production;
Stop ordering materials;
Withhold delivery or installation;
Cancel the booking;
Release reserved inventory and personnel;
Retain amounts properly due under the cancellation schedule; and
Pursue unpaid amounts and other remedies available under the agreement and applicable law.

Company cancellation resulting from the Client’s nonpayment or material breach will be treated as a Client cancellation for purposes of calculating amounts due.

17. No-Show, Non-Use and Early Event Ending

The Client is not entitled to a refund or credit merely because:

The Client or guests do not attend;
The event ends early;
Guest count decreases;
A reserved item is not used;
The Client refuses delivery or installation;
The venue denies access because of the Client’s actions;
The Client changes the event plan without Company approval; or
A third party interferes with the services.

Sapphire Sky Events must still be allowed to perform under the agreed schedule and conditions.

18. Refunds and Credits

Any refund approved under this Policy will ordinarily be issued to the original payment method.

Processing time may depend on the bank, card issuer, payment platform, and accounting requirements.

Unless a shorter period is required by applicable law, Sapphire Sky Events will initiate an approved refund within 15 business days after:

The amount has been finally determined;
Required documentation has been completed; and
Any rented property has been returned and inspected, when applicable.

A service credit:

Has no cash value unless stated otherwise;
May be used only by the original Client;
Applies only to an approved replacement booking;
Expires on the date stated in writing; and
May not be sold or transferred without Company approval.

19. Legally Required Cancellation Rights

Nothing in this Policy waives a cancellation, refund, or consumer right that cannot lawfully be waived.

If a specific transaction is subject to a legally required cancellation period or refund right, Sapphire Sky Events will comply with that requirement.

Except where applicable law specifically provides otherwise, signing a contract or submitting payment does not create an automatic cancellation or cooling-off period.

20. Payment Disputes

The Client should contact Sapphire Sky Events promptly regarding a disputed charge, cancellation calculation, or refund.

Before initiating a payment dispute concerning the scope, quality, cancellation, or performance of authorized services, the Client agrees to provide written notice describing the issue and allow Sapphire Sky Events 10 business days to investigate and respond.

Nothing in this section waives any nonwaivable right concerning an unauthorized transaction, fraud, billing error, or other right provided by applicable law.

21. Policy Updates

The version of this Policy accepted with the Client’s booking will govern that booking.

Sapphire Sky Events may update this Policy prospectively for future bookings. A later website update will not retroactively modify an existing signed agreement unless both the Client and Sapphire Sky Events accept the change in writing.

22. Contact Information

Questions, cancellation notices, and rescheduling requests should be sent to:

Sapphire Sky Events LLC
Atlanta, Georgia, USA
Email: info@sapphireskyevents.com
Phone: (470) 664-6444

Cancellation and rescheduling requests must be submitted by email with the subject line:

Cancellation Request
or
Rescheduling Request