BOOKING & CANCELLATION POLICY
Effective Date: November 19, 2025
Overview
This Booking and Cancellation Policy outlines the terms for booking services with The Collective Las Vegas, including deposits, payments, cancellations, rescheduling, and refunds. This policy applies to all services we provide: wedding officiating, event planning and coordination, professional DJ and entertainment services, and venue curation. Please read this policy carefully before booking our services, as your signature on our service agreement indicates your acceptance of these terms.
Booking Process
Step 1: Consultation
All bookings begin with a complimentary consultation conducted in-person, by phone, or via video call to discuss your event needs, vision, and requirements. This consultation helps us understand your celebration and determine if we’re a good fit for your specific needs.
Step 2: Proposal
After the consultation, we provide a customized proposal outlining the services to be provided, pricing and payment schedule, event date and details, and relevant terms and conditions. This proposal is tailored to your specific event and requirements.
Step 3: Contract and Deposit
To secure your date, you must sign a service agreement or contract and pay a non-refundable deposit, which is typically twenty-five to fifty percent of the total cost. Your date is not secured until we receive both the signed contract and deposit payment. We turn away other potential clients once your date is reserved, which is why deposits are non-refundable under all circumstances.
Payment Terms
Deposit
The deposit amount is twenty-five to fifty percent of the total service cost as specified in your contract. The deposit is due upon contract signing and is non-refundable under all circumstances, as it reserves your date exclusively and compensates us for turning away other potential clients during the time your date is held.
Payment Schedule
Our typical payment schedule varies based on services but generally follows this structure. For weddings and large events, the deposit of twenty-five to fifty percent is due upon contract signing, a second payment of twenty-five to fifty percent is due thirty days before your event, and the final payment for the remaining balance is due seven days before your event or on your event day as specified in your contract. For short-notice bookings scheduled less than sixty days out, a higher deposit may be required, ranging from fifty to one hundred percent, with an accelerated payment schedule. For corporate and private events, payment terms are negotiated based on event scope and timeline to accommodate organizational budgeting processes.
Accepted Payment Methods
We accept credit and debit cards including Visa, Mastercard, American Express, and Discover. We also accept bank transfers or ACH payments, and checks (which must clear ten business days before your event). Other payment methods may be accepted as agreed upon in your service agreement.
Late Payments
Late payments may result in late fees as specified in your contract, suspension of services until payment is received, or cancellation of your booking with forfeiture of your deposit. We understand that circumstances arise, so please communicate with us immediately if you anticipate difficulty making a scheduled payment.
Cancellation Policy
Client-Initiated Cancellations
If you need to cancel your booking, the following refund schedule applies based on how far in advance you cancel. For cancellations more than ninety days before your event, your deposit is forfeited as non-refundable, but any additional payments made beyond the deposit will be refunded minus a fifteen percent administrative fee. For cancellations sixty to eighty-nine days before your event, your deposit is forfeited and fifty percent of the remaining balance is refundable. For cancellations thirty to fifty-nine days before your event, your deposit is forfeited and twenty-five percent of the remaining balance is refundable. For cancellations less than thirty days before your event, all payments made are non-refundable and the full remaining balance becomes due.
Force Majeure
If your event is cancelled due to circumstances beyond anyone’s control, such as natural disasters, government mandates, pandemic restrictions, venue closure, or other acts of God, we will work with you on a case-by-case basis to find a fair resolution. Possible resolutions may include credit toward a future event, partial refund minus expenses already incurred on your behalf, or rescheduling options based on our availability.
Company-Initiated Cancellations
If we must cancel your booking due to our fault or decision, you will receive a full refund of all payments made. If we must cancel due to circumstances beyond our control such as illness or emergency, we will make every effort to provide qualified substitutes who meet our standards of excellence. If substitution is not acceptable to you, we will provide a full refund of all payments made.
Rescheduling Policy
Rescheduling Your Event
If you need to change your event date, the following policies apply. For your first reschedule more than ninety days before your original date, there is no rescheduling fee if we have availability on your new date, and your deposit transfers to the new date. For your first reschedule less than ninety days before your original date, a two hundred fifty dollar rescheduling fee applies, subject to availability on your new date, with all payments transferring to the new date. For your second or subsequent reschedules, a five hundred dollar rescheduling fee applies per change, subject to availability, and we reserve the right to decline multiple reschedule requests if they become excessive.
If your new date is not available within our schedule, the standard cancellation policy applies and you may request a refund according to the cancellation terms outlined above.
Company-Initiated Rescheduling
If we must request rescheduling due to circumstances on our end, no rescheduling fees will apply to you. We will work with you to find a suitable alternative date that works for your celebration. If no alternative date works for your needs, a full refund will be provided.
Scope Changes
Adding Services
You may add services to your booking subject to availability of additional services on your event date, payment of additional fees as outlined in an updated agreement, and execution of an updated contract or agreement reflecting the additional services.
Reducing Services
If you wish to reduce booked services, different terms apply based on timing. More than sixty days before your event, fees will be adjusted accordingly, though an administrative fee may apply to account for planning work already completed. Less than sixty days before your event, limited refunds are available at our discretion, and you remain responsible for the contracted amount as outlined in your original agreement, since we have likely declined other opportunities and incurred expenses on your behalf.
Weather and Outdoor Events
For outdoor events, please understand that we are not responsible for weather conditions beyond anyone’s control. Our services will be provided as agreed regardless of weather conditions such as rain, heat, or wind. No refunds will be provided for weather-related issues, and we strongly recommend developing backup indoor plans and purchasing weather insurance for outdoor events.
In cases of extreme weather or safety concerns where conditions pose genuine safety risks to our team or your guests, we may need to modify or postpone services. We will work with you to find reasonable solutions that prioritize safety while still honoring your celebration. No refunds will be provided for weather-related modifications made in the interest of safety.
No-Show Policy
If you or your designated contact person does not show up on the event date, does not respond to communications on event day despite our reasonable attempts to reach you, or provides incorrect venue or location information resulting in our inability to provide services, you forfeit all payments and no refund will be provided. We will make reasonable attempts to contact you using all contact information provided, but we cannot be held responsible if we cannot reach you on your event day or if incorrect information prevents us from providing services.
Vendor Coordination
For planning and coordination services, please understand that we are not responsible for the performance or non-performance of other vendors you hire independently, the quality of services provided by third-party vendors, or cancellations or no-shows by other vendors. We will coordinate with your vendors professionally, communicate timeline and logistics clearly, and address issues as they arise on your event day to the best of our ability. We will provide recommendations for reputable vendors based on our experience, but ultimately you are responsible for your vendor selections and their performance.
Travel Fees
For events within Las Vegas Valley, including Las Vegas, Henderson, Summerlin, North Las Vegas, Spring Valley, Paradise, and Boulder City, travel is included in our service fees. For events outside Las Vegas Valley but within Nevada, travel fees are disclosed upfront in your contract and typically calculated based on distance and time required. For destination events outside Nevada, travel fees include transportation, accommodation, and per diem expenses. These fees are disclosed and agreed upon before booking and typically require an additional deposit to cover travel arrangements made on your behalf.
Disputes and Refund Requests
If you have concerns about services provided, please contact us immediately at [email protected] or (702) 721-8717. We will work with you in good faith to resolve the issue to your satisfaction. If resolution cannot be reached through direct communication, disputes will be handled according to our Terms of Service, which provides for arbitration in Las Vegas, Nevada.
Refund requests must be submitted in writing within thirty days of your event, include a detailed explanation of the issue, and provide supporting documentation if applicable. We are not obligated to provide refunds beyond what is outlined in this policy, but we will always work to resolve concerns fairly and maintain our reputation for excellence.
Wedding Insurance
We strongly recommend purchasing wedding insurance to protect your investment in your celebration. Wedding insurance typically covers vendor cancellations or no-shows, venue issues or closures, weather-related problems, illness or injury to key individuals, and lost deposits if vendors go out of business. Wedding insurance is inexpensive, typically ranging from one hundred fifty to six hundred dollars, and provides significant peace of mind for your investment.
Changes to This Policy
We reserve the right to modify this Booking and Cancellation Policy at any time. Changes will be posted on our website with an updated “Effective Date” at the top of this document. Your specific service agreement takes precedence over this general policy. If this policy is updated after you sign your contract, the terms in your signed contract will govern your booking rather than any subsequent policy changes.
Contact Us
Questions about our booking and cancellation policy? Contact us:
The Collective Las Vegas
Email: [email protected]
Phone: (702) 721-8717
Address: Las Vegas, Nevada 89107
