Event dates require advance planning, purchasing, staffing and the refusal of other work. The following policy applies unless the signed Agreement provides different terms.

Client Cancellation

Cancellation 30 or more calendar days before the event

• The booking retainer remains nonrefundable.
• Additional payments may be refunded.
• WoodSmoke may deduct approved custom purchases, permit fees, rental charges, payment-processing costs and other nonrecoverable expenses already incurred for the event.

Cancellation 15–29 calendar days before the event

The client is responsible for 50% of the total contracted amount or WoodSmoke’s documented nonrecoverable costs, whichever is greater, to the extent permitted by law.

Amounts paid above the applicable cancellation amount will be refunded.

Cancellation 14 or fewer calendar days before the event

The full contracted amount is due because food, staffing, rentals and production commitments may already have been finalized.

WoodSmoke will make reasonable efforts to reduce avoidable costs, but is not required to refund amounts that have been earned, committed or reasonably incurred.

Rescheduling

A client may request one rescheduling credit when:

• The request is submitted at least 30 calendar days before the event
• The replacement event occurs within six months
• The replacement date is available
• The event location and scope remain reasonably similar

Payments may be transferred to the new date after deducting nonrecoverable expenses and any price increase associated with the replacement date.

A rescheduling request made fewer than 30 days before the event will be evaluated individually and may be treated as a cancellation.

A second date change may require a new booking retainer.

Weather

Rain, heat, cold or ordinary seasonal conditions do not automatically cancel an event.

The client is responsible for arranging an appropriate backup location or weather plan.

WoodSmoke may modify, delay or stop outdoor cooking when wind, lightning, wildfire conditions, unsafe temperatures, flooding or another condition creates an unreasonable safety risk.

Venue Cancellation or Access Denial

Cancellation by the venue does not automatically cancel the client’s payment obligations.

The client should notify WoodSmoke immediately and attempt to secure a lawful replacement location.

Additional travel, permit, rental or setup costs may apply.

WoodSmoke Cancellation

When WoodSmoke must cancel because it cannot reasonably provide the contracted service and no acceptable replacement arrangement is available, WoodSmoke will refund amounts paid for services it cannot provide.

WoodSmoke will not be responsible for indirect or consequential losses, such as venue costs, lost profits, travel costs or payments made to other vendors, except where applicable law requires otherwise.

Force Majeure

When an event cannot proceed because of a circumstance beyond either party’s reasonable control, WoodSmoke may offer:

• A reasonable rescheduling credit
• A modified service
• A partial refund of unearned amounts

WoodSmoke may deduct reasonable, documented and nonrecoverable event costs already incurred.

Refund Processing

Approved refunds will be returned, when reasonably possible, to the original payment method.

Bank and payment-provider processing times are outside WoodSmoke’s control.

Controlling Agreement

A signed proposal or event agreement may contain event-specific cancellation terms. When it does, the signed event agreement controls.