REFUND POLICY

Effective Date: 10/01/2022
Last Updated: 10/01/2025

At Icebox LV, we understand that plans can change. This Refund Policy outlines our cancellation and refund procedures for event space bookings. Please read this policy carefully before making a reservation.

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Booking Deposits

Non-Refundable Deposit

• A deposit is required to secure your event date.

• This deposit is non-refundable under all circumstances, including cancellations, no-shows, or rescheduling.

• The deposit is applied toward your total event cost.

Purpose of Deposit

The deposit ensures your commitment to the booking and compensates us for holding the venue and turning away other potential clients for your selected date.

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Cancellation Policy

All cancellation requests must be submitted in writing via email to [insert email address].

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Cancellation Timeframes

More than 60 Days Before Event Date:

• Deposit is forfeited (non-refundable)

• Any additional payments made beyond the deposit will be refunded in full

• Refund processed within 10-14 business days

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30-60 Days Before Event Date:

• Deposit is forfeited (non-refundable)

• 50% of the remaining balance is refundable

• 50% of the remaining balance is retained as a cancellation fee

• Refund processed within 10-14 business days

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Less than 30 Days Before Event Date:

• No refunds will be issued

• 100% of the total booking fee is non-refundable

• This includes the deposit and all payments made

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Day of Event or No-Show:

• No refunds will be issued

• You are responsible for 100% of the total booking fee

• Outstanding balances must be paid immediately

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Rescheduling Policy

Rescheduling Your Event

We understand that unexpected circumstances arise. If you need to reschedule your event:

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First Rescheduling Request:

• Must be submitted in writing at least 30 days before the original event date

• Subject to venue availability

• One free rescheduling is permitted (no additional fees)

• Your deposit and payments transfer to the new date

• If your new date/event room has a higher rental rate, you must pay the difference

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Second or Subsequent Rescheduling:

• Subject to a [specify amount, e.g., $250] rescheduling fee

• Subject to venue availability

• Additional fees may apply

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Rescheduling Within 30 Days of Event:

• Treated as a cancellation (see Cancellation Policy above)

• Subject to cancellation fees

• Rescheduling may not be available

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Refund Process

How Refunds Are Issued

• All approved refunds will be issued using the original payment method.

• Credit card refunds: 3-5 business days to process on our end. It could take 7-14 days to reflect in your bank statement.

• Bank transfers: 10-14 business days to process

• Processing time depends on your financial institution

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Refund Confirmation

• You will receive an email confirmation once your refund has been processed

• Please allow adequate time for your bank to post the refund to your account

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Force Majeure and Unforeseen Circumstances

Cancellation by Icebox LV

If Icebox LV must cancel your booking due to circumstances beyond our control, including but not limited to:

• Natural disasters (fire, flood, earthquake)

• Government orders or mandates

• Facility damage or closure

• Public health emergencies

• Utility failures

We will provide:

• Full refund of all payments made (including deposit)

• Option to reschedule to an available future date at no additional cost

We are NOT responsible for:

• Costs incurred for vendors, travel, or other arrangements

• Lost profits or opportunity costs

• Emotional distress or inconvenience

Weather-Related Cancellations

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Outdoor Events:

• Weather-related cancellations are subject to standard cancellation policy

• We recommend purchasing event cancellation insurance for outdoor events

Indoor Events:

• Indoor events are not affected by weather conditions

• Standard cancellation policy applies

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Event Modifications

Changes to Event Details

Minor changes to your event (guest count, setup, decor) can typically be accommodated at no charge if submitted at least [7-14 days] before your event date.

Changes that may incur additional fees:

• Increasing guest count beyond venue capacity

• Adding services (catering, bar service, AV equipment)

• Extended event hours beyond contracted time

• Last-minute changes (less than 7 days before event)

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Payment Disputes and Chargebacks

Chargeback Policy

• If you initiate a chargeback or payment dispute with your bank/credit card company, you agree to:

  • Provide all requested documentation

  • Work directly with Icebox LV to resolve the issue before filing a dispute

• Unjustified chargebacks may result in:

  • Legal action to recover fees

  • Ban from future bookings

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No-Show Policy

If you fail to show up for your event without prior notice:

• No refund will be issued

• You are liable for 100% of the booking fee

• Any outstanding balance is immediately due

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Special Circumstances

Medical Emergencies or Death

In the event of a documented medical emergency or death of the client or immediate family member:

• We will work with you on a case-by-case basis

• Documentation may be required (medical certificate, death certificate)

• Options may include rescheduling or partial refund at management's discretion

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Military Deployment

Active military personnel who receive deployment orders may be eligible for:

• Full refund (minus a processing fee)

• Free rescheduling upon return

• Proof of deployment orders required

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Event Cancellation Insurance

We strongly recommend purchasing event cancellation insurance, especially for:

• Large events with significant financial investment

• Events scheduled far in advance

• Outdoor events

• Destination events where guests are traveling

Event insurance can protect you from financial loss due to unforeseen circumstances beyond your control.

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Partial Refunds

Partial refunds are not available for:

• Unused services or amenities

• Early departure from the venue

• Reduced guest count (if notified late)

• Dissatisfaction with services (disputes must be reported during the event)

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Refund Exceptions

Refunds will NOT be issued if:

• Your event is terminated due to violation of our Terms and Conditions

• Guests engage in illegal activities, violence, or property damage

• You exceed venue capacity limits

• You fail to comply with venue rules and regulations

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Questions or Concerns

If you have questions about this Refund Policy or need to request a cancellation or refund, please contact us:

Icebox LV
admin@iceboxlv.com
725-249-6855

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Policy Updates

We reserve the right to update this Refund Policy at any time. Changes will be posted on this page with a new "Last Updated" date. Your booking is subject to the Refund Policy in effect at the time of your reservation.

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By booking with Icebox LV, you acknowledge that you have read, understood, and agree to this Refund Policy.