Returns & Refunds Policy

Effective Date: [6th October 2025]
Company Name: Earhart Events (t/a Earhart Group Ltd)
Website: [www.earhartevents.com]
Email: [info@earhartevents.com]

1. Introduction

This Returns & Refunds Policy outlines how deposits, payments, and cancellations are managed for bookings made with Earhart Events (t/a Earhart Group Ltd) (“we”, “us”, or “our”).

By booking or hiring equipment from us, you agree to the terms set out in this policy, which should be read in conjunction with our Terms & Conditions, Privacy Policy, and Cookie Policy.

2. Nature of Our Services

Earhart Events provides hire and setup of decorative props, lighting, post boxes, sweet carts, and related event items for weddings, birthdays, and special occasions.
Because these are custom hire services reserved for specific dates and locations, our refund structure differs from that of general retail purchases.

3. Deposits

  • A non-refundable deposit (amount specified at the time of booking) is required to secure all bookings.

  • Your booking is not confirmed until the deposit has been received.

  • Deposits cover administrative, preparation, and reservation costs and therefore cannot be refunded if you later cancel your event.

4. Final Payments

  • Full balance payment is due no later than [30 days] prior to your event date (unless otherwise stated in your booking confirmation).

  • If payment is not received by the due date, your booking may be cancelled, and the deposit retained.

  • Once full payment is made and the event date confirmed, refunds are limited as outlined below.

  • For booking dates that fall within the 30 day period, payment is required in full.

5. Cancellations and Refunds

(a). Customer-Initiated Cancellations

If you need to cancel your booking, written notice must be provided to [info@earhartevents.com].

Refunds are processed as follows:

  • More than 30 days before event: Deposit is forfeited; any additional payments made will be refunded.

  • Between 14–30 days before event: 50% of the total hire charge is payable (deposit included).

  • Less than 14 days before event: Full hire amount is payable; no refund will be issued.

Refunds, where applicable, will be processed within 10–14 business days of cancellation confirmation.

(b). Company-Initiated Cancellations

In the rare event that we must cancel your booking due to unforeseen circumstances (e.g., equipment damage, staff illness, or severe weather making delivery unsafe):

  • You will be offered the choice of a full refund or a rescheduled date (subject to availability).

  • We will not be liable for any additional costs incurred by you as a result of such cancellation.

(c). Force Majeure Events

If cancellation is required due to events beyond either party’s control (e.g., natural disasters, pandemic restrictions, strikes, government bans, or transport disruption), we will:

  • Offer to reschedule your booking to a future available date, or

  • Issue a credit note equal to payments made, valid for 12 months from the original event date.

Refunds in these cases are issued at our discretion based on incurred costs and supplier arrangements.

6. Equipment Returns and Condition

As a hire service, items are rented rather than purchased. The following applies:

  • All hired items must be returned (or made available for collection) in the same condition as delivered.

  • If any items are lost, stolen, damaged, or excessively soiled, replacement or cleaning fees will apply, deducted from your security deposit or billed separately.

  • We do not offer refunds or exchanges for dissatisfaction caused by misuse, neglect, or damage while items are in your possession.

7. Refunds for Damaged or Faulty Items

We inspect all items before delivery. In the unlikely event that an item arrives damaged or faulty:

  • Please notify us immediately upon delivery or setup.

  • If the issue cannot be resolved on-site, a replacement (where possible) will be provided, or a partial refund will be issued for the affected item only.

  • Refunds are not available after the event date if the issue was not reported at the time of delivery or setup.

8. Refund Method

Approved refunds will be issued:

  • To the original payment method used for booking, and

  • Within 10–14 business days of approval, depending on your payment provider.

We are unable to refund cash for payments made electronically (e.g., via Stripe, PayPal, or bank transfer).

9. Non-Refundable Items and Services

Refunds will not be provided for:

  • Deposits

  • Customised décor or made-to-order items

  • Delivery or collection charges (if already incurred)

  • Any third-party services arranged on your behalf (e.g., venue coordination, subcontracted décor)

  • Changes in personal circumstances or event attendance

10. Event Postponements

If you wish to reschedule your event date:

  • We will make reasonable efforts to accommodate your new date, subject to availability.

  • Any payments already made (including deposits) will be transferred to the new booking.

  • Only one reschedule is permitted per booking; further changes may incur an administrative fee.

  • If no suitable alternative date is available, cancellation terms (Section 5a) will apply.

11. Customer Responsibility

It is the customer’s responsibility to:

  • Review all order details and confirm accuracy prior to payment.

  • Ensure access to the venue for delivery and collection as agreed.

  • Notify us promptly of any issues or cancellations.

We cannot provide refunds due to lack of access, incorrect booking information, or venue restrictions.

12. Refund Disputes

If you believe you are entitled to a refund that has not been processed, please contact us at [info@earhartevents.com] within 7 days of your event or cancellation date.
We aim to review and resolve all refund-related queries within 14 days.

13. Contact Information

For all booking, cancellation, or refund enquiries, please contact:

Earhart Events (t/a Earhart Group Ltd)
Email: [info@earhartevents.com]
Website: [www.earhartevents.com]

14. Related Policies

This policy should be read alongside: