Booking, Refund, & Canellation Policy

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At Citrus Oak Hospitality, we want the booking process to be straightforward and transparent. This policy explains how event dates are reserved, how payments are handled, and what happens if plans change.

 

1. Reserving Your Event Date

 

An event date is considered reserved once Citrus Oak Hospitality has confirmed the booking and the required 30% deposit has been received.

The deposit secures the date and allows Citrus Oak Hospitality to reserve staff, equipment, supplies, and preparation time specifically for your event.

 

2. Deposit Policy

 

The 30% booking deposit is non-refundable once an event has been confirmed.

The deposit may be fully refunded if Citrus Oak Hospitality is responsible for canceling the event, subject to the exceptions described in this policy.

 

3. Remaining Balance

 

The remaining 70% balance is automatically charged to the credit card on file the day before the scheduled event.

Any additional services, upgrades, additional service time, or other charges approved or incurred during the event will be charged to the card on file the following day after the event.

Citrus Oak Hospitality will not charge a client for services that were not provided.

 

4. Client Cancellations

 

Clients may cancel their event at any time before the final payment is processed.

If a client cancels after the final payment has been processed, no refund will be issued.

The final payment is processed the day before the scheduled event, at which point Citrus Oak Hospitality has committed staffing, preparation, supplies, and other resources to the event.

 

5. Rescheduling

 

Clients may request to reschedule their event up to 30 days before the scheduled event date.

Each booking is eligible for one rescheduling request.

Rescheduling is subject to Citrus Oak Hospitality's availability. If an approved rescheduled date is available, the existing booking and payments may be transferred to the new date.

Requests made less than 30 days before the scheduled event may be considered at the discretion of Citrus Oak Hospitality and based on availability and circumstances.

Once an event has been rescheduled, any additional request to change the date may be treated as a cancellation of the original booking.

 

6. Weather & Outdoor Events

 

Citrus Oak Hospitality understands that Florida weather can be unpredictable, particularly for outdoor events.

Ordinary rain or unfavorable weather does not automatically cancel an event. When reasonably possible, the client should provide a safe, covered location where the bar can be operated.

If severe weather, unsafe conditions, or other weather-related circumstances make it unsafe or impractical for Citrus Oak Hospitality to provide service, we may require the bar to be relocated to a suitable safe location or the event to be rescheduled.

If the client can provide a safe and suitable alternative location at the event venue, Citrus Oak Hospitality will make reasonable efforts to continue service.

If the event cannot reasonably be serviced because of severe weather or unsafe conditions, Citrus Oak Hospitality will work with the client to reschedule the event based on availability.

Weather-related cancellations or rescheduling will be handled on a case-by-case basis with the safety of guests, clients, and Citrus Oak Hospitality staff as the priority.

 

7. Cancellation by Citrus Oak Hospitality

 

If Citrus Oak Hospitality must cancel an event due to circumstances within our responsibility, the client will receive a full refund of amounts paid to Citrus Oak Hospitality for that event.

Citrus Oak Hospitality may, however, decline or terminate service when circumstances arise involving client or guest behavior that creates an unsafe, abusive, threatening, or otherwise inappropriate working environment.

Examples may include threatening behavior, harassment, violence, or serious misconduct directed toward Citrus Oak Hospitality staff.

In situations involving unsafe or inappropriate conduct, Citrus Oak Hospitality reserves the right to discontinue service without refund of amounts already paid.

 

8. Additional Services & Event Changes

 

Requests for additional service time, bartenders, premium experiences, or other services may result in additional charges.

Additional charges approved or incurred during the event will be charged to the credit card on file the following day.

Citrus Oak Hospitality will communicate applicable additional charges whenever reasonably possible before the additional service is provided.

 

9. Client Responsibility

 

The client is responsible for providing accurate event information, including the event date, location, estimated guest count, and other details needed to properly plan the service.

Clients are also responsible for providing the alcohol for their event in accordance with the Citrus Oak Hospitality dry-hire service model.

 

10. Policy Acknowledgment

 

By submitting a booking request and paying the required deposit, the client acknowledges that they have reviewed and agree to the Booking, Deposit & Cancellation Policy applicable to their event.

Citrus Oak Hospitality reserves the right to update this policy from time to time. The policy applicable to a confirmed booking will be the version in effect when the booking is accepted.