Wedding cancellations are rarer than residential rentals (people don't cancel weddings on a whim) but the dollar value is much higher. Here's the framework.
The four cancellation types
1. Customer cancels 60+ days out
Refund balance, keep deposit. Slot is releasable.
2. Customer cancels 30-60 days
50% refund of total. Wedding-industry standard.
3. Customer cancels under 30 days
No refund. You've blocked inventory + crews + turned away other bookings.
4. Weather cancellation (outdoor events)
Wedding industry standard: tents are deployed regardless of weather forecast (operators don't refund based on weather). Indoor backup is on the customer.
Two policies:
- Tent + outdoor furniture: rain or shine. Customer's responsibility to have backup.
- Photo booth / 360 video: indoor preferred; outdoor weather-dependent on customer setup.
The 14-day pre-event confirmation
Wedding industry runs 14-day confirmations (vs 48-hour for residential). Final guest counts, item adjustments, delivery time confirmation, payment due. Pro process.
You-cancel scenarios
Truck breakdown, equipment failure. Don't half-deliver. Script: "Sorry, [issue]. I'll refund in full + 25% credit toward future booking + help find another vendor." Wedding industry has tight networks; honesty + the credit usually saves the relationship.
The deposit foundation
50% non-refundable at booking is standard. Plus balance due 14 days before event (not day-of, like residential).
The bottom line
50% non-refundable deposit, 60/30/under-30 tiered cancellation, 14-day final confirmation, weather is on customer for outdoor events. Booking software handles all of this.