BOOKING, CANCELLATION & WEATHER

Booking, Cancellation & Weather

Quick Reference Policy

Booking & Payment

Deposit:

• 30% of total event fee
• Required for bookings made more than 7 days prior
• Non-refundable in cash (except under 24-hour weather rule)

Final Payment:

• Remaining balance due 7 days prior to event
• If unpaid, booking may be cancelled and deposit forfeited

Short-Notice Bookings (Within 7 Days):

• 100% payment due at time of booking

Client Cancellation (Non-Weather)

Timing measured from scheduled event start time.

More Than 72 Hours Before Event

Client may choose:

• Refund of payments made less 30% deposit, OR
• 100% credit of total amount paid (including deposit)

Credits:

• Valid 12 months
• Non-transferable
• Not convertible to cash
• Subject to availability

Within 72 Hours of Event

• All payments non-refundable
• Full contracted event fee remains due
• Credit may be issued at sole discretion (not guaranteed)

No-Show / Unable to Set Up

If unable to proceed due to:

• Client not present
• No access to setup area
• Unsafe or unsuitable site
• Changes made upon arrival

All payments are non-refundable.

24-Hour Weather Cancellation (Forecasted)

If unsafe weather is forecasted 24 hours prior to event start time, Client may choose:

• Full refund of all amounts paid less $50 admin fee, OR
• 100% event credit valid 12 months

Weather determination is made solely by Pop-Up Sports. Does not apply within 24 hours of event start time.

Weather During Event

Light rain or temporary moisture:

• Equipment powered down
• Event time continues running
• No time extension
• No fee reduction

Temporary pauses do not alter contracted event duration. Equipment will not operate in active rainfall.

Early Shutdown Due to Weather (After Setup)

If the event is fully shut down:

Less Than 50% of Booked Time Completed

• 50% credit of total event fee
• Travel surcharges, custom branding, and specialty add-ons excluded
• Credit valid 12 months
• Non-refundable
• Subject to availability

50% or More of Booked Time Completed

• Event considered fulfilled
• No refunds
• No credits

Wind Policy

Setup may be refused or suspended if:

• Sustained winds exceed safe thresholds
• Gusting creates instability
• Anchoring cannot be secured

Thresholds are determined by manufacturer specs and staff judgment.

Power Requirement

• Dedicated 15A circuit required
• If insufficient power upon arrival, a generator may be required

No Cash Refunds After Setup

After setup has occurred:

• No cash refunds issued
• Credits issued only per policy sections above