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Booking & policies

How to book, and what to expect

A clear path from first message to your event day, and plain-language summaries of our deposit, change, cancellation and weather policies.

The full journey

From first click to the day after

Technology handles the information, documents, payments and reminders. We keep the human contact for design, advice and creative decisions.

  1. Discover & explore

    You find us through Google, Instagram, Facebook or a referral and browse our services, portfolio, "from" pricing, how it works, FAQ and policies.

  2. Request a quote

    You complete the quote request form — event type, date, time, venue or city, guest count, indoor/outdoor, services needed, budget, colours and inspiration — so we have what we need from the start.

  3. Request received

    You get an automatic confirmation that your request has arrived and is being reviewed. We check date availability, location, scope, inventory, set-up time and budget fit. A request does not reserve your date.

  4. Personalised proposal

    If the project is a fit, we send a written proposal — see exactly what it includes below.

  5. Approve or adjust

    You accept the proposal or ask for changes. We refine it until it's right.

  6. Agreement & e-signature

    You review and sign the service agreement electronically and accept the policies.

  7. Deposit & booking confirmed

    You pay the 50% deposit through a secure payment link. Your date is now officially reserved and you receive a Booking Confirmation.

  8. Design & planning

    We confirm palette, style, inspiration, personalisations, layout, timing, venue access and set-up / teardown. Weddings and large events may include an extra consultation.

  9. Final confirmation

    Before the event we review every detail together — date, times, address, contact person, venue access, final guest count, approved design, contracted services, final balance, set-up and pickup times — so both sides have the same information.

  10. Event day

    We arrive within the agreed window, transport everything, complete the set-up and styling, and leave the space ready before your event begins.

  11. Teardown & pickup

    When your service includes it, we return at the set time to dismantle and collect our items, and check that any rented pieces are returned as agreed.

  12. After your event

    You receive a thank-you, an invitation to leave a Google review, a request for permission to share photos where relevant, and an invite to follow us on social media.

Your proposal

What the proposal spells out

If your project is viable, the written proposal states clearly:

  • The design and services included
  • The specific elements included
  • Set-up
  • Teardown, when it applies
  • Transport / delivery, when it applies
  • Additional services
  • Price
  • Deposit required and balance outstanding
  • The main conditions
When your date is reserved Your date is officially held only once you have approved the proposal, accepted the policies and signed the agreement, and paid the required deposit. Until all three are done, the date remains open to other clients.

Your service agreement

What the agreement covers

Once you approve the proposal, a written service agreement is prepared for your event. It sets out, in detail:

  • Client and event details
  • Date, timing and location
  • Services and items included
  • Total agreed price
  • Deposit required and balance outstanding
  • Payment due dates
  • Responsibilities of Date un Date — Luxury Events and of the client
  • Set-up and teardown conditions
  • Policy for damage, loss or misuse of rented items
  • Changes requested after the proposal is approved
  • Conditions for weather and outdoor events
  • Cancellation, rescheduling and refund terms
  • Your electronic signature and acceptance of the terms

Payment & changes

Deposits, balances and adjustments

Deposit & payment

We generally take 50% of the total to reserve your date, with the remaining 50% due before the event on the date stated in your agreement. Your booking is confirmed once the agreement is signed and the deposit is received. Payments are made online through a secure link — see the Payments page.

Changes after the proposal is approved

Changes to services, guest count, styling or timing after approval are handled as a written update to your agreement. They may affect the price and are subject to availability and to the time remaining before your event.

Cancellations, rescheduling & refunds

Different events, different notice

Because larger events hold a date months ahead and involve significant planning and custom work, they carry stricter terms than small ones.

Weddings & large events

These are usually booked several months in advance. To be eligible for any refund set out in the agreement, a cancellation must be made roughly 2–3 months before the event. Closer to the date, the deposit and any work already carried out are non-refundable.

Small events — proposals, romantic picnics, small celebrations

To be eligible for any refund set out in the agreement, a cancellation must be made at least 2 weeks before the event.

What is not refundable

Refunds are never automatic or a full 100%. Your agreement states exactly what is and isn't refundable. The following are generally non-refundable once incurred:

  • The deposit / retainer that held your date
  • Custom or personalised items (signage, printed pieces, bespoke florals)
  • Materials and rentals already purchased or reserved for your event
  • Design, sourcing and preparation work already completed

Rescheduling

Where the type of event allows it, we'll try to move your booking to a new date subject to availability. Non-recoverable costs already incurred may still apply, and a new agreement or addendum will be issued.

Last-minute requests

Rush & last-minute bookings

Subject to availability

We welcome last-minute enquiries and will always tell you honestly whether we can do your date justice.

Rush / last-minute fee

When a booking is made with less notice than we'd normally need for that type of event, a Rush / Last-Minute Fee of +30% of the quote may apply. It covers accelerated design, sourcing, personalisation, purchasing, logistics and set-up.

Outdoor events & rentals

Weather and rented items

Weather & outdoor events

For events held outdoors we work with you to find the best available option as the date approaches — moving the set-up to a covered space, adjusting the location, or rescheduling where the type of event allows. Specific weather terms for your event are set out in your agreement.

Rented items

Décor, furniture and tableware provided for your event remain the property of Date un Date — Luxury Events. The client is responsible for damage, loss or misuse of rented items while they are in the client's or guests' care, as detailed in the agreement.

After your event

Follow-up

Staying in touch

A few days after your event you may receive a thank-you message, an invitation to leave a Google review, a request for permission to share photos of your set-up where appropriate, and an invitation to follow Date un Date — Luxury Events on social media. Sharing photos is always optional and only done with your consent.

Please note The summaries on this page are a plain-language guide only. The complete and binding terms for your event are set out in the written service agreement you sign before your booking is confirmed; if anything differs, the signed agreement applies. These policies are being finalised for compliance with British Columbia consumer-protection law and should be reviewed with a qualified advisor before being relied on as definitive legal terms.

Ready when you are

Start with a quote request

Send your date and vision and we'll begin your proposal.

Request a quote