1. Purpose of This Policy
Every Build-A-Bong event requires advance planning, product preparation, scheduling, inventory reservation, travel coordination, setup time, and administrative work. Because each event is prepared specifically for the host, location, theme, guest count, and selected build options, deposits are required to protect reserved dates, reserved inventory, staffing time, custom preparation, and lost booking opportunities.
A deposit is not a punishment. It is the commitment that allows Pixie’s Pantry to hold your event date, prepare your setup, and begin event planning. No event is confirmed until the required deposit has been paid and accepted.
2. What the Deposit Covers
Deposits help cover the time and resources required before the event ever begins.
- Reserving your event date and blocking off the calendar.
- Preparing, reserving, and packing glassware and accessories.
- Planning theme details and event flow.
- Reviewing guest count and setup requirements.
- Coordinating travel, staffing, and materials.
- Communicating with the host and turning away other bookings for the same date.
Because planning begins once a booking is accepted, deposits are generally non-refundable unless Pixie’s Pantry cancels the event and no reasonable reschedule option is available.
3. Event Is Not Confirmed Until Deposit Is Paid
A date, time, theme, or quote may be discussed before a deposit is paid, but the event is not officially reserved until Pixie’s Pantry receives the required deposit.
- The date remains available to other customers.
- Inventory is not reserved.
- Custom requests are not guaranteed.
- Travel is not locked in.
- Pricing may change if the booking details change.
4. Standard Deposit Requirements
Deposit amounts vary based on event type, guest count, distance, theme complexity, and whether the event requires custom preparation.
Individual Public Events
For ticketed public workshops or individual seat reservations, each guest may be required to pay a deposit or pay in full to reserve their seat. Common individual deposits are 50% of the selected package, such as $20 on a $40 build, $25 on a $50 build, or $30 on a $60 build. Remaining balances are due before the event begins.
Private Parties
Private parties require a booking deposit because Pixie’s Pantry is reserving the date for your group. Typical private party deposits range from $100 to $300 depending on size, location, and complexity.
Retail, Business & Dispensary Events
Business, retail, dispensary, smoke shop, wellness, boutique, festival, and market activations may require a larger deposit due to setup requirements, planning time, promotional coordination, and inventory needs. Some approved partners may qualify for a waived or reduced deposit under a partnership agreement.
5. Waived Deposit Partnership Option
Pixie’s Pantry may waive or reduce a deposit for select business, retail, or dispensary partners when the partnership creates clear value for both sides.
- Usable event space and reasonable setup access.
- Electricity if needed.
- Permission to display Pixie’s Pantry cards, QR codes, signs, and booking materials.
- Event promotion before the date.
- Customer referrals and social media support.
- A safe and appropriate event environment.
A waived deposit is not automatic. If a partner does not follow through on agreed promotion, setup, access, or host responsibilities, future waived-deposit opportunities may be denied.
6. Remaining Balance
Any remaining event balance is due before the event begins unless another written payment arrangement has been approved. The event may not begin until the required balance is paid. Remaining balances may include per-person build fees, add-on upgrades, travel fees, custom theme fees, extra inventory fees, additional guest charges, or extended time fees.
7. Guest Count Policy
Guest count matters because inventory, staffing, setup space, and pricing are planned around the expected number of participants.
Increasing Guest Count
Additional guests may be added if inventory and space allow, but last-minute additions are not guaranteed.
Decreasing Guest Count
If the guest count decreases, the host may still be responsible for the agreed minimum event total because supplies, time, and inventory may already be reserved.
Minimum Guest Requirement
Private and mobile events may require a minimum number of guests or a minimum event total. If the actual guest count falls below the minimum, the host is still responsible for the minimum agreed amount.
8. Rescheduling Policy
Pixie’s Pantry understands that life happens. Whenever possible, rescheduling is preferred over cancellation. All reschedules are subject to date availability, inventory availability, travel availability, and staffing availability.
More Than 14 Days Before Event
The deposit may transfer to a new available date one time at no additional charge.
7–14 Days Before Event
The deposit may be transferred one time at Pixie’s Pantry’s discretion. Additional fees may apply if custom supplies, travel, staffing, or materials are already prepared.
Less Than 7 Days Before Event
Rescheduling is not guaranteed. If approved, a rescheduling fee may apply and the original deposit may be partially or fully forfeited depending on preparation completed.
Same-Day Rescheduling
Same-day rescheduling is treated as a cancellation unless caused by a verified emergency, unsafe weather, venue closure, or circumstances outside the host’s control.
9. Cancellation Policy
More Than 14 Days Before Event
The deposit is generally not refunded but may be converted to a future event credit at Pixie’s Pantry’s discretion.
7–14 Days Before Event
The deposit is non-refundable. A partial future credit may be offered at Pixie’s Pantry’s discretion.
Less Than 7 Days Before Event
The deposit is forfeited. Custom inventory, travel, special orders, or preparation costs may also be charged if already incurred.
Same-Day Cancellation
Same-day cancellations, no-show events, locked venues, inaccessible locations, or failure to provide agreed setup access are non-refundable.
10. Weather Policy
Outdoor events are subject to weather conditions. Unsafe weather may include severe thunderstorms, tornado warnings, flooding, dangerous winds, extreme heat, lightning, or unsafe outdoor setup conditions. Light rain, normal seasonal weather, or minor temperature changes do not automatically qualify for cancellation. Outdoor hosts should have a backup indoor or covered location whenever possible.
11. Venue Access Policy
The host must provide reasonable access to the event location for setup and breakdown, including entry access, parking instructions, setup location, table space if required, electricity if required, permission from venue owners or managers, and safe working conditions. If the venue denies access or the host does not have proper permission, the event may be canceled without refund.
12. Travel Fees
Travel fees may apply depending on location, distance, setup requirements, and event size. Travel fees may cover mileage, fuel, drive time, parking, loading/unloading, overnight travel if needed, and additional staff transportation. If the event location changes after booking, travel fees may also change.
13. Custom Theme & Special Order Policy
Custom themes may require additional planning, special supplies, extra sourcing, or custom preparation. Special orders, custom colors, rare accessories, or requested inventory are not guaranteed until confirmed and paid for. If custom inventory is ordered for your event, those costs may be non-refundable even if the event is canceled.
14. Inventory Availability
Pixie’s Pantry will do its best to provide requested colors, styles, accessories, and themes, but inventory availability can change. Specific items are not guaranteed unless confirmed in writing. Comparable substitutions may be made when needed and do not qualify for refunds.
15. Late Arrival Policy
Events are scheduled for a specific time. If the host or guests arrive late, the event may still end at the originally scheduled time. Late arrivals may receive shortened instructions. Pixie’s Pantry is not required to extend the event due to late arrivals.
16. No-Show Policy
A no-show occurs when the host does not arrive, the venue is inaccessible, guests do not attend, the host does not communicate, Pixie’s Pantry arrives but cannot set up, or the event cannot proceed due to host failure. No-shows are non-refundable and the full deposit is forfeited. Additional travel or preparation fees may still be due.
17. Payment Methods
Accepted payment methods may include credit card, debit card, cash, approved digital payment methods, invoice payment, or other approved payment arrangements. Returned payments, failed payments, chargebacks, or unpaid balances may result in cancellation, collection action, or refusal of future bookings.
18. Chargeback Policy
By paying a deposit or event invoice, the host acknowledges that Pixie’s Pantry begins providing booking services immediately, including holding the date, planning the event, reserving inventory, preparing materials, communicating with the host, declining other bookings, and coordinating travel and staff. Pixie’s Pantry reserves the right to provide booking records, messages, invoices, signed agreements, and preparation documentation to the payment processor.
19. No Promo Codes Policy
Pixie’s Pantry does not rely on fake discounts, inflated prices, or constant coupon codes. Our regular pricing is designed to already be strong, fair, and clear. The price listed is the deal.
20. Refunds & Event Credit
Refunds are not guaranteed. Deposits are generally non-refundable because booking work begins immediately. Pixie’s Pantry may offer event credit instead of a refund when appropriate. Event credits may expire and may not be transferable unless approved in writing.
21. Host Agreement & Contact
By paying a deposit, reserving a date, submitting a booking form, approving an event quote, or allowing Pixie’s Pantry to begin event preparation, the host agrees to this Deposit, Rescheduling & Booking Policy and all related event terms.
Pixie’s Pantry
Email: admin@pixies-pantry.com
Website: pixies-pantry.com
