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Legal

Cancellation Policy

Effective:
Last updated:
Jurisdiction:
United States

1. OVERVIEW

This Cancellation Policy governs how cancellations are handled on the bartendersNow™ platform. Our policy is designed to balance flexibility for Hosts during the planning phase with income protection for Bartenders as events approach.

Key Principle: The closer to the event date, the more we protect Bartender income, as their ability to find replacement work diminishes.

At a glance

  • The earlier you cancel, the more you get back — a full refund 14+ days out, 50% at 7–14 days, and no refund within 7 days. The refund matrix in Section 2 lists every value.
  • Cancellation is available up until your event's scheduled start time. After that, the booking can no longer be cancelled — use Report an issue instead (Section 2.5).
  • If your Bartender cancels, you receive a 100% refund of all payments, including service fees.
  • The Captain Service fee is non-refundable for Host cancellations made within 14 days of the event.
  • Refunds are processed within 5–10 business days to your original payment method.

This summary is for convenience only; the full policy below governs.

On this page

  1. Overview
  2. Host Cancellation Policy
  3. Cancellation Examples
  4. Bartender Cancellation Policy
  5. Multi-Bartender Events
  6. Special Circumstances
  7. Payment Processing
  8. Frequently Asked Questions
  9. Contact Us
  10. Policy Updates

2. HOST CANCELLATION POLICY

2.1 Refund Matrix

Cancellation timing is calculated from the scheduled Bartender arrival time specified in your booking. The 12% Host Service Fee follows the same refund tiers as Bartender costs.

Cancellation TimingHost Refund (Bartender cost)Bartender Compensation12% Host Service FeeCaptain Service Fee (Host-initiated)
14+ days before event100% refund$0100% service fee refundedYes - full refund
7-14 days before event50% refund50% of contracted amount50% service fee refundedNo - Captain keeps 100%
Within 7 days of eventNo refund100% of contracted amountNo service fee refundNo - Captain keeps 100%
Bartender cancels (any timing)100% refund of all payments—100% service fee refundedRefunded 100% to Host

All timings above are measured from your Bartender's scheduled arrival time. Cancellation itself is available only before your event's scheduled start time — see Section 2.5.

2.2 No Separate Payment-Processing Fee

No separate payment-processing fee. bartendersNow™ absorbs payment-processing costs. You pay exactly the Bartender cost plus the 12% Host Service Fee — there is no separate card-processing charge added to your total, and none is withheld from your refund. When you cancel, your refund is simply the applicable percentage of what you paid (Bartender cost and Host Service Fee) under the tiers above: 100% on a full refund (14+ days before the event, or any Bartender-initiated cancellation) and 50% on a partial refund (7–14 days before the event). The Captain Service fee follows its own rule and is handled per Section 2.3. The refund amounts shown in the matrix and examples in this policy are the exact amounts returned to you.

2.3 Captain Service Fee

The Captain Service coordination fee is 100% non-refundable for Host-initiated cancellations made within 14 days of your event. This non-refundability applies only to cancellations initiated by the Host. If the Captain, a Bartender, or the platform cancels, the Host receives a 100% refund of the Captain fee.

Rationale: The Captain invests significant time in team coordination, host communication, and event planning during the final two weeks before an event. This fee compensates for that work.

If the Captain, a Bartender, or the platform cancels the booking, the Captain fee is refunded 100% to the Host regardless of timing.

2.4 How to Cancel

  1. Log into your bartendersNow™ account
  2. Navigate to "My Bookings"
  3. Select the booking you wish to cancel
  4. Click "Cancel Booking"
  5. Review the refund breakdown before confirming
  6. Confirm cancellation

Your refund will be processed within 5–10 business days to your original payment method.

2.5 When Cancellation Is Available

You can cancel a booking at any time from the moment you create your event until your event's scheduled start time. The refund you receive is set by the matrix in Section 2.1, which is measured from your Bartender's scheduled arrival time. These are two different times: your Bartender is scheduled to arrive before your event begins, so that setup is finished when your guests arrive.

Once your event's scheduled start time has passed, the booking can no longer be cancelled. The option to cancel is no longer offered, and a cancellation request made after that point will not be accepted. This applies whether or not your event actually began, and whether or not your Bartender arrived. (If your booking does not record a separate start time, this cut-off is your Bartender's scheduled arrival time.)

Cancelling after your Bartender's scheduled arrival time but before your event's scheduled start time falls in the "Within 7 days of event" row of Section 2.1: you are charged the full booking amount and the Host Service Fee, no refund is issued, and your Bartender receives 100% of their contracted amount. Your Bartender may already be travelling to your venue or setting up, so this is the most expensive point at which you can cancel. Before the cancellation goes through, we will show you the exact amount you will be charged and ask you to confirm that you understand no refund applies.

If something has gone wrong, do not use Cancel. Use Report an issue on your event instead — including if your Bartender did not arrive, left early, or you believe you were charged for time that was not worked. Reports are reviewed under our Dispute Resolution Policy.

Safety and alcohol-service concerns are handled separately and immediately. If you have a safety concern, or a concern about alcohol service — including service to a minor or to a visibly intoxicated guest — contact safety@bartendersnow.com or call (888) 548-9469 right away. Do not use Cancel or Report an issue for an urgent safety matter. A Bartender's refusal to serve a guest, made in good faith to comply with the law or with our Alcohol Service Compliance requirements — including refusing a guest who appears to be under 21, cannot produce acceptable identification, or appears visibly intoxicated — is not grounds for a cancellation penalty waiver or a refund. This does not affect any other right you have under this policy or our Dispute Resolution Policy.

3. CANCELLATION EXAMPLES

Example 1: Host Cancels 20 Days Before Event

  • Booking: 5 hours at $80/hr = $400 Bartender + $48 service fee = $448 total
  • Cancellation tier: 14+ days (Tier 1)
  • Host refund: $448 (100%)
  • Bartender receives: $0

Example 2: Host Cancels 10 Days Before Event

  • Booking: 5 hours at $80/hr = $400 Bartender + $48 service fee = $448 total
  • Cancellation tier: 7-14 days (Tier 2)
  • Host refund: $224 (50%)
  • Bartender receives: $200 (50% of $400)

Example 3: Host Cancels 3 Days Before Event

  • Booking: 5 hours at $80/hr = $400 Bartender + $48 service fee = $448 total
  • Cancellation tier: Within 7 days (Tier 3)
  • Host refund: $0
  • Bartender receives: $400 (100%)

Example 4: Event with Captain Service (Host Cancels 10 Days Before)

  • Booking: $400 Bartender + $50 Captain + $54 service fee = $504 total
  • Cancellation tier: 7-14 days (Tier 2)
  • Host refund: $227 (50% of Bartender cost + 50% service fee; Captain fee non-refundable)
  • Bartender receives: $200 (50%)
  • Captain receives: $50 (100% - non-refundable)

4. BARTENDER CANCELLATION POLICY

4.1 Host Protection

In ALL Bartender-initiated cancellation scenarios, Hosts receive a 100% refund of all payments, including service fees.

When a Bartender cancels a confirmed booking, you will receive an immediate 100% refund of all payments.

The bartendersNow™ platform provides self-service tools to help you find a replacement:

  • Browse available Bartenders in your area for your event date/time
  • View profiles, ratings, and reviews to make an informed selection
  • Book a replacement directly through the platform

Note: Finding a replacement Bartender is not guaranteed and depends on availability.

4.2 Reliability as a Material Contract Term

By accepting bookings through bartendersNow™, Bartenders enter into binding service contracts with Hosts. Fulfilling accepted bookings is a material term of both the service contract with the Host and the Bartender's agreement to use the platform.

Unreliability as Material Breach: Bartenders who fail to fulfill accepted bookings may be in material breach of their contractual obligations. Such breaches undermine the integrity of the marketplace and the trust essential to its operation.

Platform Response: bartendersNow™ reserves the right to terminate platform access for Bartenders whose conduct demonstrates a pattern of unreliability or whose cancellations cause significant harm to Hosts. This determination is made at the platform's sole discretion based on the totality of circumstances, including but not limited to:

  • Timing and frequency of cancellations
  • Impact on Hosts and the marketplace
  • Circumstances surrounding cancellations

No Progressive Discipline: Consistent with the independent contractor relationship, bartendersNow™ does not impose warnings, suspensions, fines, or other employment-style discipline. The platform's sole remedy is restriction or termination of access.

5. MULTI-BARTENDER EVENTS

5.1 Full Event Cancellation

When a Host cancels an entire multi-Bartender event:

  • Standard cancellation tiers apply to all Bartender payouts
  • Captain fee remains 100% non-refundable (if within 14 days)
  • Each Bartender receives compensation based on the cancellation tier

5.2 Reducing Bartender Count

  • Permitted: Up to 14 days before the event
  • Not permitted: Within 14 days of the event (team is locked)

If you need to reduce Bartender count before the 14-day window, standard cancellation tiers apply to removed Bartenders.

5.3 If a Team Bartender Cancels

If a non-Captain Bartender cancels from a multi-Bartender event:

  • You receive a full refund for that Bartender's position
  • The Captain and remaining Bartenders are unaffected
  • You may use the platform's self-service search tools to find and book a replacement Bartender (subject to availability)

6. SPECIAL CIRCUMSTANCES

6.1 Host No-Show

If a Host or event does not materialize and the Bartender arrives at the scheduled location:

  • Bartender receives 100% of their contracted payment (already charged at the 48-hour lock)
  • If there is nothing for the Bartender to do, they may leave at their own discretion, but assume the risk of poor ratings if the Host disputes the departure
  • Bartenders cannot receive more than their contracted amount in any scenario
  • Host account is subject to review and potential suspension

6.2 Venue Cancellation

If your venue cancels or your event location changes substantially:

  • This is treated as a Host-initiated cancellation
  • Standard cancellation tiers apply based on when you notify us

6.3 Short-Notice Bartender Declines

For short-notice bookings (less than 48 hours to event), the Host is charged at the moment they commit to a specific Bartender. If the Host requested a specific Bartender and that Bartender then declines the request or does not respond within the request window:

  • The Host receives a 100% refund automatically (including the service fee)
  • The event returns to a state where the Host may request another Bartender or cancel the event entirely
  • The declining Bartender receives no compensation (they did not accept the booking)
  • The refund is processed to the original payment method within 5–10 business days

This is distinct from a Bartender cancellation, which applies only to bookings the Bartender has accepted and confirmed.

6.4 Force Majeure

For extraordinary circumstances beyond your control (natural disasters, government orders, medical emergencies):

  • Contact us immediately at support@bartendersnow.com
  • We will review requests on a case-by-case basis
  • Documentation may be required

6.5 After Your Event Has Started

Cancellation is a pre-service option only. Once your event's scheduled start time has passed, the booking can no longer be cancelled — see Section 2.5. If your Bartender did not arrive, left early, or something else went wrong, use Report an issue on your event, or contact us at disputes@bartendersnow.com. Safety or alcohol-service concerns should go to safety@bartendersnow.com or (888) 548-9469 immediately.

7. PAYMENT PROCESSING

7.1 When Payment is Collected

Payment is collected at the earliest of:

  1. When you cancel your booking, OR
  2. 48 hours before your Bartender's scheduled arrival time, OR
  3. At the moment you commit to a Bartender for a short-notice booking (event less than 48 hours away)

See the Payment Timeline Policy for full details on each trigger.

7.2 Refund Timeline

  • Refunds are processed within 5–10 business days
  • Refunds return to your original payment method
  • If your original payment method is unavailable, platform credit will be issued

7.3 Payment Failure at Cancellation

If your payment method is declined when you cancel:

  • You have 24 hours to update your payment method
  • Your Bartender will still receive their compensation earned for legitimate, completed services (we guarantee payment for legitimate, completed bookings pursuant to Section 4.2 of the Dispute Resolution Policy)
  • Your account will be restricted until payment is resolved

8. FREQUENTLY ASKED QUESTIONS

Q: Can I reschedule instead of canceling? A: Currently, changes to event date/time must be processed as a cancellation followed by a new booking. Cancellation tiers will apply. We are developing a reschedule feature for future release.

Q: What if my Bartender cancels on me? A: You receive a 100% refund immediately. You can use the platform's search tools to find and book an available replacement Bartender. Bartenders who fail to fulfill accepted bookings may be in breach of their contractual obligations and risk termination of their platform access.

Q: Why is the Captain fee non-refundable? A: Captains invest significant coordination time in the weeks before your event—communicating with you, organizing the team, and planning logistics. The non-refundable fee compensates them for this work.

Q: What counts as "days before event"? A: Days are calculated from your Bartender's scheduled arrival time, not midnight. If your Bartender is scheduled to arrive at 5:00 PM on Saturday, "7 days before" means 5:00 PM the previous Saturday.

Q: Can I cancel after my event has started, or after it's over? A: No. Cancellation is available up until your event's scheduled start time; after that, the booking can no longer be cancelled. If your Bartender did not arrive, left early, or something else went wrong, use "Report an issue" on your event. See Section 2.5 and our Dispute Resolution Policy.

Q: What if there's a weather emergency? A: Contact us immediately. We evaluate weather-related situations case-by-case. Standard policy applies by default, but we may offer accommodations for documented severe weather events.

9. CONTACT US

Cancellation Questions:

Disputes or Appeals:

10. POLICY UPDATES

We may update this Cancellation Policy from time to time. Material changes will be communicated via email and in-app notification at least 14 days before taking effect.

Your continued use of the Platform after policy changes indicates acceptance of the updated terms.

This Cancellation Policy is incorporated by reference into the bartendersNow™ Terms of Service. In the event of any conflict between this policy and the Terms of Service, the Terms of Service shall govern.

Last Updated: September 1, 2026 Version: 1.5