Baby It's Cold Outside - Navigating Our Inclement Weather Cancellation Policy

Snow plows take to the streets of Downtown Baltimore

What You Need to Know

At Collective Spaces - The Loft, we understand how unpredictable the weather can be, especially when it comes to planning your big day. While we always aim to create a seamless experience, we also prioritize your safety and peace of mind. Let’s break down our inclement weather cancellation policy, share your options, and provide tips to help you prepare—all while keeping everyone in the loop.

Our Cancellation Policy for Inclement Weather

We know the stress that unexpected weather can bring, so here’s how our inclement weather cancellation policy works:

1. Force Majeure Cancellations

   • If severe weather qualifies as a Force Majeure event (e.g., state of emergency, road closures, power outages), the following terms apply:

     • No additional cancellation fees.

     • Refund of your Damage and Infraction Retainer.

     • The Rental Fee Deposit (50%) is retained.

     • You have the option to reschedule at no additional cost, subject to availability and at the sole discretion of the Licensor.

       
       

2. Cancellations Without Force Majeure

   • If your event doesn’t qualify under Force Majeure and you need to cancel:

     • The Rental Fee Deposit (50%) is non-refundable.

     • If canceled less than 60 days before your event, the remaining Rental Fee balance is due unless we rebook the date. If the date is rebooked, the balance may be waived at the sole discretion of the Licensor.

     • Your Damage and Infraction Retainer will be fully refunded.

       
       

3. Rescheduling

   • Rescheduling your event is always an option. Requests for rescheduling must be submitted in writing and are subject to the sole discretion of the Licensor and venue availability. Rescheduling is free, based on these terms.

     
     

4. Proceeding with Adjustments

   • If you choose to move forward with your event despite the weather, we’re here to support you. Options include:

     • Additional flexibility with setup and breakdown times.

     • Adjusted rental hours (extra charges may apply for extended time).

       
       

How to Prepare for Inclement Weather

While we can’t control the weather, a little preparation goes a long way. Here’s how to get ahead of the storm:

• Stay Updated: Keep an eye on weather forecasts leading up to your event.

• Have a Backup Plan: Consider alternative dates or strategies in case of severe weather.

• Vendor Discussions: Talk to your vendors about their weather-related policies and flexibility.

• Guest Communication Plan: Have a clear plan to notify guests of changes. Email, text, and social media are all effective tools.

  
  

How to Communicate with Vendors and Guests

Clear, timely communication is key when dealing with weather-related changes. Here’s how to keep everyone informed:

1. With Vendors

   • Share updates about schedule changes or cancellations as early as possible.

   • Confirm your vendors’ cancellation or rescheduling policies in advance.

   • Provide detailed instructions for venue access if weather creates challenges.

     
     

2. With Guests

   • Use multiple channels (email, text, social media) to ensure your message reaches everyone.

   • Clearly communicate updates about your event status, any rescheduled dates, or safety instructions.

   • Encourage guests to plan for weather-related delays, such as leaving earlier or arranging alternate transportation.

     
     

How We Support You

At Collective Spaces - The Loft, we’re here to make things easier. Whether you choose to reschedule, adjust your plans, or proceed as scheduled, our team is ready to assist. We’ll work with you to find solutions that prioritize safety and minimize stress, so you can focus on what matters most: creating a memorable event.

Have questions about our cancellation policy or inclement weather options? Don’t hesitate to reach out. We’re here to help every step of the way.

Stay Safe, Stay Ready

While no one can predict the weather, being prepared makes all the difference. Understanding your options, planning ahead, and communicating effectively will help ensure your event is a success—rain, snow, or shine!Understanding your options, planning ahead, and communicating effectively will help ensure your event is a success—rain, snow, or shine!help ensure your event is a success—rain, snow, or shine!