Cancellation & Refund Policy

1. Purpose and application

Umberwick Showcase provides consulting work that may involve an initial discussion, concept development, budget planning, entertainment assessment, program documents, technical planning, and production readiness review. This policy explains the general approach to cancellation and refunds for those services. It should be read with the accepted proposal, payment schedule, and any event-specific cancellation terms.

The policy does not create a booking or payment obligation when you simply browse the website or complete the local event-brief form. That form displays a confirmation in your browser and does not transmit your information or reserve consulting time. A cancellation calculation becomes relevant only when an engagement or appointment has been agreed.

2. Requesting a cancellation

If you need to cancel, contact us as soon as possible using the details at the end of this page. Written notice is preferable because it records the date, engagement, and work affected. Identify your name, the relevant event or service, any proposal or invoice reference, and whether you want to cancel the entire engagement or only a particular meeting or work item.

We will review the stage of the engagement, work completed, payments received, remaining deliverables, and any authorized commitments. A cancellation request should be acknowledged and the financial calculation explained. Sending a request does not automatically establish the refund amount, but it gives us the opportunity to stop avoidable future work and clarify next steps.

3. Before an engagement begins

If no agreement has been accepted and no payment has been made, you ordinarily have no consulting engagement to cancel. If an agreement has been accepted but substantive work has not begun, the treatment of an advance payment depends on the accepted terms and any identifiable, authorized costs already incurred for the engagement.

We do not describe every advance payment as automatically nonrefundable. Any reservation charge or other cancellation-related charge must be disclosed before acceptance, have an appropriate contractual basis, and be permitted by applicable law. A charge should not be invented after a cancellation request is received.

4. Scheduled consultations and meetings

For a scheduled consultation, notify us promptly if you cannot attend or need to change the time. Availability for a replacement meeting depends on the calendar and the event’s planning requirements. The agreement or appointment confirmation should identify any applicable notice period or charge for a missed or late-cancelled meeting.

This general policy does not impose a universal 24-hour, 48-hour, or other cancellation deadline. If a particular engagement includes one, it should be communicated before the appointment is confirmed. Any charge for preparation already undertaken or time expressly reserved is evaluated under the accepted arrangement and applicable law.

5. Cancellation after work has started

When work is underway, cancellation does not automatically make completed consulting work valueless or erase payment obligations for services already provided. We assess the deliverables produced, meetings held, research or planning completed, and other work performed within the agreed scope up to the effective stopping point.

For a milestone-based engagement, completed milestones provide a useful basis for the calculation. If the agreement does not allocate a fee to each milestone, the parties should review a reasonable allocation that reflects the actual work and agreed service. Work performed outside the scope without authorization should not be treated as an automatic cancellation charge.

6. Advance payments and refund calculation

An advance payment is applied according to the accepted payment terms. To calculate an amount due or refundable after cancellation, we consider payments received, the agreed value of completed work, and any specifically authorized costs or disclosed charges that legitimately remain payable. The calculation should explain each relevant deduction or balance.

If your payments exceed the amount properly due, the excess may be refunded. If completed work and authorized charges exceed the amount paid, an outstanding balance may remain payable under the agreement. We should provide a final statement so you can understand how the total was reached and ask questions about any item.

A refund for unperformed work is different from a complaint about work already delivered. If you believe a deliverable did not meet the agreed scope, identify the issue so we can review whether correction, completion, a price adjustment, or another appropriate resolution is warranted.

7. Third-party charges

Performer fees, venue rentals, equipment, travel, permits, and other supplier costs are not included in the listed consulting fees unless the written scope expressly says they are. Contracts you enter with performers, venues, or suppliers are governed by their own cancellation and refund terms. Cancelling our consultation does not automatically cancel those contracts.

If you expressly authorized us to make a third-party commitment for the engagement, any recoverable and unrecoverable amounts should be identified. We will not assume unlimited purchasing authority from a general consultation request. A refund from a third party may depend on that party’s contract and processing arrangements.

8. Postponing an event or changing the brief

If your event date changes, tell us whether the consulting deliverables can still be used and which requirements have changed. Existing work may remain useful, may need limited updates, or may require substantial revision because the venue, program, suppliers, budget, or audience has changed.

A postponement does not guarantee that the same consulting dates, pricing scope, or supplier information remain available. We will assess revised timing and any additional work before confirming an updated arrangement. Additional fees should be agreed in writing before chargeable revisions are performed. Where an engagement cannot reasonably continue, the cancellation calculation applies to the work and commitments already completed.

9. If we cannot perform the agreed service

If Umberwick Showcase cannot complete an accepted service, we will explain the situation and discuss appropriate next steps. Depending on the circumstances, those steps may include a revised timetable accepted by the client, delivery of completed usable materials, or a refund for the portion of the agreed work that will not be provided.

We will not substitute a materially different service or assume that a client accepts indefinite delay. If an interruption affects only part of the engagement, the calculation should distinguish completed work from the remaining scope. Applicable legal remedies remain available where a service failure gives rise to them.

10. Events outside the parties’ control

Severe weather, emergencies, venue closure, performer unavailability, infrastructure failure, or other circumstances outside the parties’ reasonable control may affect an event or consulting schedule. The effect depends on the accepted agreement, the work already performed, and whether a practical alternative is available.

Such an event does not automatically require a full refund of every completed advisory service and does not automatically justify retaining every advance payment. The parties should identify what can still be delivered, what must be rescheduled, which costs can be avoided, and what the agreement and applicable law require.

11. Processing and questions

Once the refundable amount and payment method are confirmed, we will communicate the expected processing timetable. The time for funds to appear can depend on the original payment channel, banks, or other payment providers. We do not promise a fixed processing interval that has not been confirmed for the relevant transaction.

Do not send complete card numbers, banking passwords, or other sensitive credentials in an ordinary email. If additional payment information is needed to complete a legitimate refund, an appropriate method should be agreed. You may ask for an explanation of the cancellation calculation or raise a concern about the handling of your request.

12. Mandatory rights and contact

This policy does not exclude cancellation, refund, or other consumer rights that cannot be waived under applicable law. Specific statutory rights can depend on how and where an agreement was made and the circumstances of the service. A written proposal cannot override a mandatory protection merely by describing a payment as nonrefundable.

For cancellation, rescheduling, or refund questions, contact Umberwick Showcase with enough information to identify the engagement. We will review the request against the accepted terms and the work actually performed.