Our Booking & Cancellation Policy — And Why It Exists

At 1631 Venue, we believe in complete transparency. We want every client to feel informed, respected, and confident when they book with us. That starts with being honest about how our policies work and why they exist.

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We Are a Small Business — Not a Corporation

When you book 1631 Venue, you are working directly with a small, owner-operated business. We are not Target. We are not a hotel chain. We are not a cruise line with thousands of cabins to fill. We are a single intimate venue with a finite number of dates available each year.

That distinction matters — because when you reserve a date with us, we turn away every other inquiry for that date. Your booking removes that date from our availability entirely. The revenue we could have earned from another client is gone the moment we confirm your reservation.

This is why our cancellation policy exists. Not to be rigid. Not to be punitive. But because without it, we simply could not operate.

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How Our Policy Compares to Other Industries

If you cancel a cruise 11 days before departure, you will likely forfeit the entire cost of your trip. No credit. No refund. No exceptions.

If you cancel a non-refundable airline ticket, you may receive a credit — but only if you’re lucky, and often with significant fees attached.

If you cancel a hotel reservation inside the cancellation window, you are charged the full amount of your stay.

We mention this not to be dismissive, but because context matters. Event venue cancellation policies are standard across the industry. In fact, many venues are significantly stricter than ours — requiring full payment upfront with zero credit offered for cancellations under any circumstances.

Our policy is designed to be as fair and flexible as possible while still allowing us to operate sustainably.

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What Our Policy Actually Says

• A $100 deposit is required to reserve your date. This deposit is non-refundable, as it covers the planning, communication, and coordination work we invest from the moment you book.
• The full balance is due two weeks prior to your event.
• Cancellations within 90 days of the event date result in the full contracted balance remaining due, as we are unable to rebook the date on short notice.
• Your deposit and any payments made can be applied as a credit toward a future event. That credit does not expire.

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What Happens Behind the Scenes When You Book

What most clients don’t see is how much preparation begins the moment you sign your proposal:

• Your date is immediately removed from our availability calendar
• Vendor orders are placed weeks in advance — custom signage, linen rentals, beverage stations, and more are prepaid on your behalf
• Staff is scheduled around your event
• Other inquiries for your date are turned away

When a cancellation happens close to an event date, many of these costs have already been incurred. Recovering vendor refunds takes time and is not always possible. This is not a process that can be resolved in a single evening phone call — it requires communication with multiple vendors during business hours.

We ask for your patience and understanding when navigating last minute changes, because we are working hard behind the scenes to recover as much as possible on your behalf.

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Our Commitment to You

We will always respond to your emails promptly. We will always try to find a solution that works. We will always be honest about what is and isn’t possible. And we will always treat you with respect — even in difficult situations.

What we ask in return is the same.

If you have a genuine concern, we want to hear it. We have resolved hundreds of events without a single issue, and we are proud of the relationships we have built with our clients over the years. Our reviews speak to the care and attention we bring to every event.

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Real Situations, Real Responses

We believe in complete transparency. Below is a real example of a situation where our cancellation policy was unpopular. We share it not to relitigate the dispute, but because we think prospective clients deserve to see exactly how we communicate, how we respond, and how we handle difficult situations. We let the record speak for itself.

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The Situation

A client booked 1631 Venue for an Easter Sunday event — one of the most in-demand dates of the year. Approximately 11 days before the event, she requested a cancellation and a full refund. Per our signed contract, deposits are non-refundable and cancellations within 90 days of the event date result in the full balance remaining due.

Before we had an opportunity to fully review her invoice and contact our vendors about potential refunds on prepaid items — a process that requires business hours and time — the client left a 1-star Google review.

Here is what the review said:

1-Star Google Review
“Absolutely appalled by how this business treats its customers. We booked this venue just a month ago and had to cancel due to unforeseen circumstances. Despite the fact that their space will easily be rebooked, they refused to offer any kind of refund, only a credit that must be used within 12 months. When I explained that we have no need for another event, I asked if they could meet me halfway. Instead, I was told to essentially transfer the credit to someone else. That response was not only unhelpful, it was dismissive and frankly insulting. Policies exist, yes, but so should basic decency and customer care. There was zero flexibility, zero understanding, and zero effort to resolve the situation fairly.”

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The Reality

Here is what actually happened, documented in our email chain:

We offered three immediate accommodations: a full venue credit with no expiration toward any future event, the option to proceed with the event at a reduced guest count, and the option to transfer the credit to a family member or close friend.

The cancellation request came in during evening hours on a Wednesday. A phone call was demanded for the following morning — less than 12 hours notice — on a day with pre-scheduled client commitments. We offered the next two available business days for a call. Our office is closed Mondays and unavailable on weekends, as our team is executing events. By our published office schedule, the next available date was two business days away — not five, as was later claimed in an updated review.

While all of this was happening, we were simultaneously contacting our vendors to recover refunds on prepaid items — including custom signage ordered weeks in advance and linen rentals. We recovered $75 on the sign and worked with our linen provider on additional flexibility. We also designed a custom replacement sign from the client’s event invitation at no additional charge.

The client proceeded with her event as originally planned.

 

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Our Public Response

In the span of a couple of hours, we acknowledged the cancellation request, responded to every email, and acknowledged when the client pivoted back to wanting to move forward with the event. We remain committed to providing a wonderful experience and wish the family a beautiful celebration.”

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We share this example because we believe you deserve to see us at our most tested — and judge for yourself whether we handled it with professionalism, fairness, and care. We believe we did. We also believe our policy is reasonable, clearly communicated, and entirely standard within the event venue industry.

1-Star Google Review
“Absolutely appalled by how this business treats its customers. We booked this venue just a month ago and had to cancel due to unforeseen circumstances. Despite the fact that their space will easily be rebooked, they refused to offer any kind of refund, only a credit that must be used within 12 months. When I explained that we have no need for another event, I asked if they could meet me halfway. Instead, I was told to essentially transfer the credit to someone else. That response was not only unhelpful, it was dismissive and frankly insulting. Policies exist, yes, but so should basic decency and customer care. There was zero flexibility, zero understanding, and zero effort to resolve the situation fairly.”

 

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Frequently Asked Questions

What if I need to cancel due to a genuine emergency? We are human beings and we understand that life happens. While our policy does not allow for refunds within 90 days, we will always do our best to work with you on creative solutions — including transferring your credit to a family member or friend, downsizing your event to reduce costs, or applying your credit to a future date. We cannot promise outcomes, but we can promise that we will listen.

What if the venue is able to rebook my date? Our policy does not hinge on whether we are able to rebook a canceled date. When you reserve with us, we turn away other clients and commit resources to your event. The policy reflects that commitment — not our ability to fill the calendar afterward.

Why can’t I just call to resolve an issue? We handle all business matters via email to ensure accuracy, transparency, and documentation for both parties. Our office is closed Mondays and unavailable on weekends, as our team is executing events. We respond promptly during business hours and are happy to schedule a call when needed.

Is your credit really flexible? Yes. Your credit never expires and can be applied to any future event at 1631 Venue — including birthday celebrations, baby showers, corporate events, bridal showers, and more. It can also be transferred to a family member or close friend.

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1631 Venue is an intimate micro event venue located in the heart of historic Stevensville, Maryland on Kent Island. We are proud to serve our community and grateful for every client who chooses to celebrate with us.