Refund & Cancellation Policy

Effective Date: Dec 19th 2025

This Refund and Cancellation Policy outlines the terms under which refunds, credits, and cancellations are handled by Fairmont Royal Group of Companies, a full-service global event planning and management company. This policy applies to in-person events, virtual/online events, and hybrid events managed or produced by us worldwide.

We believe in transparency and fairness while balancing the operational realities of event planning, vendor commitments, and resource allocation.

1. General Principles

All cancellations or refund requests must be submitted in writing to info@frgoc9.com.
Refund eligibility depends on the type of event, services booked, timing of the cancellation, and contractual commitments already made.
Certain fees may be non-refundable due to third-party vendor contracts, venue policies, or administrative costs.
Refunds, when applicable, are processed using the original payment method unless otherwise agreed.

2. In-Person Events (Conferences, Corporate Events, Weddings, Exhibitions, Private Events, etc.)

2.1 Client-Initiated Cancellations

If the client chooses to cancel an in-person event, the following refund structure typically applies unless otherwise stated in the signed agreement:

More than 90 days before the event date:
- Eligible for a refund of up to 70% of fees paid, excluding non-refundable deposits and third-party costs already incurred.
60–89 days before the event date:
- Eligible for a refund of up to 50% of fees paid, less non-recoverable expenses.
30–59 days before the event date:
- Eligible for a refund of up to 25% of fees paid, less non-recoverable expenses.
Less than 30 days before the event date:
- No refunds will be issued due to significant resource allocation and vendor commitments.

2.2 Non-Refundable Costs

The following are typically non-refundable once incurred:

Venue deposits and payments
Vendor, supplier, or talent fees
Travel and accommodation bookings
Custom production, design, or branding costs

3. Online and Virtual Events (Webinars, Livestreams, Virtual Conferences)

3.1 Client-Initiated Cancellations

More than 30 days before the event date:
- Eligible for a refund of up to 60%, excluding platform setup, licensing, and production costs already incurred.
15–29 days before the event date:
- Eligible for a refund of up to 30%, excluding incurred costs.
Less than 15 days before the event date:
- No refunds will be issued.

3.2 Technical or Platform Issues

If an online event is materially disrupted due to a failure directly attributable to Fairmont Royal Events Management, we may, at our discretion:

Offer a partial refund
Provide service credits for a future event
Reschedule the event at no additional planning fee

4. Hybrid Events

For hybrid events (combining in-person and virtual components), refund eligibility will be assessed separately for each component. In-person elements will follow the in-person cancellation terms, while virtual components will follow the online event terms.

5. Ticketed Events and RSVP-Based Events

5.1 Ticketed Events (Public or Paid Entry Events)

For events that involve ticket sales (including conferences, concerts, exhibitions, workshops, or paid virtual events), the following terms apply unless otherwise stated on the event-specific ticketing page:

Tickets are generally non-refundable once purchased.
Refunds may only be issued if the event is cancelled entirely by Fairmont Royal Group of Companies and no suitable alternative date or format is offered.
If an event is postponed or rescheduled, tickets will typically remain valid for the new date. Refund requests, if any, will be assessed on a case-by-case basis and in accordance with the ticketing platform’s policies.
Service fees, processing fees, and third-party ticketing charges are non-refundable.
Transfer or resale of tickets is permitted only where explicitly stated on the event’s ticketing terms.

For virtual or online ticketed events, access links are unique and non-transferable unless otherwise specified. Once access credentials have been issued, tickets are non-refundable.

5.2 Private, Invitation-Only, and RSVP-Based Events

For private events, invitation-only gatherings, or RSVP-based experiences:

Dedicated event pages or RSVP portals may be created to manage guest lists, confirmations, and event communications.
RSVP confirmations are typically required by a specified deadline and are considered final after that date.
While RSVPs may not involve ticket purchases, late cancellations or no-shows may result in non-refundable charges where catering, seating, gifting, or production costs are calculated per confirmed guest.
Any applicable cancellation or refund terms for RSVP-based events will be clearly communicated on the dedicated event page or in the event invitation.

6. Postponements and Rescheduling

Requests to reschedule must be made in writing as soon as possible.
Where feasible, payments may be transferred to a new event date within 6–12 months, subject to vendor availability.
Additional costs arising from rescheduling (vendor rate changes, new permits, etc.) will be the client’s responsibility.
If rescheduling is not possible, the cancellation terms above will apply.

7. Force Majeure

Neither party shall be held liable for failure or delay in performance due to events beyond reasonable control, including but not limited to:

Natural disasters
Pandemics or public health emergencies
Government restrictions or travel bans

In such cases, refunds are not guaranteed. However, we will make reasonable efforts to:

Offer credits for future services
Reschedule the event
Recover and return any refundable third-party costs where possible

8. No-Show Policy

Failure by the client to attend, participate in, or proceed with an event without prior written cancellation will be treated as a no-show. No refunds will be issued in such cases.

9. Service Fees and Administrative Costs

All planning, consultation, strategy, and management fees are non-refundable once services have commenced, as these reflect time, expertise, and resources already dedicated to the project.

10. Refund Processing Timeline

Approved refunds will be processed within 14–30 business days, depending on the payment method and financial institutions involved.

11. Policy Modifications

Fairmont Royal Group of Companies reserves the right to update or modify this policy at any time. The version in effect at the time of contract signing will apply unless otherwise agreed in writing.

12. Contact Information

For questions regarding cancellations or refunds, please contact:

Fairmont Royal Group of Companies