Cancellation & Refunds

Nfin8 Hearts
Effective date: August 14, 2025
Serving Northwest Indiana & Chicagoland

Quick summary

• Deposits: 50% to hold your date. Non-refundable, but transferable once within 60 days.

• Balance: Due 48 hours before start.

• Weather (outdoor): Joint call by 8:00 AM day-of → move indoors or reschedule within 60 days (no fee).

• ≥ 7 days out: free reschedule; cancel = deposit becomes a one-time credit (60 days).

• < 7 days out: deposit forfeited; prepaid balance refundable (minus any non-refundable processor fees).

• Our cancel: full refund or no-fee reschedule—your choice.
  
  

1) Definitions & scope

Organizer/Host = the school, PTO, church, business, or family booking the event.
These terms cover Family Play Nights, Church Nights, Community Booths, and Private Play Parties, unless a written contract states otherwise.

2) Deposits & balances

• Deposit: 50% of the quoted total holds the date. Deposits are non-refundable, but you may transfer once within 60 days to a new date (subject to availability).

• Balance: Due 48 hours before the event. If unpaid, we may release the date.

• Payments: Square Online Checkout (cards) or pre-approved check.

• Processing fees: Refunds (when applicable) are to the original method and may exclude non-refundable card processor fees.
  
  

3) Reschedule & cancellation by organizer

Reschedule (no fee):

• ≥ 7 days before start: one no-fee reschedule within 60 days (availability permitting).

• < 7 days: reschedule may require a new deposit if staff/expenses are already committed.

Cancel (no reschedule):

• ≥ 7 days: deposit becomes a one-time credit valid 60 days; any prepaid balance is refunded (less non-refundable processor fees).

• < 7 days: deposit forfeited; prepaid balance is refunded (less non-refundable processor fees).

• No-show / access failure: if the team arrives and can’t run due to venue inaccessibility or no host present, the deposit is forfeited and up to the full balance may be due to cover staffing and travel.
  
  

4) Weather policy (outdoor bookings)

We make a joint decision by 8:00 AM day-of. If conditions are unsafe (storms, lightning, high winds, extreme temps) or clearly unsuitable:

Your options:

1. Move indoors (same day/time) if a suitable space is available, or

2. Reschedule within 60 days (no fee).

If neither option is chosen within 7 days after the weather postponement, the deposit remains as a one-time credit until day 60; after that, it expires.

5) Our cancellation

If we must cancel (e.g., staff illness, emergency, force majeure), you may choose:

• A full refund (deposit + any balance), or

• A no-fee reschedule on a mutually available date.
  
  

6) Ticketed school/PTO fundraisers (attendee refunds)

When a Family Play Night is ticketed for fundraising:

• If the event is cancelled (not rescheduled): ticket holders receive a full ticket refund (or may elect to convert to a donation if coordinated with the PTO).

• If postponed: tickets are valid for the new date. If a family can’t attend, they may request a refund up to 72 hours before the new date.

• Merchant of record: Refunds are issued by the entity that processed payments (PTO/school or Nfin8 Hearts), per the original checkout link.
  
  

7) Sponsors

Sponsorships support the experience and are generally non-refundable. If an event you sponsored is cancelled and not rescheduled within 60 days, we can:

• Transfer your sponsorship to a comparable event, or

• Refund the sponsorship (minus any non-refundable processor fees), by mutual agreement.
  
  

8) Community booths & festivals

For third-party events (parks, fairs, festivals): if the organizer cancels or the event is rained out, we will:

• Reschedule the booth (no fee), or

• Apply your payment as a credit for 60 days, or

• Refund any amount beyond the non-refundable setup/staffing costs already incurred (and less processor fees), by mutual agreement.
  
  

9) Refund timing & method

• Approved refunds are issued to the original payment method.

• Please allow 5–10 business days for card processors/banks to post funds.

• Processing fees: If the card processor doesn’t refund its fees, those amounts aren’t returned.
  
  

10) How to request a reschedule or refund

Email info@nfin8hearts.com with:

• Booking name & organization

• Event date & venue

• Your request (reschedule date window or refund)

• Phone number for follow-up

We’ll confirm within 1 business day.

11) Indiana & Illinois notes

• Force majeure & safety: We follow local public safety advisories and venue rules in IN/IL.

• Chargebacks: Please contact us first; we can often resolve faster than the card issuer.

• Law & venue: See Terms & Conditions for governing law (Indiana events → Indiana law; Illinois events → Illinois law).
  
  

12) Changes

We may update this page as our services evolve. The effective date above shows the latest version.

Contact

Nfin8 Hearts • Crown Point, IN
Email: info@nfin8hearts.com • Phone: (219) 232 -6213