Effective Date: July 14, 2026
Spotlight Xperience LLC (“Spotlight Xperience,” “we,” “our,” or “us”) is committed to delivering exceptional experiential marketing, event technology, and interactive engagement services. Because each event requires advance planning, staffing, equipment preparation, customization, and scheduling, this Cancellation & Refund Policy explains how cancellations, rescheduling, deposits, and refunds are handled.

By booking our services, you acknowledge and agree to this policy unless otherwise specified in a separately executed written agreement.

1. Booking Confirmation

A reservation is considered confirmed only after:

• A proposal, quote, or service agreement has been accepted (when applicable).

• Any required deposit has been received.

• Spotlight Xperience has provided written confirmation of the booking.

No event date is reserved until these requirements have been satisfied.

2. Deposits

Deposits reserve your event date and allow Spotlight Xperience to begin planning, staffing, equipment allocation, branding, and production.

Unless otherwise stated in your service agreement:

• Deposits are non-refundable.

• Deposits may be eligible for transfer to a future event as described below.

• Custom work already completed may not be refundable.

3. Client Cancellations

If you must cancel your event, please notify Spotlight Xperience in writing as soon as possible.

More Than 30 Days Before the Event

• Deposits are generally non-refundable.

• At Spotlight Xperience’s discretion, deposits may be transferred to one future event scheduled within twelve (12) months, subject to availability.

15–30 Days Before the Event

• Deposits remain non-refundable.

• We may allow one rescheduled event, subject to availability and any additional costs incurred.

Less Than 15 Days Before the Event

Because staffing, travel, equipment preparation, branding, and scheduling commitments have already been made, payments received are generally non-refundable.

Exceptions may be considered at Spotlight Xperience’s sole discretion.

4. Event Rescheduling

We understand that circumstances may require an event to be rescheduled.

Clients may request a new event date by contacting Spotlight Xperience as soon as possible.

Approved reschedules are subject to:

• Equipment availability

• Staff availability

• Venue availability

• Production schedules

• Travel schedules

Additional charges may apply if the rescheduled event requires:

• Additional staffing

• Additional travel

• New branding

• New production work

• Additional equipment

5. Spotlight Xperience Cancellations

If Spotlight Xperience must cancel an event for reasons within our reasonable control and an alternative date cannot be arranged, the client may choose one of the following:

• A full refund of amounts paid for services not performed.

• A credit toward a future event.

• Another mutually agreed solution.

6. Force Majeure

Spotlight Xperience shall not be liable for delays, interruptions, or cancellations resulting from circumstances beyond our reasonable control, including but not limited to:

• Severe weather

• Hurricanes

• Tornadoes

• Floods

• Fires

• Earthquakes

• Government actions

• Public health emergencies

• Labor disputes

• Venue closures

• Utility outages

• Internet outages

• Transportation disruptions

• Acts of terrorism

• Civil unrest

• Other unforeseen events

In these situations, we will make commercially reasonable efforts to reschedule the event.

7. Client Responsibilities

Clients are responsible for providing:

• Safe access to the venue

• Adequate operating space

• Electrical power (when required)

• Reliable internet access (when required)

• Necessary venue permissions

• Parking or loading access (when applicable)

• Climate-controlled environments when appropriate

• Any required permits or approvals

Failure to provide required conditions may prevent successful delivery of services and may not qualify for a refund.

8. Equipment Damage

Clients are responsible for damage to Spotlight Xperience equipment caused by:

• Negligence

• Intentional misconduct

• Vandalism

• Unauthorized operation

• Failure to maintain a safe event environment

Repair or replacement costs may be billed to the client as permitted by the applicable service agreement and law.

9. Custom-Branded Products

Many Spotlight Xperience services include customized or branded materials prepared specifically for your event.

Examples include:

• AI Trading Card templates

• Event branding

• Graphic overlays

• Branded user interfaces

• Customized digital experiences

• Printed materials

• Event-specific artwork

Once production has begun, fees associated with custom work are generally non-refundable.

10. AI-Generated Content

Spotlight Xperience experiences may produce AI-generated photographs, portraits, sketches, trading cards, or other digital media.

Because these files are created specifically for your event, charges related to completed production are generally non-refundable once the content has been created or delivered.

11. Refund Processing

Approved refunds will generally be processed using the original payment method whenever possible.

Please allow approximately 7–14 business days after approval for processing, although actual processing times may vary depending on your financial institution or payment provider.

12. No Guarantee of Specific Results

While Spotlight Xperience strives to deliver exceptional experiences, we cannot guarantee:

• Attendance levels

• Lead generation results

• Sales conversions

• Marketing outcomes

• Social media engagement

• Internet availability

• Venue conditions

• AI-generated artistic results

Refunds will not be issued solely because expected business or marketing results were not achieved.

13. Relationship to Service Agreements

If a separately executed Service Agreement, Master Services Agreement (MSA), Statement of Work (SOW), or Event Agreement contains cancellation or refund terms that differ from this policy, the signed agreement will control for that engagement.

14. Policy Updates

Spotlight Xperience reserves the right to modify this Cancellation & Refund Policy at any time.

Updated versions become effective upon posting to our website.

15. Contact Us

If you have questions regarding this Cancellation & Refund Policy, please contact us:

Spotlight Xperience LLC

730 Peachtree Street NE, Suite #570

Atlanta, Georgia 30308

Phone: (404) 476-7183

Email: info@spotlightxperience.com

Website: https://www.spotlightxperience.com