Cancellation Policy

Last Updated: July 1, 2026

We understand that plans can change. This Cancellation Policy explains how cancellations, refunds, event credits, and rescheduling requests are handled for events booked with Freddy’s Ice Cream Catering.

Please review the details below carefully. If you have questions about your event, contact our team before canceling or requesting a new date.

Event Cancellations

If you need to cancel your event, please contact Freddy’s Ice Cream Catering as soon as possible.

Refund eligibility depends on how much notice is provided before the scheduled service date.

Events canceled 15 or more days before service

A full refund will be issued, excluding any nonrefundable custom products, processing fees, or event-specific costs that have already been incurred.

Events canceled 8–14 days before service

We will refund 50% of the deposit amount.

Any nonrefundable custom products, processing fees, or event-specific costs already incurred will be deducted where applicable.

Events canceled 1–7 days before service

No refund will be issued.

At this stage, our team may have already:

  • Reserved Freddy’s Scoop Hosts

  • Scheduled transportation

  • Ordered ice cream or specialty products

  • Prepared event supplies

  • Reserved carts or equipment

  • Completed venue coordination

  • Begun custom branding production

When possible, part of the amount paid may be applied as a credit toward a future event, subject to the terms below.

Custom Orders and Nonrefundable Items

Products ordered, printed, produced, or prepared specifically for your event may be nonrefundable.

These items may include:

  • Custom cart panels

  • Full cart wraps

  • Branded cups or sleeves

  • Custom napkins

  • Printed menus

  • Custom signage

  • Event-specific décor

  • Specialty ice cream or sorbet

  • Dietary-specific products

  • Individually packaged desserts

  • Custom toppings

  • Signature sundae materials

  • Edible logo elements

  • Event-specific team apparel

  • Other nonreturnable products

If Freddy’s Ice Cream Catering has already ordered or committed to purchasing these items, you may remain responsible for the associated costs even when the event is canceled or rescheduled.

Rescheduling Policy

Under many circumstances, we are happy to help move an event to a new date.

We understand that venue schedules, weather, company plans, and personal celebrations sometimes change. We will do our best to accommodate your request when enough notice is provided and the new date is available.

Because we coordinate staffing, frozen products, carts, transportation, custom branding, and event-specific supplies, rescheduling requests must follow the timelines below.

Single-Day Events

Single-day events can usually be rescheduled when Freddy’s Ice Cream Catering receives at least 72 hours’ notice.

The new date is subject to:

  • Team availability

  • Cart and equipment availability

  • Product availability

  • Venue location

  • Package requirements

  • Travel requirements

  • Custom production timelines

Single-day events generally cannot be rescheduled with less than 72 hours’ notice.

When a rescheduling request is received less than 72 hours before the scheduled service time, the full event service amount may remain due.

A new booking and additional payment may be required for the replacement date.

Multi-Day Events

Multi-day events can usually be rescheduled when Freddy’s Ice Cream Catering receives at least 7 days’ notice.

The new dates remain subject to:

  • Staffing availability

  • Equipment availability

  • Product supply

  • Event location

  • Service schedule

  • Custom branding

  • Travel and lodging requirements

Multi-day events generally cannot be rescheduled with less than 7 days’ notice.

When a request is received after that deadline, the full event service amount may remain due because multiple dates, team members, equipment, and products may already have been committed.

Weather-Related Changes

Outdoor ice cream catering may require:

  • A level service area

  • Adequate shade

  • Protection from rain, wind, or direct heat

  • Safe access to power when required

  • An indoor or covered backup location

Weather alone does not automatically qualify an event for a refund.

Whenever possible, Freddy’s Ice Cream Catering will work with the client to:

  • Move service indoors

  • Relocate the cart to a covered area

  • Adjust the setup

  • Modify the service schedule

  • Reschedule the event under this policy

If weather or site conditions create a safety, equipment, or food-handling concern, Freddy’s Ice Cream Catering may delay, modify, relocate, or stop service.

Any refund, rescheduling, or event credit will depend on the notice provided, costs already incurred, team availability, and the specific circumstances of the event.

Venue Changes

Please tell us as soon as possible if your event moves to a different venue or address.

A venue change may affect:

  • Travel costs

  • Parking

  • Loading access

  • Cart access

  • Electrical requirements

  • Setup time

  • Staffing

  • Service area

  • Equipment

  • Local operating requirements

A new location is not considered approved until Freddy’s Ice Cream Catering confirms in writing that we can service it.

Additional charges may apply when the replacement venue requires more travel, labor, equipment, parking, or setup time.

If Freddy’s cannot reasonably service the new venue, the change may be treated as a cancellation under this policy.

Changes to Guest Count or Service Details

Reductions in guest count, service time, menu selections, or package details do not automatically result in a refund.

Products, staff, carts, equipment, and supplies may have already been reserved or ordered based on the original booking.

Requests to increase the guest count, extend service, add flavors, add toppings, or change the setup are subject to availability and may result in additional charges.

Please submit event changes as early as possible so our team can review what is still available.

Future Event Credits

When a cancellation is not eligible for a refund, Freddy’s Ice Cream Catering may, at its discretion, allow part of the amount paid to be credited toward a future event.

Future event credits may depend on:

  • The amount of notice provided

  • The original event date

  • The new event date

  • Team and equipment availability

  • Service location

  • Package details

  • Travel requirements

  • Custom orders

  • Products already purchased

  • Costs already incurred

Unless otherwise confirmed in writing:

  • Credits are not redeemable for cash

  • Credits are not transferable

  • Credits may expire

  • Credits may not include custom production costs

  • Additional payment may be required if the new event costs more

  • Any unused balance may not be refunded

The exact amount and expiration date of an approved credit will be provided in writing.

Events Canceled by Freddy’s Ice Cream Catering

Freddy’s Ice Cream Catering may cancel, delay, relocate, modify, or discontinue service when circumstances make performance unsafe, unlawful, or reasonably impossible.

These circumstances may include:

  • Severe weather

  • Unsafe venue conditions

  • Inadequate access

  • Power problems

  • Equipment failure

  • Product supply interruption

  • Illness or staffing emergencies

  • Road closures

  • Government restrictions

  • Public emergencies

  • Client nonpayment

  • Materially inaccurate event information

  • Guest behavior that threatens people or property

When Freddy’s cancels an event for reasons within our reasonable control, we may offer a refund, replacement service, or event credit depending on the circumstances.

When cancellation results from circumstances outside our reasonable control, any refund or credit may be reduced by nonrecoverable costs already incurred.

Processing Refunds

Approved refunds will generally be issued to the original payment method.

Processing times may vary depending on:

  • The payment provider

  • The client’s bank

  • The original payment method

  • Administrative review

Third-party processing fees may be nonrefundable when those fees are not returned to Freddy’s Ice Cream Catering.

How to Cancel or Reschedule

To cancel or reschedule an event, contact Freddy’s Ice Cream Catering as soon as possible.

Please include:

  • Client name

  • Company or organization

  • Original event date

  • Event location

  • Booking or invoice number

  • Reason for the request

  • Requested replacement date, if applicable

A cancellation or rescheduling request is not confirmed until Freddy’s Ice Cream Catering acknowledges it in writing.

Contact Information

Freddy’s Ice Cream Catering
Denver, Colorado
Phone: 720 807 0792

Questions About Your Event?

If you have questions about your booking, refund eligibility, custom product costs, weather plans, event credits, or rescheduling options, please contact our team before making changes.

We’ll review the details with you and explain the options available for your event.