Wedding vendor refund schedules: what's standard in San Antonio

You cancel the wedding or change vendors. How much do you get back? This is one of the most emotionally charged topics in the industry, and also one of the most misunderstood.

What''s legally enforceable

Texas contract law generally enforces liquidated damages clauses as long as they''re a reasonable estimate of actual harm. A contract that says "50% forfeit on cancellation 120+ days out" is enforceable if it reasonably reflects the vendor''s loss. A contract that says "100% non-refundable regardless of timing" starts to push into unconscionability territory and may not fully hold up.

Industry-standard refund schedules in San Antonio

Photographers / Videographers:

• 12+ months out: deposit retained (usually 25-33%), rest refundable.
• 6–12 months: 50% retained.
• 3–6 months: 75% retained.
• Under 90 days: 100% retained.

Venues:

• 12+ months: deposit retained (often 50%).
• 6–12 months: 75% retained.
• Under 90 days: 100% retained.
• Force majeure / hurricane / pandemic: increasingly includes a rebook-within-X-months option instead of refund.

Caterers:

• Typically scales with the food-order lead time.
• 30+ days out: partial refund possible.
• Under 30 days: ingredients ordered, mostly non-refundable.

Florists:

• 60+ days: partial refund possible.
• Under 60 days: flowers ordered internationally, mostly non-refundable.

Hair/makeup / Officiant / DJ:

• More refund-friendly because costs aren''t incurred until the day of.
• Under 30 days: often 50% retained.
• Under 7 days: 75-100% retained.

When "non-refundable" isn''t

• If the vendor breaches first, refund schedules based on client cancellation don''t apply.
• If the vendor resells your date to another couple, Texas courts have found forfeiture of the full deposit to be unjust enrichment. You may be entitled to a proportional refund.
• If the vendor goes out of business before your date, the cancellation schedule is void.

The "retainer" vs "deposit" distinction

• Retainer: non-refundable fee for securing the date and the vendor''s commitment. Paid at signing. Usually 25–50% of total.
• Deposit: down payment toward services. Often refundable per schedule.

The word used in the contract matters. "Non-refundable retainer" is more enforceable than "non-refundable deposit" because a retainer compensates for the vendor holding the date and turning away other work.

The fairness test (Texas)

If a cancellation clause is challenged, Texas courts look at:

1. Was the forfeiture amount a reasonable estimate of actual loss at the time of contracting?
2. Did the vendor actually incur costs before the cancellation?
3. Was the vendor able to resell the date?
4. Is the clause the product of one-sided negotiating power (form contract)?

If the answer to 1–3 is "no" and 4 is "yes," the clause has reduced enforceability.

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Sources: Texas State Law Library — Consumer Protection, Texas Business and Commerce Code, San Antonio wedding industry pricing averages.