When your wedding venue cancels, breaches the contract, or refuses to return deposits after COVID-related cancellations, use this playbook to recover your money through demand letters and small claims court.
Common Wedding Venue Deposit Disputes
Dispute Type
Typical Deposit Range
Recovery Likelihood
Venue cancels or goes out of business
$2,000 - $25,000
High - full refund typically owed
COVID/force majeure cancellation
$3,000 - $15,000
Medium-High - depends on contract terms
Venue condition materially different
$2,000 - $10,000
Medium - documentation critical
Couple cancels - seeks partial refund
$1,500 - $8,000
Low-Medium - depends on timing and rebooking
Venue changes terms or date unilaterally
$2,500 - $12,000
High - material breach by venue
Why demand letters work
Venues want to avoid negative reviews and social media exposure.
Letters create a legal record for small claims court.
Most disputes settle once venues realize you understand your rights.
Certified mail shows you are serious about pursuing remedies.
Realistic expectations
Full refunds are common when the venue breaches or cancels.
Partial refunds are typical when you cancel but venue rebooks the date.
Small claims court is effective for deposits under state limits.
Recovery may take 30-90 days through demand and negotiation.
Act quickly: Send your demand letter within 30 days of the dispute arising. Delays weaken your position and may allow the venue to claim you waived your rights through inaction.
Legal Framework for Venue Deposits
State Contract Law Principles
Material breach: If the venue fails to provide what was promised (wrong date, construction, goes out of business), you can rescind the contract and recover all payments.
Anticipatory breach: If the venue indicates it cannot or will not perform before the wedding date, you can demand refund immediately.
Mitigation duty: Venues must attempt to rebook cancelled dates. If they rebook, they cannot keep both your deposit and the new client's payment.
Force Majeure and COVID Disputes
Force majeure clauses excuse performance when unforeseeable events make it impossible. Government shutdown orders typically qualify.
Even without force majeure language, the doctrine of frustration of purpose may apply when the essential purpose of the contract is destroyed.
Some states enacted specific COVID wedding refund protections. Check your state attorney general's guidance.
Liquidated Damages vs. Penalties
Contracts may specify what the venue keeps if you cancel. These "liquidated damages" clauses are only enforceable if they represent a reasonable estimate of actual damages.
Keeping 100% of a $10,000 deposit when cancellation occurs 8 months out and the venue rebooks is likely an unenforceable penalty.
Courts look at whether actual damages were difficult to calculate at contract signing and whether the amount is proportional.
Small Claims Court Thresholds
State
Small Claims Limit
Filing Fee
California
$12,500
$30 - $75
Texas
$20,000
$50 - $100
New York
$10,000
$15 - $20
Florida
$8,000
$50 - $300
Illinois
$10,000
$50 - $150
Consumer protection statutes: Many states have unfair and deceptive practices acts (UDAP) that provide additional remedies, including attorney fees and treble damages for willful violations. Reference these in your demand letter.
Documentation Checklist
Contract Documents
Signed venue contract with all pages and attachments.
Any amendments, addendums, or change orders.
Venue policies, rules, and FAQ documents provided.
Marketing materials showing venue condition at booking.
Payment Records
Deposit receipts and confirmation emails.
Credit card or bank statements showing payments.
Payment schedule from contract.
Any additional charges or invoices.
Communication Evidence
All emails between you and venue staff (coordinator, manager, owner).
Text messages and social media direct messages.
Notes from phone calls with dates, times, and what was discussed.
The venue's cancellation notice or breach notification.
Your written requests for refund and their responses.
Venue Condition Evidence
Photos and videos from your site visits.
Screenshots of venue website and social media showing promised condition.
Photos showing actual condition if different from advertised.
Reviews or statements from other couples about venue issues.
Timeline documentation: Create a detailed chronology of all events from booking through dispute. Include dates of payments, communications, the wedding date, and when problems arose. This timeline becomes the backbone of your demand letter.
Demand Letter Strategy
Tone and Approach
Be professional and factual. Emotional language weakens your position.
State specific contract provisions the venue violated.
Quantify exactly what you are owed with documentation references.
Set a clear deadline (typically 10-14 days) for response.
Key Letter Sections
Introduction: Identify yourself, the venue, the contract date, and the wedding date.
Factual background: Chronological summary of booking, payments, and what went wrong.
Contract breach: Cite specific provisions violated and explain how the venue failed to perform.
Legal basis: Reference state contract law, consumer protection statutes, and liquidated damages limits.
Demand: State the exact dollar amount you are demanding and the deadline for payment.
Consequences: Explain you will file in small claims court and report to consumer protection agencies if not resolved.
Sending the Letter
Send via certified mail with return receipt requested for proof of delivery.
Also send by email to create an immediate record.
Address to the business owner or registered agent, not just the coordinator.
Keep copies of everything you send.
Avoid threats you cannot follow through on: Do not threaten criminal charges or actions you will not actually take. Focus on civil remedies: small claims court, consumer protection complaints, and honest reviews.
Sample Wedding Venue Deposit Demand Letter
[Date]
Via Certified Mail and Email
[Venue Owner Name]
[Venue Name]
[Address]
[City, State ZIP]
Re: Demand for Refund of Wedding Venue Deposit
Contract Date: [Date]
Event Date: [Wedding Date]
Amount Due: $[Amount]
Dear [Venue Owner Name]:
I am writing to demand the immediate return of $[Amount] in deposits paid to [Venue Name] for a wedding reception that was scheduled for [Wedding Date].
BACKGROUND
On [Contract Date], I entered into a venue rental agreement with [Venue Name] for wedding reception services. I paid a deposit of $[Amount] on [Payment Date(s)] via [payment method]. The contract specified [key terms: date, time, guest count, services included].
[Choose applicable scenario:]
VENUE BREACH: On [Date], your venue [describe breach: cancelled our event / informed us the venue would be under construction / changed the agreed date / went out of business / failed to provide services as specified]. This constitutes a material breach of our contract, entitling me to rescission and full refund of all amounts paid.
FORCE MAJEURE: Due to [COVID-19 government restrictions / natural disaster / other force majeure event], the wedding could not proceed as planned on [Date]. Under the doctrine of frustration of purpose and our contract's force majeure provisions, neither party can perform, and deposits must be returned.
LEGAL BASIS
Under [State] contract law, when a vendor materially breaches a service contract, the customer is entitled to rescission and restitution of all payments made. [State]'s consumer protection statute, [cite specific law, e.g., California Civil Code Section 1770], further prohibits unfair business practices including retention of deposits when services are not provided.
Your contract's provision purporting to retain 100% of deposits regardless of circumstances is an unenforceable penalty clause under [State] law, as it bears no reasonable relationship to actual damages, particularly given that [venue has rebooked the date / cancellation occurred months in advance / venue failed to perform].
DEMAND
I demand that you refund $[Amount] within fourteen (14) days of this letter. Payment should be made by [check mailed to address / refund to original payment method].
If I do not receive full payment by [Deadline Date], I will:
1. File a claim in [County] Small Claims Court seeking the deposit plus filing costs;
2. Report this matter to the [State] Attorney General Consumer Protection Division;
3. File a complaint with the Better Business Bureau; and
4. Post truthful reviews of my experience on wedding planning websites.
I have attached copies of the signed contract, payment receipts, and relevant correspondence. I remain willing to resolve this matter without litigation if you act promptly.
Sincerely,
[Your Name]
[Your Address]
[Your Email]
[Your Phone]
Enclosures:
- Venue Contract dated [Date]
- Payment receipts totaling $[Amount]
- Correspondence regarding [cancellation/breach]
If you cancelled, your recovery depends on the contract terms and whether the venue rebooked. Demand the full amount, but be prepared to negotiate. If the venue rebooked your date, they cannot keep both deposits.
You can state that you will post truthful reviews if the matter is not resolved. Do not threaten to post false information or to refrain from posting in exchange for money, as that could be considered extortion.
Attorney Services & Contact
Wedding Venue Dispute Resolution
I represent couples seeking to recover wedding deposits from venues that cancelled, breached contracts, or refused refunds for COVID-related cancellations.
Email owner@terms.law or use Calendly for a paid strategy session.