Guest FAQ & Policies

Guests FAQ and Policies

General

Best Picnic Spots is an event marketplace that connects communities directly with their local luxury picnic providers. Whether you’re a company looking to expand your business or someone trying to plan a romantic proposal picnic setup, we’re here to make your next event memorable! 

Guest Timeline

(1) Find Your Perfect Picnic:
Search through Best Picnic Spots for picnic providers in your area. Browse through the themes offered, locations serviced, availability, extra add-ons, and pricing model.

 
(2) Chat With Vendor:
Prior to booking, click the Message Vendor button on the listing page. You’ll be redirected to our messaging system where you and your vendor can discuss details of your potential luxury picnic, including the specific location (beach, park, or private residence).
 
 
(3) Pay Initial Deposit: 
After confirming picnic details with your vendor, click the Reserve Now button. You’ll be redirected to our secure payment page where you’ll place a deposit % of the total price to reserve your spot. The deposit amount is automatically credited towards the total price (remaining balance will be due in full at least 48 hours before your picnic.) Keep reading below to learn more about how to pay remaining balance.
 
Please note: each vendor may have different deposit % requirements (e.g. 25%, 50%) to reserve your spot.
 
(4) Finalize Plans:
Any changes to guest amount, add-ons, or potential reschedules should be communicated as early as possible. Additional customizations agreed by you and your vendor may also be added at this time. Your vendor can adjust these changes and include customizations prior to receiving the remaining balance. This will ensure all changes and customizations are reflected in your final invoice.
 
Please Note: No changes can be made after remaining balance has been paid; it’s imperative that details are finalized beforehand!
 
(5) Pay Remaining Balance:
You will receive an email and/or a text message with a link to our payment page. You can also find the payment page for your remaining balance by clicking Dashboard > Reservations > Details > Pay Remaining Balance. 
 
See How do I pay the remaining balance? for more details on how to pay the remaining balance.  
 
For 2-10 guests, please note the remaining balance must be paid 48 hours prior to your event. This ensures vendor has enough time to prepare your luxury picnic. Failure to make payment may result in forfeit of the event and initial deposit at vendor’s discretion.
 
For parties of 11 or more, please contact your vendor to discuss when the remaining balance is due. 
 
Both guest and vendor will receive each other’s phone number via email 24 hours before the picnic start time and after the full payment has been confirmed. This is to discuss logistics of where the picnic will be located, if needed. 
 
(6) Enjoy Your Picnic:
Continue to communicate with your vendor as needed. Simply arrive at your luxury picnic location and enjoy your special event.
 
(7) Incidental Hold Returned:
After your picnic is complete, your incidental hold will be returned back to your original payment method. If there are any damages to the vendor’s equipment, the amount incurred will be deducted from your incidental hold. If damages are less than total incidental hold amount, you will receive a partial return.
 
See What is an incidental hold? for more details.

Nope! Signing up for Best Picnic Spots is completely free!

Best Picnic Spots was created to allow users to have a seamless booking process. The base price that is shown in all our listings on the explore page is for 2 guests, 2 hours. The total price of your event will depend on the additional number of guests, duration, and add-ons you decide to have, which can all be selected during your booking process.

Here is a sample breakdown:
Luxury Picnic for 2 Guests, 2 Hours:    $250
2 additional guests ($50 per guest):    $100
1 additional hour ($50):                          $50
Add-on (chocolate cake):                       $25
Total price:                                               $425

Incidental hold: $50 (temporary charge that will be returned in full if there are no damages to vendor’s equipment)

Please note: incidental holds are only a temporary charge and will be returned in full to your original payment method after your picnic and if there are no damages to your vendor’s equipment. Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

To learn more about when and how the incidental hold will be returned, please visit When/how do I get my incidental hold back? under My Reservations.

If you’re planning a large group picnic, it’s important to make sure your vendor can service your planned guest count. Since vendors are required to complete this information, you can easily find this detail on their listings.

Every listing on the explore page will have a person icon indicating maximum number of guests vendor can accommodate:

If you click into each individual listing page, you can also find this information under the Accommodates section.

Best Picnic Spots was designed to allow users to have a seamless booking process!

From our homepage, you can choose a specific city, arrival date, and select your number of guests. Only vendors who are currently available for your desired location, date, and number of guests will be shown.

On an individual listing, you can conveniently select the start/end time, adjust the date, number of guests, and select your desired add-ons in the booking section. The total price will automatically update as you make adjustments to your luxury picnic.

Every vendor provides fun and different add-ons to enhance your luxury picnic experience! 

To view the entire list of add-ons, please review the “Extra Add-ons” section on a listing page.

Simply select your add-ons for your reservation in the booking section, under “Extra Add-ons”.

Add or remove add-ons after placing a picnic reservation
If you would like to add or remove add-ons after you placed a reservation, please send a message to your vendor directly and they will be more than happy to adjust the reservation for you. Adjustments can only be made before your remaining balance is paid. Please review our booking process timeline for details. 

The incidental hold is a temporary charge to ensure no damages are made to vendor’s equipment. Just like there are incidental holds when booking a hotel room, this charge will be returned within 3 business days after completion of your picnic.

If damages were made during your picnic event, your vendor will have the option to deduct the amount incurred. If damages are less than total incidental hold amount, you will receive a partial return.

If there are specific services, items, themes, or other customizations that are not shown on the vendor’s listing, you may message them directly using our messaging system. Click on the “Message Vendor” button on their listing to directly send them a message.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

Click the following: Dashboard > Reservations > Details

Once your picnic has been booked, you can view your reservation details:
1. Click or hover over your user icon
2. Click Reservations
3. Click Details.

Click the following: Dashboard > Reservations > Details > Review (pencil icon)

Best Picnic Spots highly encourages guests to leave honest and respectful reviews after they have finished their event. Transparency can be a helping tool for vendors to improve their luxury picnic setups, and reviews are the best way for the picnic community to ensure satisfaction and good experiences for all guests.

Finding a Luxury Picnic

From our homepage or explore page, you can select a city and browse through all the available listings and vendors. If your desired city is not available, try selecting the closest metropolitan city to see if they provide service in your area.

If no vendors are currently servicing your desired city, please feel free to contact our Support Team through our contact us page and we will do our best to find a solution for you. Everyone deserves to experience a luxury picnic!

Vendors are required to list out their specific servicing locations (beaches or parks) in their description. If your desired location is not listed, please message your vendor using our messaging system to see if they can accommodate your requested location.

Please message your vendor at any time by clicking on the “Message Vendor” button on their listing. Log in is required to chat with the vendor. You may easily create an account by clicking “Register” on the upper right hand corner.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

On every listing, you will find a calendar section. If you’re seeing a red block labeled “Reserved”, that specific time frame has already been booked by another. All other time slots will be available to place a reservation.

Please confirm a specific start/end time before placing a reservation by messaging the vendor directly through the “Message Vendor” button.

If you would like to share a specific listing with friends or attendees of your event, you may do so by sharing the listing URL. You can also utilize our social media share buttons located under the Contact Host button.

If you have a particular picnic listing you would like to review for later, you may add it to your favorites by:

1. From the explore page, click the 3 dots menu > Add to Favorites



2. From the Listing page, click “Add to Favorites” in the booking section

Incidental Hold

The incidental hold is a temporary charge to ensure no damages are made to vendor’s equipment. Just like there are incidental holds when reserving a hotel, this charge will be returned within 3 business days after completion of your picnic.

If damages were made during your picnic event, your vendor will have the option to deduct the amount incurred. If damages are less than total incidental hold amount, you will receive a partial return.

Once your luxury picnic event has concluded, vendors are required to mark your picnic complete and choose to return either full, partial, or zero amount (pending on damages incurred, if any). You will receive your incidental hold back to the original payment method within 3 business days. 

My Reservations

If you would like to modify your picnic reservation such as changing number of guests, add/remove add-ons, or special customizations, you may do so by messaging your vendor through our messaging system. Vendors can modify your reservation and the invoice will automatically be adjusted. Please note, vendors can only make modifications before the remaining balance has been paid.

If you haven’t heard back from your vendor within 3 days, please contact our Support Team through the contact us page and we’ll be happy to assist!

Vendors are very excited to provide their services so that you can have a memorable luxury picnic experience. They spend a great amount of time coordinating, planning, and preparing each event. We understand there are events or circumstances that no one has control over, such as inclement weather, and you may need to reschedule or cancel an event.

Best Picnic Spots always encourages guests to reach out to vendors directly to discuss rescheduling before deciding to cancel an event.

If you would like to reschedule your picnic, please contact your vendor directly to discuss potential reschedule options. When requested early enough, vendors may be more than happy to accommodate.

Please review our Reschedule, Cancellations, and Refunds policies for more details. 

You will receive an email and/or a text message with a link to our payment page. You can also find the payment page for your remaining balance by clicking Dashboard > Reservations > Details > Pay Remaining Balance. 
 
 
Please Note: Remaining balance must be paid 48 hours prior to your event. This ensures vendor has enough time to prepare your luxury picnic. Failure to make payment may result in forfeit of the event and initial deposit at vendor’s discretion.

Contacting the vendor the day of your picnic regarding exact location of your setup is as simple as sending them a message through our platform. 

For safety and privacy purposes, guests and vendors only receive each other’s phone numbers via email 24 hours before the picnic start time and after the full payment has been confirmed. Learn more about why it’s good to keep communication on Best Picnic Spots in the “Problem with a picnic” section. 

Once your luxury picnic event has concluded, vendors are required to mark your picnic complete and choose to return either full, partial, or zero amount (pending on damages incurred, if any). You will receive your incidental hold back to the original payment method within 3 business days. 

Best Picnic Spots always strives to provide the best experience for all users. We are thankful you have decided to use our platform to book your luxury picnic. In the unfortunate event you feel there is a problem with your picnic, please make sure to communicate with your vendor right away to express your concerns. You can message vendors directly by using our messaging system. Vendors are always happy to work with their guests to make sure they have the best memorable experience. As always, our Support Team at Best Picnic Spots will always be available for assistance if needed.

Contact your vendor

If you have a problem or are unhappy with your reservation, please discuss the issues directly with your vendor. Any refunds agreed between you and the vendor will be notified to our Support Team, and refunds will be processed accordingly. Your invoice will automatically be updated.

Contact our Support Team

If you are not able to voice your concerns directly with your vendor, please feel free to send our Support Team a message using the Contact Us form. Please include your reservation information and other relevant details including photographic evidence of the situation, if needed. Request for refunds submitted past 48 hours of your picnic or last contact with vendor may not be honored.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

Reschedule, Cancellations, and Refunds

We understand you’re very excited about your luxury picnic experience and spend a significant amount of time planning. We also understand that plans sometimes change unexpectedly, and you may need to reschedule or cancel your event. Please make sure to review your vendor’s cancellation policy.

When creating a listing, vendors have the option to select one of the following cancellation policies:

2-10 Guests:
1. Full refund of deposit and/or remaining balance if canceled 2 days before the event
2. Full refund of deposit and/or remaining balance if canceled 4 days before the event
3. No refund of deposit and/or remaining balance

11-20 Guests:
1. Full refund of deposit and/or remaining balance if canceled 2 days before the event
2. Full refund of deposit and/or remaining balance if canceled 4 days before the event
3. 
Full refund of deposit and/or remaining balance if canceled 7 days before the event
3. No refund of deposit and/or remaining balance

21+ Guests:
1. Full refund of deposit and/or remaining balance if canceled 2 days before the event
2. Full refund of deposit and/or remaining balance if canceled 4 days before the event
3. 
Full refund of deposit and/or remaining balance if canceled 7 days before the event
3. No refund of deposit and/or remaining balance

Their selected cancellation policy will be shown on their listing under the “Terms & rules” section.

If you cancel your picnic before the vendor’s refundable deadline:
You will receive a refund (minus a 4% processing fee) from Best Picnic Spots’ Support Team. Refunds will be processed directly by Best Picnic Spots’ Support Team.

If you cancel your picnic after the vendor’s refundable deadline:
If you cancel outside the vendor’s refundable timeframe, your refund will be forfeited. It is highly encouraged to communicate with vendors directly to discuss if they can provide potential rescheduling options (please see reschedule policy below). Vendors are more than understanding and will be happy to discuss what options they can provide moving forward.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

Best Picnic Spots requires all vendors to provide 1 free reschedule, contingent if request is made by guest at least 48 hours before their picnic start time (applicable for parties of 10 guests or less; for parties of 11 or more, vendor has the right to enforce their own reschedule policy). Reschedule dates are subject to vendor’s availability.

Reschedules requested before vendor’s refundable deadline:
The cancellation policy will adhere to the new rescheduled picnic date. 

Reschedules requested after vendor’s refundable deadline:
If reschedule is requested after the refundable deadline (either 48 hours or 4 days before event), no refunds will be given if the rescheduled picnic is then canceled by guest. 

Our reschedule policy protects vendors to make sure they have enough time to prepare for your event. If you request to reschedule after the 48 hour mark, please message your vendor directly to see if they are willing to reschedule your event. 

Reschedules made due to inclement weather will not count towards the 1 free reschedule. See inclement weather policy for more details.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

Unfortunately, poor weather such as heavy rain, snow, high tides, etc. may result in either vendor or guests needing to reschedule or cancel the event. If you notice that poor weather is in the forecast, please message your vendor immediately to discuss rescheduling.

Inclement weather prediction before picnic:
Vendors are required to provide a free guaranteed reschedule due to inclement weather if requested before your event. Any reschedules made for this reason does not count towards the two free reschedules discussed in the “general reschedule policy.” 

Inclement weather during picnic:
We highly advise both guests and vendor to be aware of weather conditions the day of your picnic. In the unfortunate event you start your picnic and it has to be cut short due to inclement weather, please message your vendor directly to discuss possible solutions for either rescheduling or potential partial refunds. We encourage guests and vendor to make an agreement, as both parties have spent a significant amount of time preparing for the picnic. 

Full or partial refunds agreed upon guest and vendor due to inclement weather will be processed by our Support Team. A 4% processing fee will be split amongst both vendor and guest (2% each). See Processing Fees for more details.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

Please contact Best Picnic Spots Support Team if you would like to process a cancellation.

In the unusual case where your vendor needs to cancel your picnic for other reasons besides inclement weather, you will receive a full refund. Vendors are highly encouraged to keep close communication with guests and offer flexible rescheduling options. Vendor will be responsible for any processing fees and refunds will be issued directly by Best Picnic Spots’ Support Team.

Contact your vendor

If vendor did not include services that were paid for (ex. forgot an add-on item), please message your vendor immediately to let them know and discuss how much should be refunded. Any refunds agreed between you and the vendor will be notified to our Support Team, and refunds will be processed accordingly. Your invoice will automatically be updated.

Contact our Support Team

If you are not able to voice your concerns directly with your vendor or reach an agreement, please feel free to send our Support Team a message using the Contact Us form. Please include your reservation information and other relevant details including photographic evidence of the situation, if needed. Request for refunds submitted past 48 hours of your picnic or last contact with vendor may not be honored.

Please maintain all communication on the Best Picnic Spots messaging system to ensure our Support Team can help if any issues arise. Communication made outside of our platform is not protected by Best Picnic Spots’ policies.

Best Picnic Spots strives to provide the best value for both guests and vendors. Currently there is no service fee for guests interested in booking a luxury picnic through our platform, and Best Picnic Spots covers all credit card processing fees during payment. In the event of any partial or full refunds however, processing fees will need to be deducted from guest or vendor, pending on the situation. This is simply to cover the cost that has already been paid by Best Picnic Spots. 

Guest cancels:
A 4% processing fee will be deducted from the amount refunded. Note: please check our general cancellation policy to confirm if your picnic is applicable for a refund.

Vendor cancels:
A 4% processing fee will be deducted from vendor. Guest will receive a full refund. 

Mutually agreed refund due to inclement weather:
A 4% processing fee will be split amongst both vendor and guest (2% each). 2% will be deducted from the amount refunded. 

Partial refunds to guest due to forgotten items/poor service by vendor: 
The agreed refunded amount will be returned to guest, and vendor will cover the processing fees. 

Please note: processing fees only apply towards the amount being refunded. 

Account Management

Dashboard > Profile > Password

Dashboard>Profile>Upload Photo

Search

December 2022

  • M
  • T
  • W
  • T
  • F
  • S
  • S
  • 1
  • 2
  • 3
  • 4
  • 5
  • 6
  • 7
  • 8
  • 9
  • 10
  • 11
  • 12
  • 13
  • 14
  • 15
  • 16
  • 17
  • 18
  • 19
  • 20
  • 21
  • 22
  • 23
  • 24
  • 25
  • 26
  • 27
  • 28
  • 29
  • 30
  • 31
0 No. of Guests
Event Type

Compare listings

Compare