Booking Policy
01. Bookings & Payments
Policy
Private tea parties and catered experiences are booked exclusively for your selected date, time and location. Submitting an inquiry does not reserve your date.
A 50% booking retainer is required to confirm your reservation. Your date is not considered booked until your retainer has been received and your booking has been confirmed by The Little Tea Room by Chantilly.
The remaining balance is due 7 days prior to your event. Bookings made within 7 days of the event date require payment in full at the time of booking.
Your final guest count, menu selections and known dietary requirements are also due 7 days before your event. Because ingredients, rentals and service are prepared according to your confirmed guest count, reductions after this deadline will not reduce the final balance.
Additional guests may be accommodated when food, china, inventory and staffing allow and will be charged accordingly.
02. Changes & Cancellations
Policy
We understand that plans change! Because each tea experience is prepared specifically for your celebration, the following policies apply:
Changes to guest count, menu selections, location, rentals, or event details should be finalized at least 7 days before your event and are subject to availability.
Your booking deposit is non-refundable and reserves your event date and time.
Cancellations made within 7 days of your event are non-refundable due to food, supplies, staffing, rentals, and preparation already committed.
Need a different date? Requests made at least 14 days in advance may be transferred once to an available date within six months.
For outdoor events, clients should have a weather backup plan. If severe weather makes service or travel unsafe, we'll work with you to find the best available solution.
If The Little Tea Room by Chantilly must cancel and we cannot reschedule or provide the contracted service, payments for services we are unable to provide will be refunded.
Life happens. If an unexpected circumstance affects your celebration, please reach out as soon as possible. We'll always do our best to work with you fairly while accounting for preparations and expenses already made for your event.
Policy
Rentals, Care & Damages
Fine china, teaware, and specialty pieces are available with select experiences or as standalone rentals, subject to availability. All rentals remain the property of The Little Tea Room by Chantilly and are the client's responsibility until collected or returned.
Clients are responsible for missing, chipped, broken, or damaged items at their applicable replacement value, as outlined in the rental agreement.
Care Instructions: Remove food and liquids before repacking. Do not wash or place items in dishwashers, microwaves, or ovens. Keep rentals protected from weather and return them in their original packaging when applicable. Our team handles final cleaning and sanitizing unless otherwise instructed.
Comparable substitutions may be offered if reserved items become unavailable.
Delivery, Setup & Collection
Delivery, setup, and collection fees vary by location and service. Clients must provide reasonable access and cover applicable parking, valet, venue, or additional access fees. Events at Airbnbs, hotels, or private venues require prior property approval.
Rental Delivery Minimums
Minimum rental orders are based on distance from Nashville, Tennessee:
Up to 60 miles: $125 minimum
61–70 miles: $300 minimum
Over 70 miles: Custom quote
Final Counts & Unused Items
Final guest counts, menu selections, and rental quantities must be confirmed 7 calendar days before the event. Reductions or refunds are not permitted after this deadline. Additions are subject to availability and applicable charges.
Unused rentals, food, or scheduled services are nonrefundable after the applicable cancellation or modification deadline.
Cancellations & Last-Minute Bookings
Cancellation fees and refund eligibility are outlined in your booking agreement. Approved refunds are processed within 7–10 business days.
Last-minute rental reservations are welcome, subject to availability, and may require full payment and modified cancellation terms disclosed before booking.
03. Rental, Delivery, Setup & Returns
04. Dietary Restrictions & Catering
Policy
Please let us know about dietary preferences, restrictions and food allergies at the time of booking and confirm them no later than 7 days before your event.
Menus and ingredients are planned and purchased specifically for each booking. Requests made on the day of the event may not be able to be accommodated.
We will make reasonable efforts to accommodate certain dietary preferences when possible; however, not every menu can be modified for every dietary requirement.
Our food is prepared in environments where common allergens may be present, and we cannot guarantee an allergen-free environment or the absence of cross-contact. Guests with severe or life-threatening food allergies should contact us before booking so we can determine whether we can safely accommodate their needs.
Outside food may be incorporated into certain experiences with prior approval. The Little Tea Room by Chantilly cannot assume responsibility for the preparation, ingredients, allergen information, handling or safety of food supplied by the client or another vendor.
05. Pricing, Travel, & Additional Fees
Policy
Package pricing is based on the selected experience, guest count, menu, service requirements and event location. Your proposal will outline the services and items included with your booking.
Additional charges may apply for upgraded menus, specialty rentals, additional service time, extended setup or breakdown, staffing, delivery, travel, parking, valet, venue access or other client-requested additions.
Travel within our standard Nashville service area may be included or quoted according to the selected package. Events outside our standard service area may incur an additional travel fee.
Because menus and offerings may change seasonally, website pricing is subject to change. Once your booking has been confirmed, the pricing stated in your signed/accepted proposal will apply to the services specified in that proposal, unless you later request changes or additions.
06. Pop-Ups, Pre-Orders, & The Little Store
Policy
Our Nashville tea pop-ups are separately ticketed experiences held at select locations throughout the Nashville area. Tickets reserve admission to the specific event, date and time listed at purchase. Unless otherwise stated, ticket sales are final but may be transferred to another guest with advance notice. If The Little Tea Room by Chantilly cancels an event, guests will be offered a refund or transfer option, as applicable.
Pre-order tea boxes, catered boxes and food-containing DIY tea kits are prepared specifically for the selected fulfillment date. Because these items are made to order and may contain perishable food, cancellations and refunds are not available after the ordering cutoff stated on the product page.
Chantilly's Little Store offers tea accessories, gifts and other curated goods. Unused, non-personalized merchandise may be returned within 14 days of delivery in its original condition and packaging. Perishable goods, opened consumables, personalized products, gift cards and used merchandise are final sale except where otherwise required by law.
If a shipped item arrives damaged, customers should contact us within 48 hours of delivery with their order number and photographs of the item and packaging so we can assist.
07. Venue & Client Responsibilities
Policy
Because The Little Tea Room by Chantilly comes to you, clients are responsible for ensuring their selected location is suitable and approved for the services booked.
Clients are responsible for obtaining any required permission, reservations, permits, or approvals from the property owner, Airbnb/short-term rental host, hotel, park, business, or venue.
The event space must provide safe and reasonable access for our team to deliver, unload, set up, serve, and collect equipment. Please let us know in advance about stairs, restricted loading areas, limited parking, or other access considerations.
Clients are responsible for providing adequate tables, chairs, space, and utilities unless these items are specifically included in your booked package or rental agreement.
Any parking, valet, venue, permit, admission, or access fees required to provide your service may be added to your booking.
The event area should be clean, accessible, and ready for setup at the agreed arrival time. Delayed access may affect setup or service time.
For outdoor events, clients must provide an appropriate weather backup plan and a safe environment for food service, guests, staff, and rental items.
The Little Tea Room by Chantilly is not responsible for restrictions, fines, delays, relocation, or cancellation resulting from a client's failure to obtain required permission or comply with the rules of their selected property or venue.
Not sure whether your location will work? Send us the details when you inquire, and we'll be happy to review the space and requirements with you before booking.
08. Satisfaction & Feedback
Policy
Your experience matters to us. Our goal is to make your celebration feel thoughtful, beautiful and special from the first cup to the final goodbye.
If something about your food, rentals, setup or service does not meet your expectations, please let us know during your event whenever possible. We want the opportunity to address concerns while we are still onsite and, when reasonably possible, make things right in the moment.
If you discover an issue after your event, please contact The Little Tea Room by Chantilly within 48 hours with the details of your concern so we can review what happened and respond appropriately.
Because our experiences involve custom planning, perishable food, labor and event-specific preparation, dissatisfaction does not automatically qualify a booking for a full or partial refund. Any remedy, credit or refund will be considered based on the individual circumstances and the services provided.
We also love hearing when we've made your celebration special. Your feedback, photographs and reviews help our little tea room grow and allow us to continue creating memorable afternoon tea experiences throughout Nashville.