Cancellations & Policies

Cancellation & Refunds

What is the cancellation policy for meeting room bookings, and are there penalties?

Cancellation policies vary by venue and booking type. Details and penalties (if any) are shared during booking and in confirmation emails. Typically 24-48 hours notice avoids charges.

Can I cancel my booking and get a refund?

Yes, subject to venue policy. Refund eligibility and timelines are clearly shown during booking and in your confirmation email.

What’s a fair cancellation window for meeting rooms?

24-48 hours is standard; larger events need 5-7 days. Choose venues with reasonable reschedule credits. Publish internal cutoff policies to your team.

Are deposits refundable for meeting spaces?

Most venues take small security deposits for incidentals; refunds follow a post-event checklist. Clarify timelines and damage clauses upfront. Keep photos of pre-event condition.

Last-Minute Changes

How do you manage last-minute headcount changes?

Pick rooms with modular seating and keep overflow rooms on soft hold. Confirm F&B counts by T-24 hours. Use waitlist logic for external attendees.

What if a facilitator falls sick on event morning?

Have a backup facilitator briefed with materials shared in a drive. Delay start by 30 minutes if needed. Issue clear, empathetic cancellation notice with new dates if necessary.

How do you handle low registrations close to event day?

Switch to a smaller room or reframe as an intimate roundtable. Offer hybrid access to broaden reach. Communicate value and confirm final headcount early.