The cancellation conditions for a room or an entire meeting are just as important to many event planners as the price. If the offers are too restrictive, a different location may be booked. On the other hand, short-term cancellations may result in empty rooms.
Staggering according to order value
If you currently base your staggering on the number of persons/participants, we recommend that you move to staggering according to turnover across the board for the sake of simplicity.
1. Specify cancellation deadlines
In the Own terms and conditions section in the Admin area of your booking engine, you will find the “Cancellation deadlines” section in the upper screen area.
2. Define your booking sum ranges
Define your booking sum ranges and the deadlines and percentages for each of these levels.
You have the possibility to set an unlimited number of booking sum ranges as well as deadlines. Use the "Add another booking sum range" or "Add time limit" buttons.
Advice: Observe how short-notice the inquiries are for different event sizes.
If most of the inquiries for large meetings are made between 3 and 6 months before the event date, then enter the last free cancellation date 4-6 months before. Otherwise, you automatically reject many alternative requests and, in the worst case, the customer cancels the reserved meeting room and the guest rooms a few days before the event.
Experience shows that smaller events (<€2,000) have a shorter lead time. Free cancellation up to 30, 21 or 14 days before arrival is therefore reasonable.
Same deadlines across all sales channels
To keep it simple, cancellation periods should be the same across all sales and booking channels.