Can I refuse a booking from a client I do not want to work with?
Where you have room to decline
Most venues can set terms about event type, guest count, alcohol service and noise limits. You can also decline events that conflict with your insurance or your capacity. Clear, consistent criteria make those decisions easier to defend.
Keep your criteria short and apply them the same way to every inquiry.
Where the risk lies
Refusing based on race, religion, sex, disability or similar traits can create legal trouble in many places. Local anti-discrimination rules differ, so review them before writing a policy. Keep a neutral script for turning down inquiries that do not fit your venue.
Write your criteria as operating standards, such as hours, capacity and noise limits, rather than personal impressions.
Declining politely and in writing
Send a short message that thanks the client, states the reason in neutral terms, and suggests alternatives if you have any. Avoid personal comments, since they can be quoted later. Keep copies of the inquiry and your response in the file.
If a client disputes the decision, respond calmly and point to the written standard you used.
Common mistakes
- Refusing one client while accepting similar bookings from others with no clear reason.
- Writing a rejection that includes personal opinions about the client.
