How do I write a cancellation policy?
Set clear deadlines and refund tiers
Start by deciding how far in advance clients can cancel for a full refund. Many venues use 60 days. Then create tiers: 60+ days = full refund minus deposit; 30–59 days = 50% refund; under 30 days = no refund. The deposit is often non-refundable to cover lost booking opportunities.
Be specific about what 'cancellation' means—written notice via email or certified mail. State the date the cancellation is effective. Also explain how postponements are handled: some venues allow one free postponement within a year, others charge a fee.
Include venue cancellation and force majeure
Your policy should also cover what happens if you must cancel. If the venue becomes unavailable due to fire, flood, or other emergency, you should refund all payments or offer a reschedule. A force majeure clause protects both parties from events beyond their control, like hurricanes or government shutdowns.
Make the policy easy to find: put it in the contract and on your website. Have clients initial or sign next to it to confirm they understand. If you offer event insurance, mention it as an option for clients who want extra protection.
- Full refund minus deposit if cancelled 60+ days before event
- 50% refund if cancelled 30–59 days before
- No refund if cancelled under 30 days
- Deposit non-refundable but may be applied to a rescheduled date
- Force majeure clause for uncontrollable events
- Written notice required for cancellation
Common mistakes
- Making the policy too vague—clients will argue over what 'reasonable' means.
- Forgetting to include what happens if the venue cancels—this can lead to bad reviews and legal issues.
- Not enforcing the policy consistently—if you make exceptions for one client, others may expect the same.
