Cancellation policies for venues can vary quite considerably so it’s best to check the venue’s policy prior to signing the contract so you know what to expect.
Check the Cancellation Window
Typically the venue states a ‘Cancellation Notice Period’ which can be anywhere between 14 and 28 days and within this time period the booking can be cancelled in full minus a small deduction of the deposit or even full refund of all monies paid by the client.
Understand Deposit and Non-Refundable Fees
Some places ask for a holding deposit to book a place, and then this can be refunded up to a certain point. Others charge a non-refundable booking fee to confirm a booking. Find out which it is and get the percentage written down.
Look for Force Majeure Clauses
A force majeure clause is essential to protect both parties against unexpected events, and it should be symmetrical to apply to both the venue and you.
Know the Rescheduling Option
Check also for the Rescheduling option and for possible extra charge if dates are to change. Often, venues will cancel free but charge for example transfer of deposit to new dates.
Get Written Confirmation
Even if the details are discussed verbally before booking, these should always be included in your final written confirmation of the meeting room booking. If you are looking for Meeting Rooms Stroud, see https://hatherleymanor.com/conference-venues-gloucester/meeting-rooms/meeting-rooms-stroud/. In addition to this, it is worth becoming aware of the cancellations policies and your rights in terminating a contract.
A clear agreement at the outset helps to ensure that both parties are aware of their respective rights and obligations.