Loomio
Thu 20 Apr 2023 11:07PM

Cancellation policy: add a penalty fee

CS Caroline Savery Public Seen by 7

Currently when people cancel their paid event, they get full refund if they cancel 7 days ahead of time (or less). This happens fairly often.

This has impact when the Events Coordinator is putting in all the normal work to help this event, but then they collect no revenue at all for their work. Additionally, Shared Ground should disincentivize people booking events if they are not in fact ready to hold them, as booking an event that's later cancelled with no penalty means we lost that revenue from possibly booking a different event.

I suggest a policy of a $25 cancellation flat fee or 10% of the event booking price, whichever is higher. This would apply to any events that are paying. This would apply after the event is confirmed, even if the invoice for the event rental is not paid yet. If the booking invoice is canceled, SG would invoice separately for the specific cancellation fee only. If the invoice is paid and then refunded, SG would subtract the cancellation fee from the refund amount.

This will help incentivize only events that are ready to book and ensure essential revenues are collected for the SG events operation.

SUGGESTED POLICY LANGUAGE:

"Paying events that cancel within the 2 week window before their event is booked to occur will be charged a $25 flat cancellation fee OR 10% of their total booking price, whichever is higher. This revenue goes to cover our costs of administering events."

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