How to specify the cancellation policy for an event?

Specifying a clear cancellation policy for your event is essential for both you and your attendees. It sets expectations for cancellations, refunds, and any applicable fees. As an organizer, you have the ability to define the timeline within which attendees can cancel their registration, as well as specify any cancellation fees, especially for paid events.

This article will guide you through the process of specifying the cancellation policy for your event, including how to set the cancellation timeline, conditions, fees, and notes for refunds.

Why set a cancellation policy?

A well-defined cancellation policy helps prevent misunderstandings and ensures that both the event organizer and attendees know the terms in case of a cancellation. It can also help protect your event revenue while offering fair conditions for attendees who need to cancel their registration.

In the case of a paid event, any cancellation fee you specify will be deducted from the refund that the registrant receives. For example, if a ticket is $100 and the cancellation fee is $20, the attendee will be refunded $80 if they cancel.

How to specify the cancellation policy for your event?

Follow these steps to set up a cancellation policy for your event:

Go to the Registration > Ticket/Registration. This is where you can configure various aspects of your event's ticketing, including setting up the cancellation policy.

In the Ticket/Registration settings, you will find an option called "Cancellation allowed?"

Toggle this option to allow cancellations for your event. If you don't want to allow cancellations, leave this untoggled.

If your event has a cancellation fee (for example, in the case of paid events), you can specify this fee under "Cancellation Fees".

Enter the specific amount that will be deducted as a cancellation fee in the event of a refund.

Note: For paid events, this cancellation fee will be deducted from any refund owed to the attendee. For example, if a ticket costs $100 and the cancellation fee is $20, the attendee will receive a refund of $80 upon cancellation.

In the "Cancellation Policy" section, you will be able to enter the details of your event's cancellation policy. This is where you can outline:

You can set specific time frames (e.g., cancellations allowed only within 7 days of registration or up to 48 hours before the event). Ensure the cancellation policy is clear and aligns with your event’s needs.

The timeline within which cancellations are allowed (e.g., "Cancellations allowed up to 7 days before the event").
Conditions for cancellation (e.g., "Cancellations must be made in writing via email").
Cancellation fee (e.g., "A $20 cancellation fee will apply").
Other relevant notes (e.g., "No cancellations will be accepted within 48 hours of the event date").

After entering the cancellation details, click on Save Changes to apply your settings.

Once saved, the cancellation policy will be visible to attendees during the ticket purchase process. The cancellation policy details that you specify will automatically be included in the PDF ticket sent to the attendee.

By specifying clear cancellation terms, including any applicable fees, you can manage expectations and minimize confusion.

If you need further assistance with setting up your cancellation policy or have any questions about this feature, please feel free to contact our support team at help@eventzilla.net