New Cancellation Policies for Venue Directory Users Enabled With Instant Book

As we roll out Instant Book functionality to the Venue Directory marketplace, we will be continually evaluating the booking process and enhancing the experience for both the booker and the venue. Taking onboard recent feedback, we will be introducing standardised booking cancellation terms from the 01st June 2025.

Currently venues can use a default policy or alternatively upload their own terms in a pdf document. For the booker this means that there could be hundreds of variations of cancellation terms, making it very difficult to navigate and compare within a given location.

From the 01st June 2025, venues will only be able to select from one of the three policies set out below. The default setting will be the moderate setting.

1. Flexible Policy:

   • Guests can cancel until 24 hours before the event without any charges.

   • Within 24 hours full charges apply.

2. Moderate Policy (Default):

   • Guests can cancel until 15 days before the event without any charges.

   • Cancellation between 14 – 8 days before the event, a 50% cancellation charge of the booking total will apply.

   • Cancellation within 7 days, 100% cancellation charges

3. Firm Policy:

   • If the booking is cancelled, 100% cancellation charges apply.

Venues can change between the three policies at any time within the Instant Book settings in “MyEventsChannel”. There will not be the option to upload specific venue cancellation policies.

Bookers/Venues also have the option to select “client specific terms” which will be agreed outside of the booking platform in advance (e.g. government terms) and selected with a tick box before confirming a booking. The cancellation policy will also be clearly displayed when a booker is searching for availability and prices at the beginning of the booking process.

Also, as a reminder and as agents are now looking for Instant Book venues, now is the time to make sure you have some availability showing (it only needs to be one room).

Make sure your availability, pricing and all extras (food & beverage + equipment) descriptions and prices are up to date.

How do I learn more or get help?

Reach out to your Venue Directory Account Manager for additional information.

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Cancellation policy details:

MyEventsChannel Instant Book Cancellation Policy settings:

Cancellation Policy overview: