How do I setup cancellation fees to be automatically applied when a booking is cancelled?

Sometimes you'll want to charge cancellation fees for bookings with different fees being applied depending on how close to the start of the event the cancellation is being made. You can set rules up to have fees automatically presented when an administrator cancels a booking. Administrators must approve fees before they're applied, so if there's a genuine reason for a cancellation, you can waive any fees that would be otherwise applicable.

You can override these default cancellation fees on an event by event basis. For example, if an event has no fees or a completely different fee structure to the norm, then you can set EventHQ up to handle that.

ImportantEventHQ will not apply cancellation fees to any booking where no payment has been made. Our experience is that getting attendees who have cancelled their booking to then pay a cancellation fee is harder than getting blood out of a stone! Cancellation fees wil only be applied where a payment has been made. The maximum value of a cancellation fee can never be more than the amount of money already paid by the attendee. If you intend to charge cancellation fees, we strongly advise you setup online payments to get paid first!

Pro tipYou must clearly lay out your cancellation fees in your terms of booking and require attendees to agree to these when they make their booking

Settings / Cancellation fees

Settings / Cancellation fees

Click the "Create new fee" button

Click the "Create new fee" button

Enter your fee details

If you wanted a 100% fee to be applied to any cancellations made 7 days or less before the event starts, then you would set the fee type as "percentage" and the fee value as "100". You would set the "when to levy this fee" section to 7 days.

If you leave the "when to levy this fee: section blank then the fee will always be applied.

Enter your fee details

Click "Create fee" to save your new fee

Your new fee will be listed in the fees section. You can create as many fees as you wish and you can mix and match fee types. E.g. charge a flat fee of £10 until 7 days before an event starts, then charge 100% from then on.

Click "Create fee" to save your new fee

To edit an existing cancellation fee click it's value

Attendees who have already incurred this fee will not be affected by editing the fee.

To edit an existing cancellation fee click it's value

To delete an existing cancellation fee, click the trash icon to the right of the fee

Attendees who have already incurred this fee will not be affected by deleting the fee.

To delete an existing cancellation fee, click the trash icon to the right of the fee

Confirm you really want to delete the fee

Confirm you really want to delete the fee

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