Event cancellation policy wording you can adapt

A good cancellation policy does two jobs. It protects the money you lose when a date falls through, and it reads as fair, so clients aren't scared off before they book. The trick is to tie each charge to a real loss and say it in plain words.

General guidance, not legal advice. Consumer protection rules differ between the UK and each US state.

#Use tiers based on how close the event is

The closer the cancellation, the less chance you have of rebooking the date and the more you've spent. A tiered policy reflects that. Example:

When the client cancels	What they pay
More than 60 days before	Deposit kept to cover booking and planning
30–60 days before	50% of the total
14–29 days before	75% of the total
Less than 14 days before	100% of the total

Adjust the windows and amounts to your own costs. If you buy stock or custom items early, your early tiers should cover that.

#Example wording

Cancellations
Your deposit secures your date and covers planning and stock
ordered for your event. If you cancel:
• More than 60 days before your event, we keep the deposit.
• 30–60 days before, 50% of the total is payable.
• 14–29 days before, 75% of the total is payable.
• Less than 14 days before, the full total is payable.
Cancellations must be made in writing.

#Postponements

Clients often prefer to move a date rather than cancel. Offer one free postponement within a set period (for example 12 months), subject to availability, with the deposit moving to the new date. Say what happens if the new date costs more.

#If you have to cancel

State what you'll do if illness or an emergency stops you: find a trusted replacement where possible, or refund everything paid. Clients trust a policy that's fair in both directions.

#UK: the 14-day cancellation right

When a consumer books with you online, by phone or away from your premises, UK rules usually give them 14 days to cancel. If they ask you to start work within that period, they may still owe you for work already done. Tell clients about this right in your terms. If you don't, the cancellation period can be extended.

#US: check your state

There's no single national rule for event services, but courts generally don't enforce penalties that are out of proportion to your real losses. Keep amounts reasonable and documented.

Related: Event deposits: how much to ask for, and when the balance is due.

Sarvyam puts your cancellation policy on every quote, and the client accepts it when they pay the deposit. Start free at sarvyam.com.