How to Cancel Event Booking Engines

To cancel an event booking through an event booking engine, follow these steps carefully to ensure a smooth process for both the client and the vendor.

Notification

• Inform both the client and the event booking engine (e.g., The Bash, EventBookings) as soon as possible if you need to cancel a booking. The sooner you notify them, the more likely they can find a replacement, preventing any unpleasant outcomes.

Cancellation Timeline

• Canceling More Than 14 Days Prior to the Event:
  • If you cancel an event more than 14 days before the event date, the booking fee will typically be refunded to whoever paid it. The client will not be able to leave feedback, and you will face no further action from the event booking engine.
• Canceling Within 14 Days of the Event:
  • If you cancel an event within 14 days of the event date, you may be subject to a ‘No Show’ penalty. This could result in forfeiting the booking fee (if you paid it on behalf of the client) and remaining eligible for client feedback. You may also receive a warning, strike, or even termination of your membership with the event booking engine.

Exceptions

• If the client confirms the booking within 14 days of the event date, you have 24 hours after the time of booking to notify the event booking engine that you are unavailable. After 24 hours, the gig is considered booked, and you are expected to fulfill the agreement.

Refund Process

• The refund process varies depending on the event organiser’s set refund policy.
  • You may automatically receive a refund, or a refund request will be submitted to the organiser for review.
  • Once a refund is processed, you will receive an email from the event booking engine with the transaction details.

Making Changes to Bookings

• If changes need to be made to an already confirmed booking, only the event booking engine can make these changes (e.g., time, date, rates, location).
  • Communicate the changes directly with your client and contact the event booking engine to inform them of the necessary updates. Use the event booking engine’s messaging system to facilitate these changes.

Systematic Cancellation

• For platforms like Events Booking, to cancel an event:
  • Go to the Events Booking section, navigate to Emails & Messages, and follow the system’s prompts to cancel the event.
  • The system will handle notifications and other necessary actions once the cancellation is initiated.

Refunding Registrations

• For administrative refunds, go to the Registrants section, select the registration record you want to refund, and click on the Refund button in the toolbar to process the refund. Ensure you are using a supported payment plugin for this process.

By following these steps, you can ensure that cancellations are handled fairly and efficiently for all parties involved. If you have any questions about these policies, do not hesitate to contact the event booking engine’s support team.