I guess I would use our normal cancellation policy. How much notice was given of the cancellation? Is this normally an annual event or one time? I would get all the small properties together to voice my concerns with the event leaders in my area so they understand how this affects small business..
One time (altho it might have become an annual event). Cancelled today for this weekend. Which is what makes it so hard to handle.
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that stinks...
Anyway to put something together on an informal basis - party among inns, special addons, dinners/wine tasting/cooking - that might take the place for guests who still want to come? I wouldn't want to cancel a weekend away so close to the event. Is it cancelled due to weather? If so, I would probably let guests cancel if they want. We did that for V-Day weekend here.
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Good ideas but I just found out the event wasn't canceled, it was moved. So, all guests are going elsewhere. Yes, due to weather. Something like 200+ rooms were canceled today.
I heard from a few other smaller places and they are going to charge half to the guests. Not their fault the whole thing was moved, but...
Remind me if I ever bring up 'weather-related' events that I don't want to push to get those guests!
So many things have been canceled here due to the weather this month. No snow and no cold.
But, happy days, sugaring has started. Apparently the earliest this has ever happened. So, the new syrup will be out sooner!
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I know I'm the exception to how most places do this. But when I'm managing an inn, one of the things I do when taking a reservation is ask for the reason they're visiting the area.
When there's an event - of any kind - going on in the area, I'll set up an event alert in the book and won't accept reservations for all of the rooms for the same event.
I basically do this for the same reason that you're dealing with this now.
The percentage of rooms I'll block off depends on the event and the season. In high season, I generally know I can rebook at the last minute so may accept 50% for the same event. Never more. In the shoulder seasons, generally 25%.
Once we get closer to the date of the event, I'll start opening up rooms. And there are always repeat guests who are not part of an event and I'll open up rooms for them.
It's really how I'm able to maintain strong occupancy. And no, I don't tell guests why. Rooms are just not available until I'm fairly certain that the event-goers have booked elsewhere.
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