Event Cancellation Policy

Posted by RCS Staff 
 
The Board of Directors, in session Aug 26 2009, has adopted the following Cancellation & No-show Policy regarding Rotary Club of Sacramento events. This policy has been listed on recent events, and applies to Brown Bag, Firesides, Happy Hour, President's Breakfasts, Trips, Plays, Entertainment, or Auction Items.

1.5.6   Cancellation and No -show Policy

 

ROTARY CLUB OF SACRAMENTO                                           

Policies & Procedures                                                               [Adopted 26-Aug-2009]

 

     Cancellation & No-show Policy

 

Background:

All members must realize that, whenever an event is planned, there will be costs associated that must be covered by those attending.  Often these costs will be a commitment for food and beverage service or meeting space based on the number of people expected.  Once the Club has accepted reservations for a certain number, there will be an expense to the Club.

 

When a Member makes a reservation for any event (President's Breakfast, Happy Hour, Fireside, Trip, Play, Entertainment or Auction Item) there will be a requirement for that member to pay the advertised charge even if he or she doesn't actually make it to the event (no-show).

 

This Policy establishes that a person who wishes to cancel a reservation must provide notice to the Rotary office at least 10 days before the event, or the full fee will be due and payable. If a later advertised cut-off date can be arranged for a given event which does not cause or produce a charge to the club, the shorter time will prevail.  It is anticipated that whenever an event is proposed and advertised to the membership, it will include the specific latest date to cancel without charge.

 

Implementation:

 

No Show:

If a member makes a reservation and does not attend a function and does not cancel with the office by the stated deadline, a Cancellation Fee for the full amount of the event charge will be levied. 

 

If the event fee is normally included in the member's dues, the Cancellation Fee will still apply and the member will be charged an amount of $20.

 

Late Cancellations:

Each committee or group sponsoring an event will designate and advertise a cancellation date.  Any cancellation received after the cancellation date is subject to the Late Cancellation Fee of half the stated fee for the event unless tickets or reservations for the special event are purchased by the club which are then unused, then the Fee shall be the full amount.

 

If the event fee is normally included in the member's dues, the Cancellation Fee will still apply, and the member will be charged $10.

 

Exceptions for medical emergencies may be discussed with the Executive Director.