[SCA-AE] other group policies on event refunds

[Dorinda Courtine-White]

Fellow AEthelmearcians,

    As I try to wrap up the books from Harvest Raid, I was curious as to what other groups do as far as refunds for people who cancel or do not appear?  We have always had a pretty generous refund policy here, and it appears to be biting us.  I have always figured that if someone cancels before the deadline when I have to tell the cook how many are eating, then all is refunded, no issue.  We have always stated that if one cancels after that, we "may" refund the feast dollars, if we can resell the spot.  In reality, even if we have had 20 people cancel and only resold 16 spots, we have refunded the money, because we aren't out to make a billion dollars of profit on our friends, and it is close enough.  But now it seems to be getting out of hand.  We had a sold out feast for 104 and ended up sitting about 82 because people just didn't show up.  People on the wait list never came back to check if they got a spot.  And others gave up and made other plans because we said we were sold out.

I have not yet deposited the checks for Harvest Raid - that happens tomorrow - so it isn't a question of "how much do I write the refund check for" - it is "do I even cash the check".  (Unfortunately, I don't know how to legally cash only the feast portion of their check!)  Here are the situations I have:

- people who told me a few days ahead they weren't coming.  (I have pulled the check and don't plan to cash it).

- people who reserved for 7 people and 4 showed up.  (I plan to cash the check and write some refunds)

- people who told the gate that day someone weren't coming

- people who just never showed up. 


I would ask you:  what does your group do in these situations?  Or do you cash the checks earlier to have money for the event?  Does it mean anything to have "only paid reservations count" if people still believe they are not making a committment?  

If you have recently reserved for an event - what are your refund expectations?


Thank you for your thoughts.

Dorinda