Requests to cancel your event and/or equipment must be submitted in writing. Once the reservation request is submitted, cancellation fees will be assessed for each booking – per room per day – as follows:
61+ Days Prior to Event: Flat fee of $50.00 (for reservations with a $200 minimum)*
31 – 60 Days Prior to Event: 50% of Estimated Room(s) Rental
21 – 30 Days Prior to Event: 75% of Estimated Room(s) Rental
0 – 20 Days Prior to Event: 100% of Estimated Room(s) Rental
To avoid a cancellation fee, it is recommended that users view their desired room and in-room equipment prior to requesting a reservation to ensure that the room and equipment will be sufficient. Rescheduling events may result in a cancellation or short-notice fee. A 48-hour cancellation grace period is given to recently scheduled events. Reservation requests for instances that will occur within 48-hours are not granted a grace period.
*61+ Days Prior to Event: A cancellation fee of 50% of the estimated room rental is in effect for all Special Event and GA 56-482 capacity spaces during Graduation, Orientation, and Winter Holiday periods (as defined below):
Graduation Period: finals week of Spring Quarter; the week following finals week of Spring Quarter.
Orientation Period: the last week of summer break; the first week of Autumn Quarter; the week following the first week of Autumn Quarter.
Winter Holiday Period: finals week of Autumn Quarter through January 1st.
Rescheduling
Events rescheduled to take place more than a month later are considered a new request with the original request being cancelled and subject to cancellation fees. Events rescheduled to take place earlier than their original date or up to a month later are not considered cancelled.
Previously rescheduled events that are cancelled will be charged a cancellation fee based on the originally scheduled date.
Equipment & Labor Cancellation Fees: Same day cancellations or cancellations of work already completed will be billed at 100%. Off-hours labor charges may be billed at 100% if cancelled within 3 weeks of the event.