Event Rained out? no problem with “instantcancel!”
Q: What specific pain point led to the creation of “InstantCancel!”?
The concept for “InstantCancel!” was born out of a personal experience that vividly highlighted the need for an efficient event cancellation system. Picture this: 8 much-anticipated youth sports events had to be abruptly called off due to a sudden storm. This meant a huge amount of communications at scale were needed to be sent out manually by our team notifying every involved party—guests, group leaders, and hotels—while also providing clear instructions for the next steps on how to cancel hotel rooms.
This challenging experience underscored the necessity for a streamlined solution, inspiring the creation of “InstantCancel!”
Q: How did this experience shape the development of InstantCancel!?
We realized the urgent need for a more efficient method to promptly inform all stakeholders and offer clear guidance during unexpected event cancellations.
Our primary goal was to ensure alignment among all parties involved, followed by automating the notification process to ensure timely and precise information reaches every guest in the event of a cancellation. Book Your Blocks approach aims to expedite cancellations and minimize disruptions. By taking proactive measures, we aim to prevent penalties for families as much as possible.
Book Your Block offers the leading solution with concise cancellation instructions, significantly reducing stress for all stakeholders. We can seamlessly communicate with hundreds of hotels, group leaders, and thousands of guests within minutes of notification, and our technology is designed to scale efficiently.
Q: How does “InstantCancel!” benefit guests, group leaders and hotels?
We send cancellation instructions immediately to guests, as timely action is crucial due to booking policy terms. Prompt communication with guests ensures clarity and minimizes confusion.
It is imperative that the group leaders are also aligned with the protocol. So “InstantCancel!” also communicates the cancellation notice to them too.
Group leaders' awareness is key, as they need to reinforce to their members the importance of canceling as soon as possible.
It is also crucial for hotels to be promptly informed about an event cancellation. This enables them to make efforts to re-sell the rooms. Proactive communication not only prevents confusion when guests reach out to the hotel but also with early notice, hotels are more inclined to waive fees and penalties, as they have had more time to re-sell their rooms.
Q: Is there anything we can do to avoid penalties for cancellations?
It’s important to understand that every hotel and event is unique, and so each cancellation will be handled individually.
At Book Your Block, we follow a cancellation protocol where we contact hotel partners to request waivers on any penalties imposed on guests. Many hotels collaborate with us and waive the 1-night stay penalty. However, hotels retain the right to enforce their terms and conditions.
Guests stand a better chance of having this penalty waived if hotels have enough notice to resell the rooms. Therefore, the priority is to cancel and inform the hotels as soon as possible. Rightholders can assist in this process by giving official notice as soon as they know.
To provide additional peace of mind, we offer travel insurance at the time of booking. This insurance can cover various unforeseen circumstances that might lead to a cancellation, such as illness, emergencies, or other unexpected events. This option adds an extra layer of protection, making the booking process more secure.
Guests also stand a better chance of avoiding penalties if they have booked within the group block rather than through direct booking, as we have developed relationships with our hotel partners, meaning they are more likely to work with us on a resolution.
We are excited about this feature and hope that you are too! Schedule a call using the button below if you are interested in finding out more about how we offer a fully managed event housing solution…
