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Original poster

Cancellation fees of an event

39 replies

Darmy1 · 05/12/2023 15:52

I booked a work event and signed a contract. They asked for an upfront fee/bank details and some more details which I did not give to them at the time. They asked for menu options to be submitted by a certain date, which I also didn’t do. This was November and haven’t heard off them until yesterday.

We’ve now had to cancel (it’s next week) and the venue is asking me for 100% of the costs due to last minute cancellation.

I understand the contract states it’s cancellation fees however we didn’t pay any deposit as requested and didn’t hear anything since. Am I still liable to pay?

edit: in the notes of the contract it does state £10 per person deposit is required to confirm spaces

OP posts:
BeenRoundThatBlock · 05/12/2023 15:56

You've answered your own question in the first like. You signed a contract. Yes, you're liable for the terms of that contract including cancellation periods. These have passed; you pay.

If you're thinking 'they haven't got our bank details; they can't access payment', you're not off the hook. Be prepared for small claims or other proceedings according to the value.

HappyHamsters · 05/12/2023 15:56

Why didn't you pay the deposit but signed the contract, what does their cancellation say

Original poster
Darmy1 · 05/12/2023 16:03

The contract clearly state cancellation fees but also says “deposit required to confirm spaces”. We didn’t pay a deposit

OP posts:
Comefromaway · 05/12/2023 16:06

So are you arguing that because you didn't pay the deposit you didn't confirm the spaces?

Its a possibility but depending on other correspondence between you plus the contract you are on thin ice.

LucyInTheParkWithDragons · 05/12/2023 16:07

You’ve taken a slot at their busiest and most profitable time of year that they could have given to someone who was actually going to pay.

What makes you think you shouldn’t pay?

YourNameGoesHere · 05/12/2023 16:07

Of course you should pay the whole amount. Your argument that you didn't pay the deposit isn't a reasonable excuse. The fact they offered you some leeway in paying it doesn't excuse the fact you clearly knew they were expecting you when you rang to cancel at the last minute.

Original poster
Darmy1 · 05/12/2023 16:09

I’m not suggesting I shouldn’t pay I’m asking am I still liable to pay.
thank you everyone

OP posts:
Bromptotoo · 05/12/2023 16:10

What sort of a venue and what sort of numbers?

If I'd booked a table at a pub/restaurant for a date at this time of year I'd not expect them to come back to me until a week or so before. When I was running work events for 100+ I'd have been in increasingly close engagement over the last month or so.

If they've lost money and/or the contract provides for cancellation then I think you're on the hook.

Your money or that of your employer?

Original poster
Darmy1 · 05/12/2023 16:12

Employers money. Would have been for
30 people and on a Monday afternoon. They requested for menu options mid November which we also didn’t send over. And has been no conversation since then

OP posts:
WhereIsBebèsChambre · 05/12/2023 16:15

Why didn't you pay deposit/send meal options? Was there no actual plan to attend?

YourNameGoesHere · 05/12/2023 16:17

WhereIsBebèsChambre · 05/12/2023 16:15

Why didn't you pay deposit/send meal options? Was there no actual plan to attend?

It's certainly sounding like it.

Original poster
Darmy1 · 05/12/2023 16:17

@WhereIsBebèsChambre My colleague never got around to sending it due to the finance team not releasing the money

OP posts:
TiptopTommy · 05/12/2023 16:17

Did you book it with no intention of actually going then? Are they a competitor?

Original poster
Darmy1 · 05/12/2023 16:19

My colleague never got around to sending it due to the finance team not releasing the money in time. To be honest with you i assumed as we didn’t send the deposit that it wouldn’t be going ahead anymore and I irresponsibly didn’t contact them to follow up.

OP posts:
Original poster
Darmy1 · 05/12/2023 16:21

I’m taking responsibility and blame for this but was just a post asking about liability for payment as we didn’t send over the deposit. Wondered where I stood with it that’s all.

OP posts:
YourNameGoesHere · 05/12/2023 16:22

Darmy1 · 05/12/2023 16:19

My colleague never got around to sending it due to the finance team not releasing the money in time. To be honest with you i assumed as we didn’t send the deposit that it wouldn’t be going ahead anymore and I irresponsibly didn’t contact them to follow up.

I honestly don't understand how you could have thought they were not expecting you given they'd got in touch to ask about catering. Surely that was the point in which you or your company cancelled if you were not going to attend.

The fact you've obviously contacted them now to cancel suggests part of you knew they were expecting you, otherwise why get in touch to cancel?

Also why didn't the finance people release the money for the deposits?

HappyHamsters · 05/12/2023 16:23

You signed a contract, presumably with the dates time and approximate number of people, you have to pay.

OneForTheRoadThen · 05/12/2023 16:23

Why didn't you just phone and cancel as soon as you knew it wouldn't be happening?

BeenRoundThatBlock · 05/12/2023 16:24

You can now add the risk that they go to the local paper and make your employer's name public, with the PR damage that will cause your firm.

Why on earth didn't you just cancel it in time?!

Original poster
Darmy1 · 05/12/2023 16:26

@YourNameGoesHere
Sorry let me clarify. We booked early November . They asked for menu options to be submitted approximately 2 weeks later (around 24th November). There was no more contact since the beginning of November.
they called me yesterday to follow up and I stated that we’d be cancelling due to not having the finances available anymore

OP posts:
Bromptotoo · 05/12/2023 16:26

If they want full payment for 30 people then I think we're talking hundreds of pounds. Were you acting in the course of your employment ie were you instructed by a manager to make the booking?

Original poster
Darmy1 · 05/12/2023 16:26

@BeenRoundThatBlock it won’t happen as the payment will be made if it needs to be. I won’t be avoiding the fees

OP posts:
Original poster
Darmy1 · 05/12/2023 16:27

@Bromptotoo I was asked by my manager to seek a venue/event. Yes approx £1500

OP posts:
Bromptotoo · 05/12/2023 16:28

BeenRoundThatBlock · 05/12/2023 16:24

You can now add the risk that they go to the local paper and make your employer's name public, with the PR damage that will cause your firm.

Why on earth didn't you just cancel it in time?!

That would be unprofessional on their part and not a risk I'd have on my mental register.

YourNameGoesHere · 05/12/2023 16:29

Darmy1 · 05/12/2023 16:26

@YourNameGoesHere
Sorry let me clarify. We booked early November . They asked for menu options to be submitted approximately 2 weeks later (around 24th November). There was no more contact since the beginning of November.
they called me yesterday to follow up and I stated that we’d be cancelling due to not having the finances available anymore

That's even more confusing to be honest. How did your company think they had the funds for this a month ago and yet now they can't afford it. I thought you meant months ago. We're talking only a matter of weeks though since your company booked on.

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