Creating a Hotel-Friendly Cancellation Policy for Entertainment Programs
A well-structured, hotel-friendly cancellation policy is essential for ensuring smooth relationships between hotels and performers, while also protecting the financial interests of the hotel. MHW Live Music offers a highly flexible cancellation policy designed to accommodate the unique needs of hotels and their operations. Here's how we approach this crucial aspect of entertainment management:
1. Understanding the Hotel’s Needs
Hotels face a number of unpredictable circumstances that could lead to last-minute changes or cancellations of scheduled entertainment. These may include shifts in occupancy levels, private events, or weather-related concerns at outdoor venues. MHW Live Music recognizes that flexibility is crucial and we advise our hotel clients to balance the need for flexibility with maintaining positive relationships with the local musicians in the community.
2. Advance Notice
We usually recommend a cancellation policy of 7-10 days. This allows the hotel enough flexibility to adjust based on guest feedback and business levels, but also provides the performers with a reasonable amount of notice should their performance need to be canceled by the hotel.
3. No Deposit Required for Hotel Clients under our Management Agreement
Unlike many entertainment vendors who require upfront deposits, MHW Live Music eliminates the need for deposit payments for hotels that have an ongoing relationship with us. We understand that managing multiple performers and vendors can be a hassle, so we offer hotels the convenience of billing on a monthly basis with Net 30 payment terms. This significantly reduces the administrative burden on the hotel’s finance team.
4. Rescheduling with Minimal Fees
Hotels often have the need to reschedule events rather than cancel them outright. MHW Live Music, whenever possible, negotiates on the hotel’s behalf to reschedule performances to a mutually agreeable alternative date with the performers. This usually results in no cancellation or change fees at all.
5. Weather-Dependent Programming
Outdoor events, such as poolside DJs or garden concerts, are particularly vulnerable to unpredictable weather conditions. MHW Live Music understands this reality and can negotiate a customized cancellation policy for outdoor outlets to best fit the needs of the hotel.
Conclusion: Hotel-Friendly Flexibility with Professional Standards
A well-crafted, hotel-friendly cancellation policy is not just about protecting your finances—it’s about ensuring flexibility and professionalism in an ever-changing environment. MHW Live Music is committed to helping hotels navigate the complexities of entertainment programming, offering a cancellation policy that is both accommodating and dependable. By eliminating rigid terms, working with a single invoice system, and offering customized cancellation windows, we reduce the operational burden on hotel staff while ensuring top-tier entertainment services.
Our goal is to make it as easy and stress-free as possible for hotels to provide excellent entertainment to guests, even in the face of last-minute changes or unforeseen circumstances.
Activate Your Outlets
If you would like to discuss your property’s entertainment program and see how MHW can help, please contact us.
