Background

You probably reached this topic from  How to Process Refunds, the overview that noted the four-step "SCAR" process for processing cancellations and refunds:

• Set up details including cancellation fees where required.

• Cancel the registration, agenda item or session.

• Apply the cancellation fees if necessary.

• Refund the payment.

This topic explains the first of those, initial setup, especially cancellation fees.

Cancellation Fees

You set up cancellation fees separately for each of the following, as explained below:

• Attendee Types (Used for cancelling Registrations, when that's required, even if the cancellation fee is $0.)

• Agenda Items

• Sessions

The process is essentially the same for each:

1. Add essential details: Name, Code, etc.

2. Add Fees. (There may be more than one, based on dates.)

3. Add one or more Cancellation Fees, effective based on date of cancellation.

Note: Cancellation fees must always be positive amounts. They are amounts to be charged to an attendee when they cancel, so they increase the amount due from that attendee.

Cancellation Fees for Attendee Types

When you create an attendee type, you can set up associated cancellation fees too.

Note: (If you want to track cancellations with and without cancellation fees, you should set up cancellation fees on all attendee type records, even if only $0.

1. Go to Plan > Event Setup > Attendee Types.

2. Enter the attendee type name, code, capacity, etc., as needed.

3. In the Registration Fees section, select the Fee Type and enter the appropriate fee for that attendee type.
   You may enter up to five different date-based fees, allowing for different amounts to be charged depending on when the attendee registers for the event.

4. In the Cancellation Fees section, select the fee type and enter the cancellation fee for that attendee type. For example, you might charge a Student less to cancel than you would a Customer.
   Again, you may enter up to five different date-based fees, depending on when the attendee cancels their registration.
   Enter a unique Fee Code that you will recognize as the cancellation fee for that attendee type.

5. Click Save (or Save & New to create additional attendee types).

Cancellation Fees for Agenda Items

Similarly, when you create agenda items, you have the option of setting up cancellation fees. However, if there is no cancellation fee for an agenda item and you would like to give a full refund, there is no need to set up a $0 cancellation fee.

1. Go to Plan > Event Setup > Agenda

2. Select the relevant Agenda Item Category: Scheduled,  Fees" href="https://community.certain.com/pagehelp/event/agendafees.htm" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Merchandise,  Other" href="https://community.certain.com/pagehelp/event/agendafees.htm" style="display: inline; font-family: Lato, Verdana, Arial, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, Verdana, sans-serif; font-size: 10pt; color: rgb(22, 7, 255); text-decoration: underline;"Other

3. Enter the agenda item name, code, inventory, etc.

4. In the Registration Fees section, select the Fee Type and enter the appropriate fee for that agenda item.
   
   You may enter up to five different date-based fees, allowing for different amounts to be charged depending on when the attendee registers for the agenda item.

5. In the Cancellation Fees section, select the fee type and enter the cancellation fee for that agenda item.
   
   Again, you may enter up to five different date-based fees, allowing for different amounts to be charged depending on when the registrant cancels their agenda item registration.

6. Click Save (or Save & New to create additional agenda items).

Cancellation Fees for Sessions

If you’re using Speaker and Session Management in an event, attendees register for sessions instead of agenda items. (Although you may still have agenda items for things such as merchandise.)

As for agenda items, when you create sessions you have the option of setting up cancellation fees. And also as for agenda items, if there is no cancellation fee for a session and you need to give a full refund, there is no need to have set up a $0 cancellation fee.

1. Go to Manage > Session Management.

2. Enter the session name, code, track, etc.

3. In the Registration Fees section, select the Fee Type and enter the appropriate fee for that agenda item.
   
   You may enter up to five different date-based fees, allowing for different amounts to be charged depending on when the attendee registers for the session.

4. In the Cancellation Fees section, select the fee type and enter the cancellation fee for that session.
   
   Again, you may enter up to five different date-based fees, allowing for different amounts to be charged depending on when the registrant cancels their session registration.

5. Click Save.

See Also

• How to Process Refunds

• How to Cancel a Single Attendee's Order, and Process their Refund

• How to Cancel an Attendee’s Agenda Item(s), and Process the Refund

• How to Cancel an Attendee’s Session(s), and Process the Refund

• How to Cancel an Additional Registrant, and Process the Refund

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