Documentation
Cancelling or moving a room booking
This guide covers meeting rooms and their fees or credits. Day passes use a previous-business-day deadline, and membership renewal has a separate notice period. Keep the type of reservation and its start time visible when applying the room rule.
Cancellation
Cancel at least 24 hours before the room booking starts for a full fee refund or return of the credits used. A later cancellation or a no-show consumes the fee or credits. The deadline is measured from the booking start, not from reception's closing time or the date you made the booking.
For a room starting at 15:00 on 16 September 2026, a 24-hour cutoff is 15:00 on 15 September. Keep Port Alder local time with the example. If a request falls after the cutoff, the published late-cancellation condition applies; a staff review of unusual circumstances is not an automatic waiver.
Reschedule
Rescheduling cancels the old reservation and creates another. The old booking's cancellation deadline still applies. Moving to a new date is not an unconditional fee waiver, and a second reservation should have its own confirmation and booking ID.
When discussing a change with colleagues, distinguish the booking that is being cancelled from the one you want next. A suggested new time may not be available. Do not rely on a calculator or read-only demo row as proof that the replacement exists.
Request details
Keep the booking ID, location, room and start time available. Open the actual account's booking record or ask staff about that specific reservation. If you receive a new confirmation, check its date before forwarding it to attendees.
Fees and credits
The timely cancellation rule applies to the method used: a fee is refunded or credits are returned. A late cancellation consumes the corresponding payment or credits. Reading this guide cannot establish whether a particular return has already reached an account.
Before confirming any replacement, review capacity, duration, credit eligibility and food arrangements again. A change of room or location can alter which credits are eligible even where the date moves only slightly.