# 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.