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Cancellation policy

Consider your cancellation policy when setting a cancellation deadline (if relevant) for participants.

As an event organiser, you will need to manage several cancellation deadlines, such as a deadline for venues, catering, accommodation and other services, as well as a deadline for participants. You should also decide whether participants should be able to cancel their own registration (and, if so, by what deadline) or whether cancellations will be handled manually by you as the organiser.

It is recommended that you put a few weeks between the two deadlines. This will allow you time to gain an overview of the number of participants and their needs before changing any room bookings.

The cancellation of a participant can lead to a lot of extra administrative work, so make sure you and the main organiser have agreed on deadlines and any partial/full refund of the participation fee.

Here is a list of different cancellation policies you need to be aware of to ensure efficient planning and execution of your event:

  • Cancellation of room bookings must be made no later than 7 days before the scheduled event date. This ensures that other people can use the room, that cleaning plans can be changed, etc. 

    Please note that other rules apply to external parties who hire a venue:

    • A total cancellation is free of charge until 1 month before the event start date.
    • For cancellations made between 30 and 14 days before the event, a cancellation fee of 50% of the rental charge will apply.
    • For cancellations made less than 14 days before the event start date, a cancellation fee of 75% of the rental charge will apply.
    • For cancellations made less than 7 days before the event start date, the full rental charge will have to be paid.

  • When using external conference venues, please be aware of their cancellation policies, including the extent to which participant numbers can be adjusted free of charge and the deadline for making such changes.

    In terms of catering, most venues allow you to adjust the participant numbers by max. 10% until a few days before the event. However, the rules may be stricter for accommodation bookings.

  • If you have ordered services via external suppliers, e.g. furnishings from Event Supply, sound and lighting equipment from Standlux, tents from A-Udlejning or similar, you must familiarise yourself with their respective change and cancellation policies. This is important to ensure that you do not end up paying for more than you actually need.

  • If you have ordered catering, make sure to inform yourself well in advance about the deadlines for changes and cancellations. See examples of specific deadlines for cancellation at SDU’s canteens here:

    Jespers Torvekøkken:
    Ordering up to 10 covers: No later than 12.00 noon the day before the event
    Ordering for 10+ covers: Minimum 2 working days before the event
    Ordering for 50+ covers: Minimum 7 days before the event.

    DinnerdeLuxe:
    To be agreed for the individual event, as it depends on the scope and number of participants. As a minimum, you should expect deadlines of at least two working days before the event for smaller orders and at least seven working days before the event for larger orders.

  • If your event requires Technical Services to hire external movers for setting up and restoring the area afterwards, any cancellation must be made no later than seven days before the scheduled event date.

    If the cancellation is made after this deadline, the full cost of the external movers will be charged.

  • If you have ordered extra cleaning in connection with your event, any cancellation must be made no later than seven days before the scheduled event date.

    If the cancellation is made after this deadline, the full cost of cleaning will be charged.

  • If you have ordered extra security services in connection with your event, any cancellation must be made no later than seven days before the scheduled event date.

    If the cancellation is made after this deadline, the full cost of the security service will be charged.

 

Sidst opdateret: 06.11.2026