Class Reunion Refund Policy Guide

Why a refund policy is non-negotiable

A class reunion is not a store. When someone buys a ticket, you turn that money into commitments: a venue deposit, a per-plate catering guarantee, a DJ booking. Once you give the caterer a final headcount, usually 3 to 10 days before the event, you owe for every seat whether the person shows up or not. Without a clear cutoff, a wave of last-minute cancellations lands the shortfall squarely on the committee, and often on one volunteer treasurer paying out of pocket. A written policy is how you avoid that.

3–10

Days before: caterer wants final count

100%

Refund before the cutoff date

Refund after, once seats are committed

Anchor the no-refund line to the day your caterer needs the final headcount.

How to build a policy that holds up

Find your real cutoff date

Ask your venue and caterer exactly when the guaranteed count is due. That date, not a round number, is your refund deadline. Everything before it is refundable; everything after is not.

Decide on a small nonrefundable core

Some committees keep a 5 to 10 dollar processing or deposit portion nonrefundable even before the cutoff, to cover payment fees and printed materials. Optional, but it discourages casual buy-then-bail behavior.

Put it where people see it

The policy belongs on the checkout page next to the buy button, not buried in an email. If someone has to click Agree to a one-sentence policy before paying, disputes evaporate.

Allow ticket transfers

Instead of a refund, let a canceling classmate transfer their paid ticket to someone else. The seat is filled, the caterer is still paid, and nobody is out money. It is the kindest safety valve.

“The caterer bills you for the seat, so the seat is what your policy protects.”

Sample wording you can copy

Keep it short and human. Two sentences do the whole job:

Standard: "Full refunds are available through [date]. After that we have committed your seat and payment to the venue, so tickets are nonrefundable but fully transferable to another classmate."
With a deposit core: "Tickets are refundable minus a 10 dollar processing fee through [date], and nonrefundable after."
Hardship note: "If a genuine emergency comes up, reach out. We cannot promise a refund once seats are paid for, but we will always try to help."
Transfer clause: "Cannot make it? Send us the name of the classmate taking your spot and we will move your ticket, no charge."

Frequently asked questions

Should class reunions offer refunds?

Offer full refunds until your catering deadline, then no refunds after, since you commit money to the venue based on the final headcount.

How do I word a reunion refund policy?

State it plainly at checkout: full refund before a set date, none after, because deposits and per-plate costs become nonrefundable.

What if someone cancels last minute?

After the catering deadline you've already paid per person, so a no-refund policy protects the committee from covering empty seats.

Show your policy right at checkout

Class Reunly lets you post your refund policy on the ticket page and issue or transfer tickets in a couple clicks, so the rules are clear and the money is protected.

Start your free reunion page →