4-Scale Cancellation Comparator
Model your liability under all four common European MICE cancellation sliding scales — and identify which one your contract is actually on.
Not legal advice. This tool reflects patterns observed across European MICE contracts and publicly available chain terms (Marriott, Hilton, Accor group sales documents). It does not substitute for review by qualified counsel. Specific contracts vary; treatment of force majeure, F&B, and meeting space depends on the exact wording of your agreement.
1 Enter your contract details
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2 Liability by scale
3 Reference: the four scales side by side
Cancellation fee as percent of total contracted revenue, by days before event.
| Days before | Aggressive | Standard | Buyer-friendly | Post-COVID-modern |
|---|---|---|---|---|
| 365–181 | 0% | 0% | 0% | 0% (deposit refundable) |
| 180–121 | 25% | 0% | 0% | 0% (deposit refundable) |
| 120–91 | 50% | 25% | 0% | Deposit only |
| 90–61 | 50–75% | 25–50% | 0–25% | Deposit + damages shown |
| 60–31 | 75–100% | 50–75% | 25–50% | Deposit + damages shown |
| 30–15 | 100% | 75–100% | 50–75% | 50% capped + resell credit |
| 14–0 | 100% | 100% | 75–100% | 75–100% capped + resell credit |
Ranges reflect midpoints observed across European MICE contracts; specific contracts vary. Reference: Marriott / Hilton / Accor publicly available group sales terms documents.
4 The five negotiation levers — copy-paste clause language
Use these as drafting starting points. Run past counsel before signing.
Lever 1 — Recalibrated sliding scaleCancellation by Group of the entire booking shall be subject to the following fee schedule, calculated as a percentage of Total Contracted Revenue (defined as peak-night room rate × contracted room-nights, plus contracted F&B minimums): more than 180 days before arrival, 0 percent; 180 to 121 days, 0 percent; 120 to 91 days, 10 percent; 90 to 61 days, 25 percent; 60 to 31 days, 50 percent; 30 to 15 days, 75 percent; 14 days or fewer, 100 percent.
Lever 2 — Deposit-only liability cap
Notwithstanding the cancellation fee schedule in Section [X], Group's maximum aggregate liability for cancellation of the entire booking shall not exceed the sum of deposits actually paid by Group prior to the cancellation notice date. Hotel shall not invoice or pursue any amount in excess of that sum under this Section.
Lever 3 — Resell credit
In the event of a cancellation by Group, Hotel shall use commercially reasonable efforts to resell the cancelled room-nights, function space, and F&B minimum. Hotel shall provide Group with a written accounting of resale efforts and verifiable resold revenue within 30 days of the original event date. Any verifiable resold revenue shall be deducted from the cancellation fee otherwise due. This provision shall apply separately to room-nights, function space, and F&B.
Lever 4 — Force-majeure intersection
If a Force Majeure Event (as defined in Section [Y]) occurs and continues for more than 24 hours during the event window or prevents Group from holding the event as contracted, the cancellation fee schedule in Section [X] shall not apply. Group's sole liability shall be the deposit already paid, which Hotel shall apply as a credit toward a rescheduled event within 18 months of the original event date or, at Group's election, refund within 60 days.
Lever 5 — Date-shift right-of-first-refusal
In lieu of cancellation, Group may elect to reschedule the event to a comparable date within 18 months of the original event date. Hotel shall offer Group at least three alternative date options. Rates for the rescheduled event shall be the original contracted rates, subject to a maximum 5 percent increase for inflation. Election of this option shall be made in writing no later than 30 days before the original event date and shall extinguish all cancellation liability under Section [X] except for the deposit, which shall apply to the rescheduled event.