Letter requesting changes to an event booking contract given Covid-19 headcount restrictions

What's a letter requesting changes to an event booking contract given Covid-19 headcount restrictions and when do you need one?

Use this letter when you’ve booked an event or activity and now, due to the Covid-19 headcount restrictions, you can’t host all the attendees/guests that you’ve invited.

As a starting point, you should check what the vendor’s terms and condition say about cancellations and/or postponements, to see whether this kind of scenario is already envisaged by them and made provision for what you should do, and what rights you each have, if this happens.

Vendors may try to argue that the event is not completely incapable of being hosted and so, therefore, they can resist you saying that you want to cancel and get a refund. They might take the stance that you can only get a partial refund.

Ideally, you would have called the vendor to understand their position ahead of writing this letter.

Depending on what they reply, you may well want to take advice on the strength of your legal right to get a refund or to move the event/activity to another date.

What else might you need?

Helpfully, the government has issued guidance on what it expects to happen in this scenario and as a result of Covid-19

As the guidance shows, you might be eligible for a full refund where:

  • a business has cancelled a contract without providing any of the promised goods or services;
  • no service is provided by a business, for example because this is prevented by Government public health measures;
  • a consumer cancels, or is prevented from receiving any services, because Government public health measures mean they are not allowed to use the services.

If you’d like help in handling this situation and/or deciding your rights, our speak to an adviser service is ideally placed to assist you.

While we can connect you with some very fine advisers in the UK, and we collaborate with them to provide you with great materials, Farillio itself is not a law firm. We do not directly provide legal advice ourselves. All resources are available for you to use (according to our terms and conditions), but those resources are not legal advice to you and neither are they a substitute for you taking legal advice from a lawyer.