How to set a glamping weather cancellation and refund policy for OTA
Can I go? Can I get a refund? The questions and answers that come up the night before the typhoon forecast are based on the criteria set before the reservation.
2026.10.19
The night before the typhoon forecast came out, all the inquiries from bookers came in all at once. “Can I go?” , “Can I get a refund?” If there is no fixed answer to this question, each team will answer differently, and that difference later comes back as a protest. Glamping grounds that operate facilities that are highly affected by the weather, such as tents, decks, and outdoor barbecues, repeat the same concerns every time it rains. The solution is not a one-day decision, but a standard set before making a reservation.
🧭 Three pillars to include in a weather policy
Since the options that can be set may vary from platform to platform, Check the cancellation policy of the OTA you entered the store first.
spindle | What to decide | Points to worry about |
Free cancellation deadline | Is it free cancellation up to a few days before check in | The weather will only become clear when it is imminent. If the deadline is too early, you will be dissatisfied; if it is too late, the burden of vacant rooms will increase |
Response to weather reports | Whether cancellations and refunds are possible when a bulletin is issued | You must write down which region and at what point in time the news report is used as a reference |
Rescheduling options | Whether to allow date changes instead of refunds | Schedule changes are easier than refunds to maintain sales and satisfy customers |
🚧 The point where a dispute arises
situations | Causes of conflict | How to prevent |
There is no news report, but it's a rainy day | The customer understood it as a weather cancellation, and the boss understood it as a general cancellation | Write general precipitation and weather reports separately |
Only some facilities cannot be used after arriving at the site | Expectations for compensation for not being able to use barbecues and outdoor facilities | Determine the scope of alternative guidance in advance |
If it is difficult to arrive due to road restrictions | A situation where guests are unable to come even though the hotel is in operation | Set standards to determine whose circumstances are |
If you only learned about the policy after booking | “I didn't see it when I made the reservation” claim | Reinsert the policy in the booking confirmation message |
On channels such as OTA Tripbitos, which broadens exposure based on video reviews, the video on a clear day can look different from the scene on a bad day on a channel where you first watch the facility on a video. If you write down the description of facilities that are restricted in case of rain, the difference in expectations will be reduced.
Specific standards related to consumer disputes, such as refund rates and deadlines, require confirmation of relevant standards before moving to a policy. Contact the competent agency or expert to reflect.
✅ Policy statement writing checklist
It's clear where the free cancellation deadline is in the check-in criteria.
I wrote down general rain and weather reports separately.
The criteria for judging news reports (issuing agency, region, time point) are described.
It indicates whether it is possible to change the schedule instead of a refund, and if possible, the period of use.
Facilities that are difficult to use and the range of alternative information are listed.
Specific criteria, such as refund rates, were reflected after checking the relevant standards.
The OTA policy screen, reservation confirmation message, and instructions from the day before check-in are the same.
When changing the policy statement, we decided what kind of phrase would apply to reservations that have already been confirmed.
It's an operating device that allows you to set a weather policy once so you don't have to worry about it every rainy day.
If you haven't entered the store yet, start by checking what cancellation policy options are available on the OTA partner management screen.