Cancellation Policy

Effective Date: April 23, 2026

This Cancellation Policy explains how cancellations, refunds, deposits, rescheduling, and event changes are handled on Ruteria.

Ruteria is a marketplace and information platform that helps hosts and guests connect. Unless Ruteria expressly states otherwise in writing, Ruteria is not a party to the agreement between a host and a guest and does not control, collect, hold, refund, or guarantee payments made between users.

By using Ruteria, you agree to this Cancellation Policy, along with Ruteria’s Terms of Service, Privacy Policy, and Platform Guidelines & Responsibilities.

1. Ruteria’s Role

Ruteria helps hosts and guests discover, compare, and communicate about rural, outdoor, farm-based, and private properties.

Unless Ruteria provides an official booking or payment system, all booking terms, payments, deposits, cancellations, refunds, and rescheduling arrangements are made directly between the host and the guest.

Ruteria does not guarantee:

That a booking will proceed
That a host will accept a cancellation
That a guest will receive a refund
That a host will receive payment
That a deposit will be returned
That a date can be rescheduled
That a cancellation dispute will be resolved in a particular way

Hosts and guests are responsible for confirming all cancellation terms in writing before making or accepting any payment.

2. Host Cancellation Terms

Each host is responsible for setting and communicating their own cancellation terms.

Before accepting an event, hosts should clearly state:

Whether a deposit is required
Whether the deposit is refundable
Any cancellation deadlines
Any refund schedule
Whether rescheduling is allowed
Whether weather-related cancellations are treated differently
Whether vendor, rental, cleaning, or preparation costs are refundable
Whether damages, late changes, or no-shows may result in additional charges

Hosts should not rely only on verbal agreements. Cancellation terms should be confirmed in writing before the event is accepted.

Hosts are responsible for ensuring that their cancellation terms comply with applicable laws.

3. Guest Responsibilities

Guests and event organizers are responsible for reviewing and understanding the host’s cancellation terms before confirming an event or making any payment.

Before sending money or confirming a date, guests should ask:

What amount is due now?
Is the deposit refundable?
What is the final payment deadline?
What happens if the guest cancels?
What happens if the host cancels?
What happens if the event must be postponed?
What happens in bad weather?
What costs are non-refundable?
Are permits, insurance, rentals, or vendors refundable separately?

Guests should not assume that a payment, deposit, or fee is refundable unless the host confirms this clearly in writing.

4. Suggested Host Cancellation Options

Ruteria may provide hosts with sample cancellation options. These are only examples and do not replace legal advice.

Hosts may choose a cancellation approach such as:

Flexible

Full refund if cancelled at least 30 days before the event date
50% refund if cancelled 14–29 days before the event date
No refund if cancelled less than 14 days before the event date

Moderate

Full refund if cancelled at least 60 days before the event date
50% refund if cancelled 30–59 days before the event date
No refund if cancelled less than 30 days before the event date

Strict

Full refund if cancelled at least 90 days before the event date
50% refund if cancelled 45–89 days before the event date
No refund if cancelled less than 45 days before the event date

Custom

Hosts may set their own cancellation terms, provided they are clearly communicated and comply with applicable laws.

Ruteria does not guarantee that any sample cancellation option is enforceable or appropriate for a specific host, guest, property, event, or jurisdiction.

Users should obtain legal advice where needed.

5. Deposits and Non-Refundable Fees

Hosts may require deposits, damage deposits, preparation fees, rental fees, cleaning fees, or other amounts.

Any deposit or fee should be clearly described before payment is made.

Hosts should clearly state:

What the payment covers
Whether it is refundable
When it becomes non-refundable
Whether it applies to the final price
Whether it is held as a damage deposit
What conditions may reduce or eliminate a refund

Terms such as “non-refundable” should be used carefully and only where legally permitted.

Ruteria does not determine whether a deposit, fee, or refund term is enforceable.

6. Rescheduling

Hosts and guests may agree to reschedule an event.

Unless otherwise agreed in writing:

Rescheduling is not guaranteed
New dates are subject to host availability
Price changes may apply
Vendor or rental costs may not transfer
Permit or insurance requirements may need to be updated
Seasonal conditions may affect the property’s suitability

Hosts and guests should confirm any rescheduling agreement in writing, including the new date, payment status, refund status, and any revised terms.

7. Weather and Outdoor Conditions

Many Ruteria properties are rural, outdoor, farm-based, or partially outdoor spaces. Weather and site conditions may affect event use.

Unless otherwise agreed in writing, weather-related changes, postponements, or cancellations are handled according to the host’s cancellation terms.

Guests and organizers are responsible for planning for weather, including:

Tents
Flooring
Heating or cooling
Backup plans
Parking conditions
Mud, snow, wind, heat, cold, or rain
Vendor access
Guest safety
Power and sanitation needs

Hosts should clearly communicate known seasonal or weather-related site limitations.

Ruteria is not responsible for weather, site conditions, access issues, or event disruptions.

8. Host Cancellations

If a host cancels an agreed event, the host and guest are responsible for resolving any payment, refund, rescheduling, vendor, rental, travel, or other consequences between themselves unless Ruteria expressly states otherwise in writing.

Hosts should cancel only when necessary and should communicate promptly with the guest.

Possible reasons for host cancellation may include:

Property damage
Unsafe site conditions
Emergency situations
Legal, municipal, insurance, or permitting issues
Misrepresentation by the guest
Non-payment
Breach of agreed terms
Force majeure or circumstances outside the host’s reasonable control

Ruteria is not responsible for losses caused by host cancellation unless required by law or expressly agreed by Ruteria in writing.

9. Guest Cancellations

If a guest cancels an event, the guest is responsible for any consequences described in the cancellation terms agreed with the host.

This may include:

Loss of deposit
Partial refund
No refund
Vendor or rental costs
Preparation costs
Administrative costs
Rescheduling fees
Other agreed charges

The host and guest are responsible for resolving cancellation amounts between themselves unless Ruteria expressly states otherwise in writing.

10. Force Majeure and Emergencies

Events may be affected by circumstances outside the reasonable control of the host or guest.

These may include:

Natural disasters
Severe weather
Fire
Flooding
Power failure
Public health emergencies
Government restrictions
Road closures
Emergency orders
War, terrorism, civil unrest, or other major disruptions
Other events beyond reasonable control

In these situations, hosts and guests should work together in good faith to determine whether the event can be rescheduled, modified, partially refunded, or cancelled.

Unless required by law or expressly agreed in writing, Ruteria is not responsible for refunds, losses, damages, or costs arising from force majeure or emergency events.

11. Third-Party Vendors and Rentals

Events may involve third-party vendors or rental providers, such as tent companies, caterers, washroom providers, generator providers, shuttle companies, DJs, photographers, planners, or equipment rental companies.

Those third parties may have their own cancellation and refund policies.

Ruteria is not responsible for third-party vendor cancellations, fees, deposits, refunds, delays, failures, damages, or disputes.

Guests and hosts are responsible for reviewing and managing third-party cancellation terms directly with those providers.

12. Disputes

Cancellation and refund disputes are generally between the host and the guest.

Ruteria may, at its discretion, help users communicate, review platform messages, or take action against accounts that appear to violate Ruteria’s policies.

However, Ruteria does not guarantee dispute resolution and does not guarantee any refund, payment, credit, rescheduling, or outcome.

Users are encouraged to keep written records of:

Agreed dates
Payment amounts
Cancellation terms
Refund terms
Messages
Receipts
Permits
Insurance documents
Vendor agreements

13. If Ruteria Later Offers Booking or Payment Processing

If Ruteria later introduces official booking, payment, deposit, commission, or escrow-style features, additional terms may apply.

Those additional terms may explain:

Platform service fees
Payment processing fees
Refund processing
Chargebacks
Host payout timing
Guest payment timing
Cancellation windows
Taxes
Platform commissions
Payment-provider rules

Until those features are launched and expressly covered by Ruteria, users should assume that booking and payment arrangements are handled directly between hosts and guests.

14. Legal Compliance

Hosts and guests are responsible for ensuring that any cancellation, refund, deposit, or payment term complies with applicable law.

Some consumer protection, contract, online purchase, payment processing, or event-related rules may apply depending on the user, property, transaction, jurisdiction, and type of event.

Nothing in this Cancellation Policy limits rights that cannot be limited under applicable law.

15. Contact

For questions about this Cancellation Policy, contact:

Ruteria
Email: info@ruteria.com