interesting topic, many directions of subtopics. we have a policy similar to the runningbears. our techincal 'rule' about weather is based on if trails are open or not.
i was most interested in the eagle1's comment on having the reservation fee. after a couple years, we found we had to implement this fee. we found that many people would book 2-3 locations and then cancel at the last minute, leaving us hanging. unlike a traditional motel, the sort of lodging we offer never gets "drive in" customers. the 48hr window mentioned for us would leave us screwed because we do not draw attention of most last minute shoppers. most weekend dates, we could book our apartments multiple times...and we lose out on those chances when they are cancelled last minute. the fee and policy work very well for us...99% that book actually stay. up to 15 days out, we give all but $20 back...after that (assume the weather is good) we keep the deposit..and if I do re-rent (it is very rare that any of this actually happens), we have either given the deposit back or applied it to a future stay.
for most march reservations, we choose not do charge the reservation fee at all. reservations are usually sparse to begin with, are usually last minute, and out of my 6 winters here...i have seen 4 that the riding was done by mid march or sooner. charging you no fee in march helps me get a commitment...but no risk for you. i do not carry this policy outside of march...summertime we once again count on customers keeping their reservations.
This sort of weather we are having now is most difficult...and what i am guessing mrsrunningbear is talking about. mid winter is easy enough...the rules are clear. this sort of junk is where it gets tricky...and no $100 deposit is worth an lost customer.
at any given point during the winters i have been here, i can have 10 people say that trail conditions are the best they have ever seen and still have 1-2 that say that they are crap. it is all very subjective. i have read very closely the reports that Lenny has posted the last few days for our area (and direct all callers to the reports). the riders have some responsibility to decide just how bad they wish to ride.
looking out the window and knowing that those that have booked will not come...not even a little practical. early and late season, this site is full of folks that are willing to ride on 2-3 inches of snow to get that first or last ride in. riders to the south are often excited over 6-8" of snow mid winter while those that come here can be disappointed if there is only 20" on the ground. if the ground is white....different folks have differnt threasholds for what makes them happy. cancelling is simple and surely is polite if nothing else.
i understand the dilemma. i (and i am sure most other establishments) are not looking to make a fast $100 off of anyone. repeat biz and good word of mouth are priceless. i think what makes catering to sledders (at least with my type of lodging) different that other hospitality biz is the relationships that form. it seems most of the time, we look out for you (customer) and you look out for us (provider)...then we can offer reliable serivce and you all have a level of concern for us...you know that none of us are getting rich off this.
when we let you down, or you dont give us a bit of notice...it complicates things...something we are just not used to. i would say with only 2-3 exceptions, our customers that we have had over the years ROCK. they care for us as much as we care for them...and that makes flexibilty...even when there is a financial loss, much easier!
....we've always been on the other side, we vacationed up here for almost 30 years before we bought our own place 4 years ago, I guess this is the first time I really really respect what a resort owner of a snowmobile resort goes thru 