I'm partly wondering ya'll's thoughts and partly just blowing off steam here. Forgive me, but none of ya'll are my direct customers, so...
I've been doing these clinics for about a year now. They are doing fairly well, and I'm generally getting them booked up in advance. The problem is that I keep having ladies back out on the damn clinic 3 fing days before after having reserved a spot a month in advance. How in the hell am I supposed to fill that spot in three days? If they'd back out earlier I'm fairly sure that their spot could be filled. As it is I'm out several hundred bucks apiece. I had one clinic that I had to cancel because 8 out of 12 people backed out the week before. All unrelated. All good reasons. But I'm screwed. I even had one lady who was putting on a clinic in FL cancel the damn thing 5 days before. I'd been calling her ever week for months making sure that all of the I's were dotted and so forth, but was taking her word and didn't have a contract. Now, I'm doing contracts with clinic sponsors and taking deposits, but the problem persists.

Any of ya'll have advice? It's a damn shame that you can't just take people at their word anymore. And they're all women so I can't...
I'm also not trying to rock the boat too much and piss of prospective future business, but damn. This is turning into thousands of bucks frivolously pissed away by people not doing what they say. Shall I start overbooking like airlines, and just accept that 20% won't show?
What say ya'll?

quote:

Shall I start overbooking like airlines, and just accept that 20% won't show?

Ya think?

It isn't just a cut n dry issue. People ask right off how many you are letting ride so all clinics have a limit set for number of riders. I can't very well say only 12 and then 15 show up to ride. Thanks though

Overbook a bit, you can easily explain to adults that you do this because you normally have 20% back out. Therefore, it is possible to have a couple extras if things are not normal. Don't sweat it.

NON-REFUNDABLE DEPOSIT, PAID IN FULL.

Fees for your clinic shall be paid in advance with cancellation/withdrawal cut-off date for refund set at 45 days prior to the clinic.

"If you're serious about my clinic, you need to pay for my time. If you're going to waste my time, you're at least going to pay for it."

This should weed out the dilettantes who aren't serious about attending.

thanks guys. I'm now overbooking a few spots with a prepared explanation as to why. Non-refundable deposits also.

I probably shouldn't have started this thread at all, but I was hot at the time (obviously). Trying to make a living helping people with their hobby has inevitable variations in commitment I guess.
Thanks again.

"I probably shouldn't have started this thread at all, but I was hot at the time (obviously)."

Never hurts to have guys tell you that you are right.

quote:

NON-REFUNDABLE DEPOSIT, PAID IN FULL.

Easy fix, just do it. Can't think of a reputable outfitter who doesn't get a deposit. Why should you be any different.

At least 1/2 the women I know have horses for pets or status symbols and never ride them.

Unlike this lady 9000' high in WYO up on "Stretch" whose grandpappy was Secretariat.

Just get a 50% unrefundable deposit up front...

quote:

They are doing fairly well, and I'm generally getting them booked up in advance. The problem is that I keep having ladies back out on the damn clinic 3 fing days before after having reserved a spot a month in advance. How in the hell am I supposed to fill that spot in three days? If they'd back out earlier I'm fairly sure that their spot could be filled.

Offer a refundable deposit up to that point (you have to decide if its 2 weeks or however long); thereafter non-refundable unless the space can be filled

I have the same problem with my ccw classes I teach. Don't have that problem now that I make them pay a 50% Non refundable deposit.

I have done clinics before. What I did was book 2 or 3 more than what I needed to make the deal worthwhile. Basically over booking but wouldn't need explaining. Also non refundable deposits.

Thanks guys for the advice.
I have started charging a 50% non-refundable deposit and added two additional slots to each clinic. So far, it seems to have helped out. Appreciate it.

That sounds good. People in general are becoming undependable yet they expect others to be dependable for them

I attended roping clinics by Ricky Green, Clay O'Brian and Speedy, and a few others some years ago and everyone paid up front..back then a 3 day school was $300 to $400.

I would ask for full payment up front if I were you or at least half down..That would take care of the problem.

quote:

Originally posted by daniel77:
Thanks guys for the advice.
I have started charging a 50% non-refundable deposit and added two additional slots to each clinic. So far, it seems to have helped out. Appreciate it.

Accepted practice. Not so easy to back out if you have a financial stake.