Booking Protect

How does it work?

Event participants who register for events which are using Booking Protect will be given the option to take out refund protection during their online registration journey. Those that opt for protection will be instantly protected against unforeseen circumstances which include things such as accident, injury, illness, death, weather disruption, and transportation issues. All customer refund requests are managed and handled internally by Booking Protect.

What are some benefits to offering Booking Protect?

· It’s a quick and easy set up
· Generates Additional Revenue for your business
· Takes away the headache of refunds

For the event participant?

· Event participants can register in confidence, knowing a full refund can be requested if something goes wrong
· Fast refund turn-around time as all refund requests are reviewed within 48 working hours
· Booking Protect are global and able to provide exceptional service in all languages and currencies

Understand if Booking Protect is right for you

Product Information Pack - https://documents.bookingprotect.com/marketing/product-information-packs/product-information.pdf
Please note, the Booking Protect integration with eventplus is already built, so enabling Booking Protect on your website does only take a few clicks. Due to this, the Go Live process on page 11 of this pack can be ignored, however all other information within this document is still relevant! 

Participant Terms and Conditions - https://documents.bookingprotect.com/marketing/sample-terms/terms-and-conditions-eng.pdf 
This is a sample copy of the Booking Protect Terms and Conditions which are presented to participant during the online booking process. When a participant opts to purchase refund protection, these are the Terms and Conditions they're agreeing to. 

Coronavirus Guidance - https://bookingprotect.com/coronavirus-guidance
The Booking Protect Coronavirus guidance is based on the core terms and conditions and does not change them in any way. Booking Protect do however keep the Coronavirus guidance up to date based on the questions they are asked.

Getting started with Booking Protect

The first steps required are to sign up with Booking Protect (www.bookingprotect.com).

1. Complete the direct debit mandate. This can be found here: https://pay.gocardless.com/AL00005SEV6SK7
Completing the direct debit mandate removes the need for manual billing and means that where sales of the product are made, funds due to Booking Protect will be collected automatically within 7 days of you receiving the monthly invoice (Invoices are sent out on the 1st of each month for our share of any Booking Protect sales made in the previous month).  

2. The Terms of Business Agreement will be issued once the direct debit mandate is completed.  Read and acknowledge the Terms of Business Agreement which Booking Protect will send over to you.
Your Booking Protect account will then be set up within 48 working hours and you'll be sent the details and instructions to go live with Booking Protect.

The % which you wish to charge your participant is setup by Booking Protect so you will need to advise them what this % should be set at.

Please note that the contractual arrangement is between the event organiser and Booking Protect.

Setup within eventplus

The next steps are on the eventplus dashboard.

1. Navigate to Setup > Integrations > Booking Protect
2. Enter your Vendor ID and API Key
3. Enter the text which you would like displayed to your participants to help them understand Booking Protect. This should reflect exactly what is covered - we strongly suggest you run this text past Booking Protect.
4. Enter the link to the Booking Protect terms which your participants will be agreeing to.

Registration Form

The Booking Protect options appear on the Registration Form for the participant to select.

Order Confirmation Email

The Order confirmation email contains a section with instructions on how to make a claim and a link to the terms and conditions which they have agreed to.
The claim form is : https://refund.bookingprotect.com/login

Offering Booking Protect on discounted entries

Booking Protect can be offered to participants who are entering with a partial or fully discounted entry.
If the “Refund integrations should use the full price” box is ticked the refund protection amount covered will be whatever the registration price is at the time of the new registration.

If this is not ticked, fully discounted entries will NOT be offered Booking Protect and partially discounted entries will be offered Booking Protect on the price of their discounted entry.

Booking Protect Portal

The organiser can log into the Booking Protect portal to view details of individual policies and sales breakdown reports.
If you've done any registration testing (which get cleared out of eventplus prior to going live) it's important to login and cancel any tests so you don't end up being billed for them.

Email notifications

Email notifications can be setup which will sent to the nominated email address(es) can be enabled for things like:
- Instant refund notifications: Any time a refund is marked as paid in the BP system, the organiser will receive an instant notification from BP via email with details of the refunded entry
- Weekly refunds report: Every 7 days (each Friday) BP will send organisers details of all the refunds which have been paid for their event(s) in the last 7 days.

Booking Protect Information which can be made available on the event website for participants to review
The following could be made available from the event website.

Booking Protect Information page:
https://bookingprotect.com/our-product/what-we-cover/

Booking Protect Claim page:
https://bookingprotect.com/apply-for-a-refund/

FAQs

Question:If we have a team scenario where one person is injured - is the full team refunded? The team has been paid for in full by the team captain.

This really depends on whether the others can still participate without the injured team member, or if the team member can be replaced (if for example the injury occurs far enough in advance of the event that a new person can be found). If the team cannot participate without the injured member and a replacement isn’t possible, then BP would refund the full team.

Question: If we have a team scenario whereby one person is injured and the team is reducing in numbers (say 4 to 3 person team) - could the portion of the team (say a quarter) be refunded if the team is still participating in a reduced capacity?

Booking Protect would just refund the injured persons portion of the registration in this case.

Question: What happens if the original team captain can no longer participate in the team

As usual teams do change around a bit. If the original team captain can no longer participate, and the team can still proceed with a replacement person, that's fine, no claim is required. The protection however remains with the original team captain, if at some later point the team cannot participate it would be the original team captain who would need to make the claim with Booking Protect.

Question: What happens if the event has it's own refund policy

Booking Protect works in conjunction with the event refund policy. If the event is offering 50% refunds (say) then Booking Protect will pay the other 50%. Where the event does not offer refunds Booking Protect will pay out the full refundable amount.

Get Help

Need any help to get setup up or further information, please contact us @ help@eventplus.net or Booking Protect on partner.support@bookingprotect.com