Booked the wrong room, or the meeting moved? Here is how refunds work when you cancel a meeting room booking on Desana.
The short version
Every room shows its exact cancellation policy on the booking form before you confirm, and again on the booking's detail page afterward. That policy is always the source of truth for your booking. The rules below describe how it typically works.
The grace period: a no-questions-asked window
For most spaces, if you cancel shortly after placing an instant book booking, you get a full refund:
Cancel within 1 hour of making the booking and you are fully refunded.
If you booked well in advance (more than 72 hours before the start time), that window is usually extended to 24 hours after making the booking.
A small number of partner spaces use different grace periods (for example, a shorter flat window, or no refund for same-day bookings), so always check the policy shown when you book.
After the grace period: the space's own policy
Beyond the grace period, your booking is subject to the cancellation notice period set by the space, usually expressed in days (for example, "requires 2 days notice for cancellations"). Cancel before that cutoff and you are refunded in full; cancel after it and the booking is non-refundable. Your booking's detail page shows the exact date and time you can cancel until with a full refund.
Heads-up: if you book inside a room's notice period in the first place (a genuinely last-minute booking), there may be no refundable window at all beyond any grace period. The booking form will warn you before you confirm.
Pending bookings are always protected
Request rooms: you can withdraw your request with a full refund at any time before the workspace accepts it. The space's notice period only starts to matter once they accept.
Waiting on your organization's approver: if your approver declines the booking, you are always refunded in full.
Quick tips
Read the cancellation summary on the booking form. It is written for your exact booking, including the dates you picked.
If plans feel shaky, book rooms with generous notice periods, or use the grace period to change your mind early.
Canceling as early as possible is always your best bet, and it frees the room for someone else.
If you still have questions about the meeting room cancellation and refund window, feel free to reach out to our Customer Support team via the in-app support chat or at [email protected].