Campground Cancellation Policy Examples (and How to Write Yours)

A good campground cancellation policy states a refund deadline, says what happens to the deposit after that deadline, and adds stricter rules for holidays and peak weekends. Write it in plain sentences, show the full text at checkout, and issue refunds the same way every time so guests have little reason to dispute a charge.

Why a written cancellation policy matters

Every owner has had the phone call. A guest cancels the night before a holiday weekend, the site sits empty, and nobody is sure what was promised. A written policy ends that argument before it starts.

A policy does three jobs. It protects the nights you could have sold. It tells the guest what they will get back so they can decide with open eyes. And it gives you something to point to if a card company asks questions later.

You do not need legal language. You need numbers (how many days, how much money), a clear list of exceptions, and the same wording in every place a guest might read it.

This article covers the common structures, gives sample wording you can copy, explains how refunds work on a Stripe card payment, and shows how to display the policy so it holds up. If you are still choosing software, the booking fee calculator shows what card processing and booking fees cost on a typical season.

This is general information, not legal advice. Consumer rules on deposits and refunds vary by state. Ask a local attorney or your state campground association to review your final wording.

The six common policy structures

Most small private parks mix a few of these. Pick the ones that match how full you get and how much notice you need to resell a site.

Full refund window

This is the simplest to explain. "Cancel 7 days or more before arrival and get everything back." The cost is that a late cancellation leaves you holding a site you cannot resell. Pick the window by asking how far ahead your own walk-in and phone traffic usually fills a vacant site. If a site can be resold in two or three days, a 7-day window is generous.

Deposit forfeit

The guest pays a deposit at booking, usually one night or a set share of the stay. Inside the cancellation window, you keep it. Outside the window, you refund it. It keeps the balance simple to explain.

One night non-refundable

You keep the first night on every cancellation, no matter how early the guest cancels. It is easy to say and easy to collect. It can feel harsh on a guest who cancels six weeks out, so some parks use it only for short stays or for the off-season.

Holiday and peak rules

Holiday weekends are where an empty site costs you most. Parks often ask for more notice and keep a larger deposit on named dates. Name the dates in the policy, or point to a dated list on your site, so nobody has to guess whether a weekend counts.

Weather and emergency exceptions

Decide ahead of time what you will do when you close the park, when a road is washed out, or when a mandatory evacuation is issued. The fair and simple answer is a full refund when the park cannot open or the guest cannot reach it by official order. For ordinary bad weather, such as rain in the forecast, most parks hold to the normal policy and offer to move the dates. Write down whichever you choose.

No-show

Say what counts as a no-show (for example, no arrival and no contact by a set hour the first night) and what happens: the reservation is released and the deposit is kept. Also say how long you will hold the site for a guest who calls to say they are running late.

What published policies look like

You do not need to invent your numbers from scratch. Large operators publish theirs, and they show the range.

KOA. KOA's cancellation page for its Niantic location describes a first-night deposit taken at booking and a notice period that differs by accommodation, with a shorter notice period for RV and tent sites than for camping cabins. It also says individual campgrounds can have their own policies, particularly during holidays (KOA Niantic cancellation policy, checked 2026-10-26). The takeaway for a small park: a deposit of one night, a notice period measured in hours or days, and a longer period for cabins is a pattern guests already recognize.

Michigan state parks. The Michigan DNR reservations FAQ describes a non-refundable reservation fee and a cancellation or modification fee. It also describes a "reduced-stay fee" that grows with how long a reservation was held and how many nights are cancelled, with different treatment once the arrival date has passed (Michigan DNR reservations FAQ, checked 2026-10-26). A sliding scale like that is a government system. A small park is better off with a clear step: full refund before one date, deposit kept after.

Those are examples of structure, not a template to match number for number. Their reservation systems and your two-person office are different jobs. Check each page for current figures before you quote them to anyone, because operators change their rules.

Sample cancellation policy wording

The text below is sample wording written for this article. It is not any real park's policy. Change the numbers and the dates to fit your park.

Sample policy (copy and edit)

A few notes on writing your own:

• Put the deadline in days, not in words like "reasonable notice."
• Give the time of day when it matters. "7 days before arrival at 4 p.m." beats "a week before."
• Say how guests cancel. If you only take phone cancellations, say so, and make sure someone answers the phone.
• Say which fees come back. If you charge a small cancellation fee to cover your own costs, write the amount.
• Use the same text on your website, your booking page, your confirmation email and the sign at the office.

If your park has seasonal rates, the seasonal rate template can help you line up peak dates with the stricter holiday rules.

How cancellations interact with deposits and card refunds

Your policy sets what you owe the guest. The card system decides how that money moves, and it has a few rules you should know before you promise anything.

Refunds go back to the original card

Stripe states that refunds can only be sent back to the original payment method used in a charge (Stripe refunds docs, checked 2026-10-26). You cannot refund a card payment to a different card or to a check. If a guest wants the money on another card, the policy answer has to be "we can only refund the card that paid."

Timing

Stripe says customers see the refund as a credit about 5 to 10 business days later, depending on the bank. A refund issued shortly after the original charge may show up as a reversal, where the charge simply drops off the statement instead (Stripe refunds docs, checked 2026-10-26). That is why the sample policy says "5 to 10 business days." Telling the guest in advance prevents the "where is my money" call.

The processing fee is not returned

This is the part that surprises owners. Stripe's pricing page says the payment processing fees from the original transaction are not returned when you issue a refund (Stripe pricing, checked 2026-10-26). The same page lists standard online card processing for domestic cards at 2.9% plus 30 cents per successful transaction. Stripe's refund docs say the same thing in other words: processing fees from the original transaction are not returned.

Here is an illustration with stated assumptions, not real data. Say a guest pays a $100 deposit by a domestic card at the 2.9% plus 30 cents rate. The processing fee is $3.20. If you refund the full $100, the guest gets $100 back and the $3.20 stays with the card processor. You are out $3.20.

Some parks respond by keeping a modest cancellation fee even on refundable bookings, or by collecting only the first night up front. If you decide to keep a fee to cover it, say so in the policy. CampStack passes Stripe's rate through at cost and never adds a percentage on top, so a refund on a CampStack booking does not carry a second booking fee. You can see how card costs add up on your own volume with the booking fee calculator.

Cancel before you capture, when you can

Stripe says businesses with many refunds close to the transaction time can use manual authorization and capture, which lets them cancel a payment before it is captured instead of refunding it (Stripe refunds docs, checked 2026-10-26). Ask your software provider whether it supports that, and do not assume it.

Partial refunds

Stripe lets you refund part of a payment, and you can issue more than one refund against a charge as long as the total stays at or below the original charge (Stripe refunds docs, checked 2026-10-26). This fits the "keep the first night, refund the rest" structure. Watch one thing: Stripe warns that a partially refunded payment can still be disputed, and card network rules allow a dispute for the full payment amount (Stripe dispute prevention docs, checked 2026-10-26). If you refund part and the guest is still unhappy, a dispute can reach the whole charge.

How to display your policy at checkout

A policy the guest never saw is a policy you will lose arguments about. Put it where the money changes hands.

1. Show the full text on the checkout page. Stripe's guidance says to provide the full version of your policies on the checkout page, or as a pop-up the guest must accept, rather than only linking to them. It warns that a checkbox that only contains a link may be rejected by the card issuer as evidence the guest was aware of the policy (Stripe dispute prevention best practices, checked 2026-10-26).
2. Require a checkbox. "I have read and agree to the cancellation policy" next to the visible text. Stripe says you can require customers to agree to your terms.
3. Repeat it in the confirmation email. Paste the same text, not a summary. Include the exact deadline date for that booking, such as "Your last day for a full refund is June 12."
4. Match your website, phone script and office sign. Differences between versions are where disputes start.
5. Keep a record. Save the policy version and the date the guest accepted it with the booking.

If you use the booking widget that comes with a reservation system, check where the policy text appears and whether the guest has to accept it. A good setup shows it before the pay button, not after.

Chargeback prevention

A chargeback happens when a guest contacts their own bank to contest the charge. Stripe explains that it then debits the disputed amount plus a dispute fee from your Stripe balance, and the bank decides the outcome (Stripe: how disputes work, checked 2026-10-26). Stripe's pricing page lists a $15.00 dispute received fee for each dispute (Stripe pricing, checked 2026-10-26). Stripe says it generally does not return that fee. On a $100 deposit, the fee alone is about 15 percent of the charge.

Two details matter for campgrounds in particular:

• Timing. Stripe says card networks typically let cardholders start a dispute within 120 days of the payment. It also says that when a customer pays for a future service, such as a reservation, the dispute window generally starts on the service date, not the payment date. A guest who booked in February for a July stay may have time to dispute well after the trip.
• You cannot refund once a dispute is open. Stripe notes you cannot issue a refund outside the dispute process while a dispute is open. Refund first, before the guest picks up the phone to the bank.

What helps, based on Stripe's own guidance:

• Be easy to reach. Stripe says clear contact with customers prevents many disputes, and that responding to issues and processing refunds quickly makes customers less likely to dispute (Stripe best practices, checked 2026-10-26). Put a phone number on every email.
• Use a recognizable statement descriptor. Stripe recommends using your website domain or business name so the guest recognizes the charge on a card statement. A charge labeled with a name the guest has never heard of is a common reason for a dispute.
• Honor your own policy the same way each time. If you refund one guest who cancels late and refuse the next, the second guest has a reason to complain to the bank.
• Answer pre-dispute notices. Stripe says to pay attention to pre-dispute notifications because you might avoid a dispute entirely with proactive customer service (Stripe: how disputes work, checked 2026-10-26).
• Keep evidence. The accepted policy, the booking confirmation, the cancellation date and your messages with the guest are what you submit if a dispute happens.

None of this guarantees you will win a dispute. The cardholder's bank makes that decision. It does make a dispute much less likely to start.

A short checklist

• Pick one structure for normal weeks and a stricter one for named holidays.
• Write the deadline in days and a time of day.
• Decide the weather and emergency rule before the storm.
• Decide what you will keep to cover the processing fee you cannot get back.
• Show the full policy on the checkout page with a required checkbox.
• Repeat it in the confirmation email with the booking's own deadline date.
• Tell guests refunds take 5 to 10 business days and go to the original card.
• Refund fast when your policy says you owe a refund.

If your park is in Michigan, you can find it in the Michigan private campground directory and claim the listing for free.

Frequently asked questions

What is a fair campground cancellation policy?

A common middle path is a deposit of the first night, a full refund if the guest cancels 7 or more days ahead, and no refund inside that window. Add a longer notice period for named holiday weekends. Fair means the guest can read it in under a minute and you can resell the site if they cancel on time.

How much deposit should a campground charge?

Many parks charge the first night or a share of the stay. There is no single right number. Pick an amount that covers what you lose if a site goes empty, and keep in mind that the card processing fee on that deposit is not returned if you refund it.

Can a campground keep the deposit if a guest cancels?

Generally yes, if you disclosed the rule before the guest paid and they agreed to it. Rules on deposits and refunds differ by state, so this is general information, not legal advice. Ask a local attorney or your state campground association to review your wording.

Do I have to refund the credit card fee when I refund a guest?

Stripe's pricing page says processing fees from the original transaction are not returned to you when you refund. That means a full refund costs you the original fee, which on a $100 charge at 2.9% plus 30 cents is $3.20. You can decide whether to cover that cost or keep a small cancellation fee, and write that choice into your policy.

How long does a refund take to reach the guest?

Stripe says customers usually see a card refund about 5 to 10 business days later, depending on the bank. A refund issued soon after the original charge may appear as a reversal instead. Tell guests the 5 to 10 day range in your policy and confirmation email.

What should my policy say about bad weather?

Pick one rule and write it. Many parks refund fully or move the dates when the park closes or an official evacuation or road closure stops the guest, and hold to the normal policy for rain or a poor forecast. Whatever you choose, say it before the guest pays.

How do I prevent chargebacks on cancelled reservations?

Show the full policy on the checkout page with a required checkbox, repeat it in the confirmation email, and use a statement descriptor guests recognize. Answer cancellation calls and refund quickly when you owe a refund. Stripe says clear communication and fast refunds make guests less likely to dispute a payment.

Should I use the same policy for cabins and campsites?

Not always. KOA's published cancellation page, for example, uses a shorter notice period for RV and tent sites than for camping cabins. A cabin is harder to resell on short notice, so a longer window makes sense there.

Next step

If you want reservations, deposits and refunds in one place with no booking fees, take a look at CampStack for campground owners. It is $49 a month or $490 a year, flat, with unlimited reservations. The launch offer is free until your park's first 25 online bookings, then the rate is locked for life, and there is a 14-day trial. If you are moving from another system, the switch page explains how to bring your sites, guests and future reservations over by CSV import.

Sources

All checked 2026-10-26.

• Stripe, Refund and cancel payments: https://docs.stripe.com/refunds (checked 2026-10-26)
• Stripe, Pricing: https://stripe.com/pricing (checked 2026-10-26)
• Stripe, How disputes work: https://docs.stripe.com/disputes/how-disputes-work (checked 2026-10-26)
• Stripe, Best practices for preventing fraud: https://docs.stripe.com/disputes/prevention/best-practices (checked 2026-10-26)
• KOA, Campground Cancellation Guideline (Niantic): https://koa.com/campgrounds/niantic/cancellation-policy/ (checked 2026-10-26, content read through a search summary because the page blocked direct fetch)
• Michigan DNR, State parks and camping reservations FAQ: https://michigan.gov/dnr/faqs/state-parks-and-camping/reservations (checked 2026-10-26, content read through a search summary because the page blocked direct fetch)