Meeting Room Cancellation Policy

To keep everything running smoothly and to avoid unnecessary costs, we kindly ask all guests to follow our cancellation guidelines below. 

1. General Cancellations 

Cancellations are free of charge up to 48 hours before the start of your booking. 
If your meeting is cancelled between 24-48 hours in advance, we will charge 50% of the booking price. 
If less then 24h in advance the full price will be charged. 
MATERIATEK will charge a compensation fee to cover reserved time slots and preparation efforts. 

2. Catering Cancellations 

Catering orders are placed with external partners and may have fixed minimums or preparation deadlines. 
Therefore:

  • Catering cancelled less than 48 hours in advance will still be fully invoiced, depending on the supplier’s conditions.
  • If you requested catering in the booking form, you will be contacted personally to reconfirm all details and any costs. 

We always try to find solutions together with our catering partners, but we cannot guarantee refunds on late cancellations. 

3. Changes to Bookings 

Need to adjust your start time, duration, or number of attendees? 
We’re happy to help, just send us an email. 
However, please note: 

  • Changes requested within 24 hours before your booking are subject to availability.
  • Changes involving room size, special setups or catering may not always be possible last-minute. 

4. Confirmation of Booking 

Submitting the meeting room form does not confirm your booking. 
Your reservation is only official once you receive a confirmation email from our team.
We do this to ensure room availability, equipment preparation, and (if applicable) catering arrangements.

5. How to Cancel or Modify a Booking 

Simply reply to your confirmation email or contact us at: cowork@materiatek.eu 

Please always include: 

  • Your name
  • Company/organisation
  • Meeting date & time
  • Any changes/cancellation details 

6. Exceptional Circumstances 

We understand that unforeseen situations can occur.
If something urgent or unexpected happens, contact us as soon as possible, we’re always willing to think along and find a fair solution.