Cancellation & Rescheduling Policy · Willow Moon Enchantments

A lot of the folks we work with live with chronic illness, disability, neurodivergence, or unpredictable health. We know flares happen. Energy crashes without warning. Sometimes getting out of bed is the biggest thing you do that day.

This policy exists because we need to protect your access to care and protect our ability to keep this practice open. Both things matter.

Standard notice requirements

We ask for advance notice when you need to cancel or reschedule. That way we can offer your slot to someone waiting to get in with us. Notice times vary depending on what you're booking:

Service type	Notice required	Late cancel fee
QHHT / BQH / deep consciousness sessions	72 hours	50% of session fee
Extended sessions (2+ hours)	48 hours	50% of session fee
Standard sessions (under 2 hours): bodywork, energy work, sound healing, coaching, rope sessions	24 hours	50% of session fee
Workshops, group events, classes	48 hours	Non-refundable (credit issued)

No-shows (you don't reach out, we don't hear from you) are charged the full session fee across all services.

The grace cancellation system

Chronic illness doesn't work around your calendar. Flares, crashes, hospital visits, bad pain days: these things show up on their own timeline, not 72 hours in advance. That's why we built the grace cancellation system.

You get two grace cancellations per calendar year. Here's what that means:

No fee. None.
No questions asked. No paperwork needed.
You can reschedule within 30 days.
Your grace cancellations reset every January 1st.

Just tell us as soon as you realize you need to cancel, and let us know you're using a grace cancellation. We handle the rest. Once you've used your two, standard late fees apply. If you're dealing with a documented health crisis or hospitalization, we can talk about what else might be possible on a case-by-case basis.

The short-notice list

If you cancel while we're fully booked and can't reschedule you right away, we can add you to our short-notice list. It works both ways: your cancelled slot might go to someone on the list, and when someone else cancels, you get the offer to fill that time if you're feeling up to it.

First shot at last-minute openings when people cancel
You can say yes or no with zero pressure
A way to get seen sooner when the regular schedule is packed
Jump on or off anytime

Want in? Mention it when you cancel, or reach out anytime. We'll text, email, or call you (whatever works best) when a slot opens up.

Rescheduling

We'd rather you reschedule than cancel if you can. Rescheduling with proper notice is always free. Here's the breakdown:

Your first reschedule within the notice window each calendar year is free. This is separate from your grace cancellations.
After that, a $25 rescheduling fee applies if you need to move things around within the notice window.
Rescheduled sessions need to be booked within 30 days of your original appointment.

Practitioner cancellations

We live in a body too. We take care of our own capacity the same way we ask you to take care of yours. If we need to cancel or reschedule your appointment:

You'll get as much notice as we can give.
We'll offer you priority rescheduling at the next available time.
Any deposits or prepayments go straight toward your new session.
If rescheduling doesn't work, you get a full refund.

Deposits and prepayments

Deposits go toward your session total. They're non-refundable if you cancel outside of the grace system.
If you use a grace cancellation, your deposit moves to your rescheduled session.
You can transfer a deposit to a different service of equal or greater value.

Late arrivals

Running late? Let us know right away. We'll do what we can:

Up to 15 minutes late: your session gets shorter by however many minutes you missed, but the full fee still applies.
More than 15 minutes late: depending on availability, we might need to reschedule, and a late cancellation fee could apply.
For QHHT and deep consciousness sessions: arriving late can get in the way of the work, so we'll reschedule you.

How to cancel or reschedule

Reach us any way that's easiest for you. Include your name, your appointment date and time, and whether you want to cancel or reschedule:

Text or phone: 315.523.7611
Email: hello@willowmoonenchantments.com
Online: book or manage your session here

A message at 3 a.m.? Totally counts. Voicemail? Counts. Text? Counts. Just let us know.

A note from Willow

I built this policy because boundaries and care aren't opposites. I built this practice for people who have been dismissed, told they're too much, gaslit about their own needs. You're not too much. Your health comes first, always. And my health has to come first too. That's the only way I can keep showing up for you.

If this policy ever puts you in a hard spot, let's talk. We'll figure it out together.

When you book a session, you're agreeing to this policy.