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 are 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 do not reach out, we do not hear from you) are charged the full session fee across all services.

The grace cancellation system

Chronic illness does not 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 is why we built the grace cancellation system.

You get two grace cancellations per calendar year. Here is 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 are using a grace cancellation. We handle the rest. Once you have used your two, standard late fees apply. If you are 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 are fully booked and cannot 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 are 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 will text, email, or call you (whatever works best) when a slot opens up.

Rescheduling

We would rather you reschedule than cancel if you can. Rescheduling with proper notice is always free. Here is 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 will get as much notice as we can give.
We will offer you priority rescheduling at the next available time.
Any deposits or prepayments go straight toward your new session.
If rescheduling does not work, you get a full refund.

Deposits and prepayments

Deposits go toward your session total. They are 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 will 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 will reschedule you.

How to cancel or reschedule

Reach us any way that is 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 are not opposites. I built this practice for people who have been dismissed, told they are too much, gaslit about their own needs. You are not too much. Your health comes first, always. And my health has to come first too. That is the only way I can keep showing up for you.

If this policy ever puts you in a hard spot, let us talk. We will figure it out together.

When you book a session, you are agreeing to this policy.