I recently got a message that every traveling vendor dreads.
The Reservation That Disappeared
Back in January, when I applied for Art on the Green in Coeur d'Alene, Idaho, I booked our lodging through VRBO.
In fact, it was the same property we'd stayed in for the previous two years.
I paid for the reservation in full.
Everything was set.
Or so I thought.
Then, a little over a month before the event, the owner/property manager contacted me through VRBO messaging and told me the property was no longer available and that I needed to cancel my reservation.
Panic immediately set in.
My first thought wasn't finding a new place to stay.
My first thought was:
"Am I ever going to get my $800+ back?"
Thankfully, when I canceled the reservation, VRBO immediately processed the refund.
Within a very short time, the money was back in my account.
Great news.
Or so I thought.
The Real Problem Started After the Refund
Now I had to find a new place to stay for one of the busiest weekends of the year in Coeur d'Alene.
I searched VRBO.
I searched Airbnb.
I searched hotels.
What I found was not encouraging.
Most of the available options were:
- $500–$800 more expensive than what I'd booked in January
- Not comparable accommodations
- Too far from the event
- Already booked
- Missing separate sleeping areas
- Or some combination of all of the above
As many of you know, I travel with my son Will for larger events.
We really need separate sleeping spaces whenever possible.
Sleep matters.
He snores.
I wake up early.
Sharing a standard hotel room for multiple nights before long festival days isn't ideal for either of us.
A rental home or condo gives us:
- Separate bedrooms
- A kitchen
- A living room
- Space to spread out inventory and supplies
- The ability to cook meals instead of eating every meal in a restaurant
And surprisingly, many times a VRBO rental costs about the same as a hotel — or even less.
For vendors traveling long distances, good accommodations aren't a luxury.
They're part of doing business.
Wait a Minute...
As I searched for replacements, I started reading VRBO's policies.
That's when I learned something important.
Property owners generally aren't supposed to cancel confirmed reservations without a valid reason.
And under VRBO's Book with Confidence protections, travelers may qualify for reimbursement when a host cancellation forces them into more expensive accommodations.
The replacement booking generally needs to be:
- Similar accommodations
- For the same dates
- A reasonable replacement for the canceled reservation
The reimbursement can help offset the increased cost of rebooking.
And that's when I realized something:
I probably should not have initiated the cancellation myself.
Lesson learned.
The owner asked me to cancel.
I complied.
If this ever happens again, I'll be contacting the platform first, however, I was mainly worried about getting my refund and booking something new.
Fortunately, the entire conversation between the host and me was still sitting in my VRBO inbox.
There were records of:
- My original reservation
- The owner's cancellation request
- The cancellation itself
Calling VRBO
I'll be honest.
I wasn't expecting much.
Most of us have had experiences with customer service departments that involve long hold times, endless transfers, and frustration.
So I called VRBO knowing it could take a while to resolve my issue (or not).
The representative reviewed my account.
They reviewed the messages.
They reviewed the reservation history.
And they agreed that the property owner was in the wrong.
After spending a couple of hours on the phone explaining everything and answering questions, VRBO approved compensation.
Remember, my original refund had already been processed.
But VRBO also sent me an additional $408, which was 50% of my original reservation amount.
The money was sent almost immediately.
They offered PayPal, Venmo, or direct deposit.
I chose PayPal.
And just like that, it was there.
Honestly?
I was shocked.
In a good way.
The Plot Twist
Here's the part that really irritated me.
The original property listing is still showing availability for the exact weekend we'll be in Coeur d'Alene.
Only now it's listed at a higher rate. 🤦♀️
It certainly appears the owner wanted to cancel our lower-priced reservation so they could charge more during a very popular weekend.
If that's what happened, that's incredibly disappointing.
When travelers book months in advance, they're taking a risk too.
We commit our money early so we can secure accommodations and plan our trips.
Changing the rules a month before arrival isn't right.
Why This Matters for Vendors
For many traveling artists, makers, and vendors, lodging is one of the largest expenses associated with a show — right alongside booth fees, fuel, food, and supplies.
A last-minute cancellation can create major problems:
- Higher lodging costs
- Longer commutes
- Less desirable accommodations
- Added stress before a big event
- In some cases, the possibility of missing the event entirely
For Will and me, Art on the Green is one of our biggest weekends of the year. It's a three-day event with long hours and hot (and sometimes smoky) weather. We plan for this event all year — and I didn't need the stress of canceled lodging one month out.
Running a small handmade business means every dollar and every decision counts. Whether you're deciding what types of products to make and sell or figuring out how to protect yourself on the road, the details matter.
Imagine this happening before a family vacation, wedding, reunion, sporting event, or major business trip.
It's a huge deal.
That's why it's important to understand your rights before something goes wrong.
VRBO and Airbnb: Know Your Rights
Policies change over time, so always read the latest terms directly from the platform.
However, in general:
If a Host Cancels on VRBO
You may be entitled to:
- A full refund
- Assistance finding comparable accommodations
- Compensation for higher replacement costs (when eligible)
- Support through customer service
Document everything.
Keep messages inside the platform whenever possible.
If a Host Cancels on Airbnb
Airbnb generally provides:
- A full refund
- Rebooking assistance
- Credits or support in certain situations
- Host penalties for avoidable cancellations
Again, policies vary based on circumstances and location.
The biggest takeaway?
Contact the platform immediately.
Don't assume you're stuck paying the difference yourself.
What I'll Do Differently Next Time
If a host contacts me asking me to cancel because they suddenly can't honor a reservation, I won't immediately hit the cancel button.
Instead, I'll:
- Contact the platform first.
- Ask them to review the situation.
- Keep all communication within the booking system.
- Document everything.
- Understand what compensation or protection may apply before taking action.
Hopefully I'll never need this information again.
But if I do, I'll be much better prepared.
Final Thoughts
Traveling to art festivals and vendor events is expensive enough.
We spend money on booth fees, fuel, food, inventory, supplies, and lodging.
The last thing any of us need is a canceled reservation a few weeks before a major event.
So thank you, VRBO.
Not for the cancellation.
That part made me panic a little.
But for standing behind your policies and making the situation right.
And for anyone booking accommodations for a major event:
Know your rights.
Keep your records.
And if something feels wrong, make the phone call.
You might be pleasantly surprised.
If you're curious about the handmade jewelry I bring to events like Art on the Green, you might enjoy reading about how to spot real vs. fake sea glass jewelry — it's one of the most common questions I get at shows.