I have had this happen more then once, especially when I have back to back groups. I have learned to flex the program, not my time, to accomodate tardyness. Stick to your guns on time frames and make sure the visiting group knows that ahead of time.
A nice letter stating your dissapointment and sorry that you missed them kind of thing would do the trick. Then ask what you could do for them in a future visit indicating to them your wanting for them to come back.
Often, deposit $'s are not available for schools and this can actually become a barrier to coming. However, if you do charge, keep the deposit with no regrets.
DeAnna Pearl
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