How to Navigate a Wedding Cancellation or Postponement
In these uncertain and scary times, it’s no surprise that the wedding industry has taken quite a hit. Because new information is coming out so quickly, it’s been hard for couples and vendors alike to make decisions when it comes to their weddings.
Before going any further, I just want to acknowledge that this is really rough time for so many of us and it’s ok to feel sad and stressed. Just know that you are not alone however you’re feeling and those of us in professional wedding world are here to help and support you however we can!
Whether you’re still contemplating what to do with your own wedding, or if you’ve made a decision one way or the other, today I’m going to talk about the tricky subject of cancellations and postponements.
What’s the Difference Between Cancelling and Postponing?
This may be obvious to some, but it’s an important place to start, especially if those in your family may not understand.
Cancelling your event means you will no longer be having it any form and all activity related to the event is ceased.
Postponing the event means that the event will be held on a new date and time and perhaps in a different format.
How to Deal with Contracts
If you’re deep into wedding planning, you’ll likely have signed contracts with your various vendors by now. The first step before you make any final decisions is to read through each and every contract to find cancellation and date change clauses. Even if you’re set on what you’re going to do, you should know going into a conversation what your vendor’s policies are.
For cancellations, you’re typically responsible for at least part of the amount due. Some vendors will state percentage amounts due on a sliding scale, increasing as the event gets closer. Often, the first deposit is non-refundable because a vendor is effectively removing that date from their calendar to work with you and turning down other business.
For postponements, if you pick a new date that your vendor has available, you’re typically able to put the money you’ve paid toward that future date. Keep in mind, if you pick a date outside of the calendar year, there may be an increase in charges or a change fee to accommodate extra work and general market trends.
Force Majeure
A force majeure clause holds neither party who signed the contract responsible when an event gets cancelled or a certain activity can’t be performed due to a circumstance out of everyone’s control (like a pandemic, for example). Force majeures don’t always list everything that can happen, so it’s best to consult with a lawyer about your specific contract.
Wedding Insurance
If you are just starting to plan your wedding, I highly recommend wedding insurance. While it likely won’t cover you for this specific COVID-19 situation, it will cover you for many other future scenarios. If you’re already planning your wedding and haven’t gotten insurance yet, I still recommend it! It doesn’t go retroactively into effect but again, it will cover you in the future.
There are many companies who handle wedding insurance but WedSafe is one of the most popular.
How to Know if you Should Cancel or Postpone?
If you are already working with a wedding planner, talk to them about your concerns. It’s a wedding planner’s job to speak to each of your vendors and give you all the information for you to make an informed decision. If it’s a low risk environment and all of the vendors feel confident they can carry out their duties safely, you can proceed.
If you’re holding your wedding in high risk time, as I mentioned before, pull all of your contracts and read through them carefully. Set up time to speak with your planner, or partner if you are planning yourself and thoroughly discuss your options. It’s always better to air on the side of caution so if there is any doubt to the safety of you or guests, consider rescheduling.
Of course a postponement versus a cancellation is recommend as far as being able to recoup money, but it’s certainly not right for everyone. Perhaps you’ve had a change of heart and simply want to go from a big wedding to an elopement. Or, you do want to hold the same wedding but know it’s time to find a new date. Whatever the case is, know that you should do what feels right for you.
If you are postponing, be prepared with several new dates, as you’ll have to check the availability of all of your vendors. Again, this is something your wedding planner will handle for you. If a vendor can’t find a new time to accommodate you, make sure you get a cancellation contract.
How to Speak with Vendors
As I said previously, all vendor policies are different. Just because a vendor has something in her contract, doesn’t mean she isn’t willing to be flexible. It does mean that technically and legally, she has every right to abide by the contract she has in place.
Remember that your vendors are people too and most are small businesses who rely on this income to support themselves and their families.
If you’re asking for them to be flexible with their contract, have some creative solutions in mind instead of just asking for a refund.
Understand that postponing to the following year may be more convenient for you, but could create more work for your vendors.
My best piece of advice is to go into your conversation with compassion!
How to Talk to Your Guests
While you may feel awkward about communicating changes with your guests, it’s necessary to give them information as soon as possible. Here are some templates to use in your communications:
Postponement
Dear Friends + Family,
We wanted to let you know we’ve decided to postpone our wedding (to date/season) due to the recent world events.
This was a a very tough decision, but felt right so we don’t put all the people we love most at risk. At the end of the day, our wedding wouldn’t be the same without each and every person there, so rescheduling made the most sense at this time.
Things are changing on a daily basis, and we are working with our vendors to make a new plan. We will be reaching out as soon as we know more.
We spoke to (hotels/airbnb owners) and the policies are (list cancellation or postponement here). Airlines have generally been flexible with waiving change fees, so we recommend reaching out to them directly.
We are sending you virtual hugs and are looking forward to celebrating with you when this all passes. Stay safe and healthy.
Eloping and Uninviting Guests
As you all know, the world has taken a turn none of us saw coming. We’ve all had to make some really hard decisions, including the two of us.
Due to the ongoing pandemic, we have to reduce our guest list dramatically to adhere to mandated numbers of people gathering so our wedding can go on.
Instead of having the big celebration we planned, we have decided to elope (in our home/at the beach/new location).
We hope that you understand that this is not a decision we take lightly and will be thinking of you all as we exchange our vows.
(Optional)
We’ll be sending out new invitations for a future celebration once we’ve had some time to make a different plan.
We’ll be sharing photos and videos with everyone afterwards, so please be on the lookout!
Giving Guests an Update if Your Wedding is Later in the Year
We know that amidst this unprecedented and scary time, many of you are wondering what our plans are in regards to our wedding.
As of right now, the wedding is going on as planned. We are watching the CDC recommendations closely and will keep you all in the loop if we make any changes.
We understand that not everyone feels comfortable waiting to hear and if you are no longer able to attend, there are no hard feelings. Our top priority is making sure people feel safe at our celebration.
Please let us know as soon as possible if you feel that you will not be able to attend so we can communicate any changes with our vendors.
Stay tuned for updates. In the meantime, we’re sending you all virtual hugs.
If You Cancel, Consider Other Uses for the Services You Paid For
Cancelling close to your wedding date may mean product like food and flowers were already ordered. If this is the case, talk to your caterer about your options. You may be able to have some of the food delivered to your house, or to a local shelter.
Flowers might be able to be donated to a hospital or nursing home.
If you no longer plan to have an actual wedding on your date, that doesn’t mean you can’t have a photoshoot. Use the opportunity to get some professional pictures taken, even if it’s in the comfort of your own home.
What to Do If You’re Completely Overwhelmed
First of all, take a deep breath. While the world may feel like it’s crumbling, the two of you still have each other. You can still celebrate your love—it just may look a little different than you thought.
If you aren’t already working with a wedding planner, it’s never too late to hire one. Our job is to take on the heavy lifting for you.
If you’re reading this and have any questions and just want to have a chat, please don’t hesitate to reach out to me.
Sending love and positivity to you all!