Event Planner To The Rescue: Wedding Cancelled

Wedding planning can be a stressful affair, and sometimes, things don't go according to plan. When a wedding is cancelled, it can be an emotional and challenging time for the couple, and an event planner can play a crucial role in managing the situation. A professional event planner can guide the couple through the necessary steps, ensuring a smooth and efficient process during a difficult time. From recommending event cancellation insurance to navigating complex vendor contracts and refund policies, an event planner's expertise can provide much-needed support. They can also assist in contacting venues, vendors, and guests, alleviating some of the burden from the couple. Additionally, event planners can offer valuable advice on handling cancellations professionally and efficiently, protecting the couple from potential financial losses and ensuring a respectful and dignified experience for all involved parties.

Event cancellation insurance

Event planners can help manage cancelled weddings, but it's important to have a cancellation policy in your contract. This should include details on non-refundable deposits, refunds, and cancellation fees.

To protect yourself and your expected income, your contract should state what happens if the event is cancelled. The main point should be that the deposit and all previous payments made are non-refundable. If your payment schedule is spread out, you may want to include a clause that clients will pay for services rendered until the day you are notified of the cancellation. For example, if you take a 50% deposit but the client cancels before the final 50% is due, you can claim a percentage of that final payment based on the date they cancel.

Event insurance can help in two ways:

• Protect your financial interests if someone injures themselves or damages property at your event
• Help if you need to cancel the event due to unforeseen circumstances like weather or illness

Termination and cancellation clauses

Termination clause

A termination clause allows both parties to end the contract without further liability if an event outside of their control prevents the wedding from taking place. Examples of such events include natural disasters, government orders, strikes, or terrorist acts. Unless specified otherwise in the contract, a termination would require the event planner to return all payments made. However, a well-written termination clause should also allow the event planner to be compensated for the work done up to the point of termination. This is especially important for event planners, as most of their work is done before the event.

Cancellation clause

A cancellation clause, on the other hand, applies if one party wants to get out of the contract. In most cases, this is the client. The party wishing to cancel is in breach of contract and is liable for damages if the nature of the damages has been specified in the contract.

The appropriate type of damages to specify in a cancellation clause is "liquidated damages," which is a financial assessment of the losses that would be incurred due to the cancellation. "Liquidated damages" should be written as a sliding scale, increasing as the event date approaches. This reflects the reality that the closer the cancellation is to the event date, the less likely the event planner will be able to secure another booking.

Additional considerations

• Payment structure: Ensure your contract payment terms are structured so that you are compensated for the work you have done. For example, if you have completed 50% of the work, you should have received at least 50% of the contract price.
• Documentation: Keep a detailed log of the time spent and work performed on each event. This will help you calculate your compensation in the event of a termination and provide valuable data for pricing future events.
• Client communication: While it is not your responsibility to inform guests of the cancellation, you can offer support to your client in navigating this process. It is also a good idea to get the cancellation in writing to avoid legal trouble down the road.
• Vendor negotiations: Help your client review vendor contracts and negotiate for refunds or credits. Remember to respect your professional relationships with vendors, as they also have businesses to protect.
• Event insurance: Recommend event cancellation insurance to your clients at the beginning of the planning process. This will provide tremendous ease if your client needs to cancel or postpone their wedding.

Communicating with vendors

Review the Contract

Firstly, review the contract with each vendor to understand their policies on cancellations. This will help you know what to expect in terms of refunds, termination fees, and other charges. Knowing the specifics of the contract will also enable you to effectively communicate the terms to the couple.

Contact Vendors ASAP

As soon as you find out about the cancellation, get in touch with the vendors. The earlier you do this, the better the chances of negotiating a partial refund for your clients. Remember, vendors are also running a business, so respect their time and understand that they too might have turned away other clients to keep this date available.

Negotiate Deposits and Refunds

Most vendors require a deposit to hold an event date. This deposit is usually non-refundable, but it may be possible to negotiate a partial refund or credit for future services. Be mindful that small business owners, in particular, will be keen to recoup any financial losses.

Keep Records

Throughout the process, keep detailed records of all communications and agreements. This will help protect you and the couple in case of any legal disputes.

Be Mindful of the Human Element

Remember that wedding vendors are mostly small businesses, and the money they receive from deposits is often used to keep their business running. While it is important to advocate for your clients, also approach the situation with empathy and kindness.

Suggest Alternative Services

If a refund is not possible, you could suggest that the couple use their deposit for alternative services with the vendor. For example, a caterer could provide catering for a future event, or a photographer could offer a future family photo session.

Be Clear and Transparent

When communicating with vendors, be clear and transparent about the situation. Explain the reasons for the cancellation and be upfront about what the couple is hoping to achieve. For instance, are they seeking a full refund, or would they be open to a credit for future services?

Offer a Positive Review

Since vendors rely on reviews for future business, you could offer to leave a positive review for the vendor as a goodwill gesture. This could also help smooth over any tensions that may arise during the cancellation process.

Get Everything in Writing

Finally, make sure to get everything in writing. After any phone calls or video chats, follow up with an email summarising the terms of the contract termination and make sure all parties sign a contract addendum. This ensures that you have a legal record of the agreement.

Client support

As a wedding planner, it is your job to help manage your client's wedding, even when it is cancelled or postponed. While you may not be able to plan for everything, it is important to be prepared for all situations.

Firstly, it is crucial to have a detailed contract in place that outlines the cancellation policy. This should include information on the notice period required for cancellations, the circumstances under which refunds will be given, and whether there is a cancellation fee. Having a clear contract will protect both you and your client in the event of a cancellation.

If a client does decide to cancel their wedding, there are several steps you can take to support them:

• Contact the venue and vendors as soon as possible to review their contracts and discuss any potential refunds or credits.
• Offer condolences and support to your client, especially if the cancellation is due to serious illness, personal loss, accidents, or relationship problems. You can also offer recommendations for counselors or reading materials that might be helpful.
• Help your client inform their guests about the cancellation, if needed. Formal stationery can be mailed to guests with updated information, or you can suggest they make phone calls with the help of family and friends.
• Encourage your client to seek support from their immediate family and wedding party.
• If your client has event insurance, assist them in starting the claim process for any non-refundable deposits or expenses.

Remember, while you are not a marriage counsellor, you can provide support and guidance to your client during this difficult time. Be empathetic and offer solutions where possible to help ease the burden of cancelling a wedding.

Contract and payment protection

As a wedding planner, it is important to have a contract that clearly explains what happens to your fee and services when a couple cancels their wedding. This contract should include a cancellation policy that outlines:

• How much notice clients need to provide before cancelling an event.
• Whether deposits are refundable and under what circumstances.
• The amount to be refunded.
• Whether there is a cancellation fee.
• Whether voluntary cancellations will be treated the same as cancellations due to emergencies.
• Whether the client will receive a refund if the planner terminates the contract.
• Whether credit towards a future event will be offered if the client provides sufficient notice and cancels for a valid reason.

It is also important to recommend event cancellation insurance to your clients at the beginning of the planning process. This will make it easier for them to recoup their expenses if they need to cancel or postpone their wedding due to unforeseen circumstances.

In the event of a cancellation, review the contract with the couple and answer any questions they may have. Be transparent about the financial implications and work with them to find solutions, such as negotiating with vendors or transferring the contract to a colleague. Keep in mind that most vendors require a deposit to hold an event date, and this deposit may not be refundable depending on the terms of the contract.

To protect yourself and your expected income, ensure that your contract states that all previous payments, including the deposit, are non-refundable. You may also want to include a clause specifying that clients will pay for services rendered up until the day you are notified in writing of the cancellation. For example, if a client cancels before the final payment is due, you may want to claim a percentage of that payment based on the date of cancellation. This is especially important for wedding planners, as most of the work is done prior to the event.

Additionally, it is a good idea to document the time spent and the work performed on each event. This will help you keep track of the compensation you are entitled to in the event of a cancellation and will also provide valuable data for pricing future events.

Frequently asked questions