Weather Woes: Wedding Cancelled?

Planning a wedding is a stressful task, and there are always bumps in the road. Natural disasters are becoming more frequent, and they can derail your big day. It's important to have a backup plan and be prepared for the worst-case scenario. If bad weather cancels your wedding, the first step is to ask for help from your wedding planner, friends, or family. It's crucial to contact the venue immediately to discuss options and try to secure a new date as soon as possible. Keeping your guests informed is also essential, and using a wedding website or social media can be helpful. Remember to stay positive and focus on the fact that you and your partner are safe and together. Having a flexible mindset and a sense of humour about the situation is key.

Consult your vendor contracts

Before signing a contract with your wedding vendors, it's important to discuss backup plans in case of unforeseen circumstances. Ask what would happen if they needed to pull out of the day, how much advance notice they would provide, and whether they would secure replacement services or refund any payments. It's also crucial to know what circumstances would lead to a refund and how much you would get back.

When reviewing contracts, look for the following clauses:

• Substitution or Backup Services Clause: This outlines the vendor's backup plan and their ability to change things about your event. It should be as detailed as possible, specifying what happens if certain menu items aren't available or if a replacement vendor is more expensive, for example.
• Force Majeure Clause: This clause, also known as an "Act of God" clause, relieves both parties from fulfilling their contractual obligations due to unforeseen circumstances beyond their control, such as natural disasters or government mandates during a pandemic.
• Default Provisions, Dispute Resolution, or Venue Resolution Clause: This outlines the terms of a default or failure to provide services, including refunds, reimbursements, and where legal disputes would be brought.
• Weather Contingency Plans: This is crucial for outdoor weddings, indicating a backup plan for inclement weather and any additional costs for alternative arrangements.

If you're unsure about any part of the contract, consider consulting a contracts lawyer, especially one familiar with the laws of the state where your wedding will take place. They can help you understand the language and suggest revisions to protect your interests.

Develop a plan B

Having a backup plan is always a good idea, even if it's just for rain. However, there are situations, like hurricanes, blizzards, or other natural disasters, that may force you to change your plans. Here are some steps you can take to develop a solid Plan B:

• Be realistic about the situation: Rescheduling a wedding is not an easy decision. Be realistic about the weather forecast. Unless there is a serious threat, you don't need to cancel your wedding just because of a little rain. However, if there is a potential danger to you or your guests, it is important to consider rescheduling or moving to a different venue.
• Consult your contracts: Review your contracts with vendors and venues. Many contracts include a Force Majeure clause, which outlines the rights and responsibilities of both parties in the event of unforeseen and unavoidable circumstances, such as natural disasters. Understand what this clause means for your wedding and whether you are entitled to a reimbursement or rescheduling without additional costs.
• Communicate with your vendors: If rescheduling is necessary, reach out to all your vendors and communicate the situation. Be transparent and ask if they are available on the new date. Understand that some vendors may be booked on your new date, and you may need to book alternatives. A wedding planner can be extremely helpful in these situations, leveraging their network to find suitable replacements.
• Notify your guests: Inform your guests as soon as possible about any changes to your wedding plans. Divide your guest list and send out mass emails or messages. For those without email addresses, you may need to give them a call. Consider setting up a wedding website or a private Facebook group where you can share updates and details about the new date and venue.
• Ask for help: Don't hesitate to enlist the support of friends, family, and wedding planners. They can help you shuffle things around and find alternative solutions. If you don't have a wedding planner, ask your friends and family if they can lend a hand or replace missing vendors.
• Prepare for the weather: If you decide to go ahead with the wedding despite the bad weather, make sure you and your guests are prepared. Bring appropriate clothing, such as raincoats, hiking boots, or hand warmers. Consider setting up a big tent or pavilion to protect against sudden showers. Include the cost of these backups in your budget to avoid last-minute stresses.

Let guests know

Letting your guests know about a postponed wedding due to bad weather is a crucial step in the rescheduling process. Here are some detailed and direct instructions to help you navigate this challenging situation:

Divide and Conquer:

Firstly, divide your guest list into smaller, more manageable groups. This will make it easier to reach out to everyone efficiently. Assign specific groups to different members of the wedding party or close family and friends to share the news. This way, you don't have to bear the burden alone, and your guests will appreciate the personal touch.

Choose Your Medium:

The next step is to decide how you want to communicate the change of plans. The most common methods are email, telephone, and social media. For guests with email addresses, a mass email can be an effective way to provide detailed information about the cancellation and the new date. For guests without email addresses or those who may prefer a more personal touch, a phone call is best. It may take longer, but it shows your guests that you care about their presence at the wedding.

Social Media to the Rescue:

Creating a private Facebook group for your wedding guests is an innovative way to keep everyone informed. This method allows you to post updates, new dates, and other details in one place. It also enables guests to ask questions, offer support, and stay connected with the wedding party and other guests. If a private group feels too exclusive, a regular Facebook event page can also work.

Wedding Website:

If you already have a wedding website, this is the perfect time to utilise it. Update the website with the new date, venue, and any other relevant information. You can also include FAQs and a personal message from the couple. This approach ensures that guests have a central place to refer to for the latest updates and reduces the need for individual contact, which can be time-consuming.

Appoint a Contact Person:

Designate a loved one as the official contact person for guests with questions or concerns. This person can be a member of the wedding party, a close friend, or a family member. Ensure they have approved information to share with guests and can provide support and guidance. This approach ensures that you are not overwhelmed with individual inquiries, and it centralises communication through one trusted source.

Be Transparent:

When communicating with your guests, be as transparent as possible. Explain the reason for the postponement, express your disappointment, and share your excitement for the new date. Guests will appreciate your honesty and understanding of the situation. It also helps to set expectations and manages any potential confusion or misinformation.

Remember, your guests will understand that bad weather is beyond your control, and they will want to celebrate with you on a day when everyone is safe and comfortable.

Enlist help

Enlisting help is crucial when dealing with the cancellation of a wedding due to bad weather. Here are some detailed instructions to guide you through this challenging situation:

Wedding Planner or Coordinator:

If you have a wedding planner or coordinator, they are your first point of contact. They have the experience and resources to help you navigate this crisis. Lean on them to make decisions, start communicating with vendors and venues, and develop a new plan. Their extensive network can be invaluable in finding alternative options quickly.

Friends and Family:

Rally your support system, including friends and family members who are not directly impacted by the bad weather. They can provide emotional support and practical assistance. Delegate tasks such as contacting guests, rearranging decorations, or even baking a new wedding cake, as seen in the story of Jillian Migliaccio and Nicholas Stugard, whose wedding was affected by Hurricane Sandy.

Vendors:

Your vendors are there for you and want to ensure you have a fabulous wedding. Contact them as soon as possible to discuss alternatives and check their availability on potential new dates. Be prepared to be flexible and work with them to find solutions. If you need to book new vendors, your wedding planner or coordinator can help you find the right ones quickly.

Guests:

Keep your guests informed throughout the process. Use a wedding website, social media, or a private Facebook group to provide updates and share new details. Appointing a loved one as a contact person can also help manage guest expectations and reduce the number of direct inquiries you receive.

Community:

Don't underestimate the power of your community. In the story of Erin Marie Lounsbury and Matthew Marone, whose wedding was postponed due to Hurricane Sandy, the couple's friends and family stepped up to lend items and replace missing vendors. Reach out to your community and ask for help; you may be surprised at how willing people are to lend a hand during challenging times.

Be realistic about the weather

It's important to be realistic about the weather when planning your wedding. While it's not necessary to cancel your function just because rain is in the forecast, it's essential to be prepared and have a backup plan if there is a serious threat. Putting your guests and vendors in danger is never ideal, so it's crucial to make informed decisions.

Consult your contracts with vendors to understand their policies regarding unforeseen and dangerous situations. Most major vendors include a Force Majeure clause, which outlines their obligations and your options in the event of natural disasters or other uncontrollable events. Understanding these details will help you work with your vendors to reschedule if needed.

When creating your backup plan, consider factors such as the safety of your guests and vendors, especially if they live in an evacuation zone. Think about alternative accommodation options for out-of-town guests if roads or airports are closed due to severe weather.

While it's rare for weather to force you to reschedule or cancel your wedding entirely, it's always better to be prepared. Have a plan B, C, or even D, and understand the implications of implementing them. For outdoor weddings, discuss both the "ideal plan" and the "rain plan" with your venue and vendors.

If you're worried about the weather, consider choosing a venue outside of hurricane season, which typically runs from June 1 to November 30 in the North Atlantic Ocean, the Gulf of Mexico, and the Caribbean Sea. Alternatively, opt for destinations that sit outside the hurricane belt, such as Aruba, Bonaire, and Curaçao. These islands offer stellar weather and a range of attractions for your guests.

Frequently asked questions