To Our Couples Affected by Covid-19

March 16, 2020

We’re All in This Together

We’ve both now been in the events industry for a decade and have seen it all. We’ve been there with our clients through the laughs, tears, the recession, and difficult decisions and have supported them every step of the way.

While there is so much uncertainty out there during this time and it seems like things change every day, we want our clients to know that we are all in this together. We are here for you to help support and navigate through this difficult time.

Come Up With A Plan of Action

It’s so easy to be swept away in the stress and anxiety surrounding our current crisis. We think back to September 11th, and at the time, it also felt like we would never see the end of it. But we survived and came out stronger. It’s so important to remember that this will also pass and rather than sitting passively, we need to get out of our heads and come up with a plan of action.

The reality is that Federal and State rules are changing every 24 hours and even if you haven’t been required to cancel/postpone your wedding at this time, it could very well be a possibility in the near future. You want to make sure you’re fully prepared and ahead of this so you can adapt as needed if your plans need to change.

We’ve put together some questions we have been asking your vendors in order to have a better financial understanding of your agreements:

  • What is your cancelation policy specifically for X and Y’s Wedding on April X, 2020 including loss of retainers/deposits and any upcoming balances? Are you offering any leniency or any exceptions given government recommendations limiting guest distancing that would lead to cancelations or postponements?
  • As a company, are you willing to continue executing the event if it does not follow the CDC and local government recommended social distancing practices with the potential exposure to illness it may have?
  • Do you have a backup in place if critical staff members are quarantined or unable to perform their tasks given the Covid-19?
  • Would you be open to us rescheduling the event to an alternate date or day of the week in 2020?
  • If the event were rescheduled, would the original payment schedule apply?
  • Could the deposit be applied in full to the rescheduled date?
  • Could you please send us all available dates in 2020 you would be open to rescheduling to so we can compare with all other vendors?

What Happens to My Deposits?

What many vendors are doing is applying the full or a portion of the deposit to the new date while keeping the original payment schedule. The only real exceptions to this would be the florist and caterer, depending on how soon the wedding is coming up. Those two vendors have “hard costs” and often order and prepay their flowers or food weeks in advance. What is important to remember is that the more notice you give your vendors, the more they are able to be flexible with applying your deposit to a new date.

It’s important to know that many of the new dates that are available for your vendors will likely be non-Saturdays. Since many of your vendors have already booked their available Saturday dates for the remainder of the year, you will likely be rescheduling your wedding to a Friday or Sunday.

It’s unlikely that you’ll be able to transfer over your entire vendor team to the same date, so it’s important for you to rank the importance of the elements of your wedding so you can decide which date and vendors you want to go with. In the event that one of your original vendors is unavailable for your new date, you will likely be held to the contractual terms of your agreement.

Answering Your Guests’ Questions

With so much uncertainty, your guests will likely go to you with questions about whether your wedding is still on or not. We would recommend for you to put a short message on your wedding website and direct your guests. If you have made the decision to postpone your wedding, a simple message on your website like the one below will let your guests know what to expect:

Due to rapidly changing information from the CDC and local government regarding COVID-19, we are making the very difficult decision to postpone our wedding. We look forward to celebrating with all of you at the later date of XXX. We love you all and want you all to stay safe and healthy.

We’re Going to Get Through This

After all of this is said and done, even if it doesn’t feel like it at the moment, we are going to go back to normal as a society and you’re going to have an amazing wedding.

We’re here for you, we love you, and we’re all in this together!

Deniz + Jessica

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