Ask a Planner: How to plan a wedding during the COVID-19 pandemic

Photo by Elizbeth LaDuca

Hello there! It’s been a while since we’ve posted on the blog, so let me tell you what we’ve been up to. At the end of a busy and wonderfully crazy February, Chelsea and I went on vacation - a whole week out of the office to rest and do some 2020 planning. Towards the end of our trip, it started to become clear that COVID-19 was coming to the US in a big way. We even briefly considered driving back from vacation instead of flying. But, it was still the beginning, so packed some extra hand sanitizer and we flew home. Our babies went to daycare that Monday. We had meetings with clients and went to industry events. Things were going to be fine. And then they weren’t. Only a couple of weeks later we found ourselves at home juggling being moms, as well as full-time small business owners. Then, big trips started to be cancelled and before you know it - weddings. Yes, weddings. Currently, large gatherings of more than 10 people aren’t permitted, which means that any couple with a wedding scheduled for 2020 is in limbo. This is uncharted territory for everyone and there’s a lot of (conflicting) information out there. So, I thought I would break it down for you a bit today and share how we’re advising our Brilliant clients to proceed with planning their weddings in the midst of the coronavirus pandemic.

Summer Weddings

Photo by Elizabeth LaDuca

If you planned to get married in May, June, or July, we recommend postponing/rescheduling at this time. There is SO much uncertainty about how the next couple of months are going to go. All available information seems to say that it will be a gradual reopening. Large events are not going to be one of the first things permitted to “return to normal”, which means it could be months before we see even small weddings start to take place.

If you decide to postpone until next year, please kind in mind that May-June is peak wedding season. So, if you want to reschedule to the same time in 2021, we recommend that you lock-in your vendors ASAP. Peak season for 2021 was already nearly full with couples who were planning on a 2021 wedding pre-covid. Now, there’s all of the 2021 couples PLUS the 2020 couples who are rescheduling. You should prioritize any vendors that are important to you and get them booked now!

The 60-Day Rule

At this point, we’re not recommending that any decisions be made on weddings August and beyond until 60 days before the wedding is scheduled to take place. This is when your invitations would need to go in the mail. By this point, you would have the latest information available to you when you make your decision, while also giving your guests enough time to adjust their plans. You can make yourself crazy checking the news everyday, so it’s less anxiety-inducing to just pick a decision date and worry about it a little bit closer to that “deadline”.

If you do decide to postpone, you should let your guests know as soon as you decide. You do not need to have the new date picked out yet and it’s completely acceptable to send an email/e-card to let them know. Once you have the new date, you can do a second mailing to share the updated information in a more formal way.

Photo by Elizabeth LaDuca

Invitation Etiquette

For ANY invitation mailings going out for a wedding in 2020, we are recommending that you add an additional insert card and/or make mention of COVID-19 on your website card. Our friends at Fete Collection recommend the following wording “It is with hopeful hearts that we proceed with our (summer/fall/winter wedding) but, out of care and caution for our beloved guests, we ask that you check our wedding website for up-to-date information: (your wedding website).” By including this, you’re covered in case you do end up needing to postpone.

Force Majeure

If you’re continuing to plan your wedding for August 2020 and beyond, be sure you have an Act of God/Force Majeure clause in each of your vendor agreements. You should have had this even without COVID-19, but it’s especially important now. The clause should explain what qualifies as an Act of God (make sure COVID-19 meets the criteria for each vendor) and what the vendor’s policy is if you decide to postpone or if the vendor doesn’t want to expose his/her team to risk. Make sure you understand what the fees would be and what happens if the vendor isn’t available on the new date you choose.

Rescheduling a wedding can difficult to navigate on your own. If you aren’t working with a planner and need additional guidance, we offer hourly consulting. Email us for more information!