Ask a Planner: FAQs - Rescheduling Due to COVID-19
Today’s “Ask a Planner” post is a follow-up to last week. We know how disappointing it has been for couples around the country (and world!) who have had to reschedule their weddings due to COVID-19. We have been busy rescheduling for our clients and fielding tons of related questions along the way. For those of you who don't have a planner, we are sharing some of the most-asked questions after our last blog post. We will also be answering your rescheduling-related questions on our Instagram all day today so make sure to follow along there as well!
1. You have decided to reschedule - now what? Now that you have decided to reschedule your wedding, there are a few steps to take to make sure you have a smooth transition.
First, reach out to your venue to get their available dates. Make sure to also confirm that there are no fees associated with changing your date. Once you pick a date that you think will work, make sure to ask your venue salesperson to hold the new date for you and to let you know if anyone else inquires about it so that you have first dibs!
Next, before signing a new contract with your venue, make sure to reach out to your family and friends to make sure they are available for your new date.
Then, reach out to make sure that the rest of your vendors are available for your date. Make sure to also confirm with each of them whether you will have to pay a rescheduling fee.
Finally, make sure to READ all of your new contracts to ensure they still include solid force majeure and rescheduling clauses. Many vendors are making edits to their contracts due to the pandemic. In the case you need to reschedule again, you want to make sure you are covered (again)!
2. Your vendor is charging a rescheduling fee - is this normal? This is one of the biggest questions we have gotten from our clients. Many vendors are charging a rescheduling fee to move clients' wedding from 2020 to 2021. The main reason many vendors require this fee is because your rescheduled wedding is taking a (often prime) date away from their calendar next year. For vendors who have had to fill next year's calendar with rescheduled weddings, they will have to survive on income spread over two years. Additionally, some vendors have already paid subcontractors non-refundable fees to hold your date this year and will have to pay the fees again next year. We understand that this feels like a penalty but, in most cases, it is truly helping the businesses that you love stay in business!
3. How should I update my guests? Now that you have decided to postpone your wedding, it is time to let your guests know. There are a few ways to let your guests know you have decide to move your date. If you sent a formal, paper invitation, we are recommending that clients send a follow-up mailing letting guests know about the date change and asking them to RSVP for the new date. This can be done either with another paper RSVP card or by directing them to your wedding website to RSVP. If you are not comfortable sending another mailing (or don't want to invest in it) it is perfectly acceptable to send an e-update via Paperless Post or Greenvelope. Guests can usually also RSVP via these services make it a quick and easy update for both the guests and for your guest list!
4. My vendor won't return my deposit - what should I do? This is a tough question and one that we have been dealing with for many of our clients! First, we recommend giving your contract a close read to ensure you are not in the right in requesting a refund due to your force majeure clause. A pandemic such as COVID-19 falls under this clause as, in this case, it has led to a government restriction on large gatherings. If your deposit is non-refundable, the next step would be to ask if it can be used as a credit for another time. For example, you may be able to use your photography deposit towards a family shoot or birthday party. Finally, if your deposit is truly non-refundable or transferrable, some vendors are being flexible and choosing to return 25-50% of your deposit as a gesture of goodwill. It never hurts to ask!
5. Reset your mindset. Reminding yourself of the positives and putting things in perspective is important - especially during this uncertain time. Try to put a spotlight on the things that are certain in your life. Remember how lucky you are to have found the perfect partner and to be planning the wedding of your dreams regardless of the date (or year). Plus, think about how much more excited your family and friends are going to be to celebrate with you when the time comes!