KEEP CALM AND CARRY ON: Postponing Your Wedding Due to COVID-19
As an event planner, the single most relevant question right now is how to adjust your timeline for a wedding due to the pandemic. Clients want hard answers, and right now it's a total game of chess. Since the CDC announced restrictions on gatherings, predicting the end of the pandemic is like tracking a moving target.
The good news is, love is not cancelled! My first piece of advice to clients and friends is: postpone and do not cancel. more than ever now, People will need something to look forward to and a reason to celebrate - it will happen, the question is when. Here is some advice for all the #coronacouples out there.
Check Your Insurance.
If you have it - check your insurance. This may make a huge impact on the financials. If you do not have event insurance, I would recommend adding it once you book a new date.
Consult Professionals.
Communicate with your venue and vendors immediately. If you have a planner, now is the time to lean on them even more. You need to read through the contracts you’ve signed and look for the verbiage “Force Majeure”, “Act of G-d”, or “Unforeseen Circumstances”. This will let you know the specific policy as it applies to payments, etc. As soon as you know that you need to reschedule, have your planner (or yourself) call the venue for additional open dates. Remember, they are also navigating through this difficult situation. My personal advice would be not to schedule anything prior to September 2020. Keep in mind that venues may be booked for the rest of the year, so be open to new dates, and even weeknights.
Wrap Your Head Around the Financial Aspect.
Once you read through contracts and speak with the venue and vendors, you will get a sense of the real deal. With any change of original plans, there are going to be financial ramifications. You may not get deposits or certain retainers back - and the vendor may not be available on the new date. If you reschedule, keep in mind the scope of work has now changed for certain vendors, and the costs incurred may as well. Remember that no one decides this, and vendors will do their best to make it work, but in certain circumstances, it won't be possible. You may have to be a bit more ‘go with the flow’ than originally planned.
Let Your Guests Know.
Although I am known as an etiquette fanatic - this is where going digital is recommended. It is the fastest and most efficient way to let your guests know about the new date. As soon as you’ve secured a new date, you need to get the word out. Try to design something consistent with your stationery and include as much information as you can - flights, accommodations, etc.
Rethink the Look.
Now that you have your new date and vendors in place, think through the vibe. While it isn’t all about seasonality, you do want to alter some details based on the timing. Think about the look from the point of view of your new date. Winter and Spring weddings can look drastically different from the florals, linens, and menu items. Lean on your planner to get everyone on the same page and they can help guide you through ensuring your dream look translates to your new date.