Event Cancellation vs. Event Postponement

Let’s face it: this article is not a fluffy wedding story. We’re talking about what happens when circumstances around your event arise that force you to consider not having it as originally planned. Whether it’s a large wedding, a small elopement, or anything in between, discontinuing your event is never a part of the original vision. So first, we want to start this article by acknowledging the hard decisions you had to make to get here. We want you to know that you are not alone, whatever your circumstances. We also want you to know that you are allowed time to grieve. In order to hold that space for you, we hope this piece of education is helpful in understanding what options you have at hand and how to move through this time with no loose ends to tidy up later. Let’s dive in.

POSTPONEMENT.

What does it mean to postpone an event?

Postponing an event means that the couple is voluntarily moving the original day and time of a scheduled event to a new date. Couples may choose to postpone an event for many reasons, including: the date no longer works for an important member of the bridal party; health conditions or financial circumstances have shifted and make the date inconvenient; travel restrictions prohibit a member of the party from attending.

If a couple wants to postpone, who is responsible for what?

Many vendors will have a postponement policy in their contract. Often, vendors are willing to apply some or all of your payments towards a future date pending their availability. The couple is responsible for securing a new date (and may have the voluntary help of a planner) and corroborating other vendors’ availability at that time. The vendor is responsible for placing any funds paid in a holding or savings account until the new date is decided; they may deposit the value of the services rendered thus far into their business checking account (often, a non-refundable deposit). If the vendor is available for the new date, the service will resume per the original contract. If the scope of the event or the service needed changes significantly, then the couple can expect an update or addendum to the new contract and payment plan that accounts for those changes.

CANCELLATION.

What does it mean to cancel an event?

Cancelling an event means that couples are voluntarily ceasing any activity related to the event and terminating all services. Couples may choose to cancel an event for many reasons. What most of those reasons have in common is the desire to not move forward with a wedding nor adapt or re-purpose the contracted services for any future event.

If a couple wants to cancel their event, who is responsible for what?

Every vendor contract is different. It is likely that the couple will be liable for paying some, if not all, of the contracted amount to each vendor. Often what is due depends on how far out the cancellation is given and how much work has been completed by the vendor. Vendors may require partial or full payment for services rendered or to account for the opportunity cost of holding your date. You can expect to see a non-refundable deposit as part of most contracts. Some vendors may extend a credit towards future services depending on the service they offer and their relationship with the couple.

FORCE MAJEURE.

What is “Force Majeure”?

This is an item often seen in contracts that releases both parties from their liability or obligations under a contract. This clause goes into effect when unforeseeable circumstances prohibit one of both parties from fulfilling on their promise.

When does it apply?

Each vendor’s conditions for “Force Majeure” may differ, but the phenomena most often covered by this clause includes: crime, war, riots, strikes; Acts of God (earthquakes, hurricanes, lightening, explosions); and plague. If the government issues a ban on certain practices or a public mandate prohibiting you, your vendors, or your venue from being able to hold the event, then as long as your contracts have a Force Majeure clause specifying coverage of that circumstance, it will go into effect.

When does it NOT apply?

Keeping in mind that different vendors have slightly different variations of what is covered under “Force Majeure,” in the majority of cases, this does not apply unless conditions of emergency are declared and/or there is a clear government mandate prohibiting your event.

HOW DO I KNOW…

…whether or not to postpone an event in uncertain times?

If your event is in a low risk environment, then consult with your planner. It is their responsibility to stay up to date with the latest information from government and research agencies, local authorities, and up-to-date practices. If they and the rest of the vendor team are able to fulfill on their role and feel confident in their ability to maintain safe conditions, then your event is able to proceed as planned. For those that are not working with a planner, we recommend reaching out to each individual vendor to gather information on the safety practices they have in place for your event. Take notes on what the protocol is for event coverage should the original service provider become compromised, as well as the regularity of safety checks and protocols. If you make a personal decision to postpone your date, that is okay. You may be subject to penalties and fees according to your contracts for a postponement.

…whether to postpone or cancel my event at high risk times?

If you are working with a planner, put time on the schedule with them to discuss your concerns. If you are putting together a wedding without a planner, set aside time with your partner to discuss your options. Make sure that you are working with good and accurate information from local, state, and national authorities. In advance of the meeting, compile all of your signed contracts and pull out the postponement and cancellation policies for each of your vendors. We recommend rescheduling your event as a “best practice” when possible. Not only does that allow you to recoup most of the value (time and money) that you’ve invested thus far, it holds your celebration sacred and continues to support the businesses you’ve invested in thus far.

If, after a period of discovery, you feel that you still want to hold the event and are open to doing it later in the year or around the same time next year, then the best way to proceed is to postpone the event. Your planner will help compile the terms of reschedule with each vendor and steward those conversations. For those not working with a planner, that responsibility will fall to the couple. If, after your discovery, you feel that the emotional journey has been too overwhelming and needs time to settle, or that there is not a foreseeable date to which you’d like to postpone, then the best way to proceed is the cancel the event. Your planner will step in to help you tie up loose ends with your vendors and contracts so that you do not have to facilitate the entire conversation—just take the necessary actions. For those not working with a planner, the couple will take lead on all cancellation conversations. We recommend that vendors provide a cancellation contract so that the new terms not included in the original contract are in writing for both parties.

WHAT IF…

…the concern stems from exposure and the desire to limit interactions?

The safety of the couple, guests, and staff are paramount in any event. All parties should be aligned with best practices in uncertain times and taking necessary precautions prior to the wedding date. If the concern centers on exposure (to plague), then members of your team may align their personal practices by switching meetings to a video chat format, avoiding hot-spot areas and travel, and taking precautions to protect the safety of the event. In some cases, it may be possible to make alternative arrangements for different individuals and needs. Talk with your planner to co-create a solution that is mindful of the overall health and well-being of your event.

…we want to cancel/postpone for our own safety, but Force Majeure has not gone into effect yet?

If anyone in the bridal party or immediate family is compromised, we understand this decision is a hard one. We recommend postponing when possible to retain the value of the services you have booked so far. Planners are here to help you mitigate the consequences and to inquire with vendors about any nuanced policies they may be implementing in light of the current situation. They are also here to lend light on any contingency plans your vendors have in place to provide coverage for your event should they be unavailable in an emergency. For those without a planner, it is up to you to inquire with vendors about mitigation options and contingency plans. Should you choose to cancel, you forfeit some or all of the money paid to your vendors and will not be eligible for refund. Force Majeure does not go into effect unless it is on a mass, mandated, recognizable scale and fit the conditions specific to each contract. Cancelling for fear of risk or exposure is not covered by Force Majeure.

WE KNOW THAT THIS TIME ISN’T EASY. HERE’S OUR GIFT TO YOU.

The first is an email template you can send to guests to tell them you are monitoring the situation and will reach out with an update on wedding plans by a certain date.

The second is an email template you can send to guests in the event you need to postpone to a new date.

The third is an email template you can send to guests in the unfortunate scenario that you need to cancel your event.

— Kate, Tapestry Creative Director