Surviving the Unknown

We hope that everyone is staying safe and healthy during these uncertain times.

In light of everything that has happened within the last couple of weeks we, along with Kis Cubed Events, Vermilion Weddings, Indian Weddings Buzz and KI Weddings, wanted to put together a webinar to help with everyones questions and concerns about what to do now that everything has been put on hold.

Below is a recap of the 1st of many Zoom webinars we are producing entitled, “Surviving the Unknown”. In this webinar we offer advice on how to face the challenge of contract language with an expert in contract law. We also discussed how other vendors are handling postponements and cancellations, a topic that faces all wedding vendors right now. So feel free to watch our webinar in the video below and we hope you gain some insight and inspiration for your own wedding business.

Moderator: Gene Higa – cofounder – Mandala Weddings Magazine and Blog

Panelist: Hassan – Indian Wedding Buzz – Canada Nirjary M. Desai – KIS Cubed Events – Wedding Planner, Atlanta Georgia Minoti Mehta – Vermilion Weddings & Events – Wedding Planner, San Francisco Bay Area Jignasa Patel – K.I. Weddings – Wedding Planner, Dallas Texas Vik Chaudhry – VC Law Group, LLP – Contract Lawyer, San Diego (858) 519-7333

Some of the questions addressed in this webinar

1. Hello, a question- are any Planners running into a situation where the postponed event is now landing on a weekend that’s already committed to by a prior wedding? 
2. I have a question about how to handle “non-refundable deposits.” I have a client who has decided to cancel, not willing to postpone, I have made investments as a rental company towards their events, their events are very customized. The deposit doesn’t cover the costs of these investments, but now they are also asking for return of deposit. By contract, I don’t have to return this deposit.. But what should be the ethical way of handling this? Any advise is helpful.
3. Does wedding insurance supercede a corporate contract, or is just to protect their financial investment?
4. I am a owner of a Banquet Hall in Queens NY. I have rescheduled my March and April 2020 events. I have in my contract Force Majeure cause. The client has up to 6 months from the date of the event to reschedule.  But some clients are being unreasonable on taking a Friday or Sunday instead of a Saturday. We are already booked for all the Saturday’s of 2020.   Also no one is coming to book. So no future business.  Please advises
5. I have couples who are looking at same weekends.Options I am giving them: I am letting them know that we can do Thursday/Friday or Sunday wedding if they are wanting me as a planner. But I have reached out to other planners who can take the wedding either under my company and/or under another company if the client is ok with that.
6. We are a Photography & Videography studio.  One of my client wants to cancel their wedding and do not want to postpone.  We have given them the option to postpone up to a year from their wedding date, but they want full refund.  Our contract says the payments are non-refundable.   am I obligated to refund them?
7. Being that the industry is financially up in the air, would it help to lower the price of planning services to make sure to book?
8. I have a client who I moved their wedding from April to the end of August. The client now wants to move the wedding again to 2021. I spent many hours revising contracts for them (25 vendors). Any advise on moving forward? Should I just suck it up and move it again for free or discuss compensation for the second move?
9. How would the deposits/payments work if we do give our initial wedding/client to another planner?
10. I have a question about how to handle “non-refundable deposits.” I have a client who has decided to cancel, not willing to postpone, I have made investments as a rental company towards their events, their events are very customized. The deposit doesn’t cover the costs of these investments, but now they are also asking for return of deposit. By contract, I don’t have to return this deposit.. But what should be the ethical way of handling this? Any advise is helpful.
11. Not sure if it’s line with the agenda for this fall – How to tackle new event inquiries for later in the year, where they want to write a specific clause that the deposit be refundable in case of something similar at that later date. I feel it’s a fair request but want to see what the broader group thinks on the deposits being refundable.
12. We are a Photography & Videography studio.  One of my client wants to cancel their wedding and do not want to postpone.  We have given them the option to postpone up to a year from their wedding date, but they want full refund.  Our contract says the payments are non-refundable. Am I obligated to refund them?
13. How about if they want to postpone to 2021 or after, do we keep the same fees/prices as the original contract?
14. If a client postpone’s their wedding, do you recommend we add “pandemic and epidemics” to be included in the Force Majeure clause incase COVID19 affects their new date or is this covered under “Act of God”? I have been hearing different opinions regarding this?
15. I have a wedding band with 10 musicians. They locked the dates with me knowing if there is a cancelation I will pay them cancelation fee. I need the deposit to pay them.
16. Are you only rescheduling events that are government mandated cancellations?  For example how are you  dealing with weddings that are occurring in July 2020
17. For those couples that are choosing a new date – and as a DJ – I am NOT open for the new date – they are asking for the retainer back. retainers non refundable. should we give 50% back, or all back, or none back? that is my major question and concern. our reputation is also important.
18. With regard to the rates, if there is a step up in the weekends ie a more desirable weekend, do pre established rates (rooms and service) just transfer?
19. With all of my destination weddings, my travel agents have been really helpful in getting us information about airline updates as they’re updating. They’re constantly dealing with these things daily, so they might be a great resource to communicate with if you’re not able to keep track of that constantly.
20. How about if their wedding is on a holiday weekend this year and they have to postpone it to next year same date?
21. One question I have is for my July/august clients … When would be a good time to start discussing their events and possible reschedules? Some of my couples are looking to reschedule for fall which is understandable but how do we balance that with new clients who are looking to book us for all as well? Also some clients who are wanting to reschedule are taking a long time responding with possible future dates so how do we