Tips for Handling Last Minute Vendor Cancellations
We all want our wedding day to go off without a hitch, but sometimes life gets in the way and things happen - such as a wedding vendor canceling at the last minute. While it may seem like the end of the world, with a little prep and plans in place, it doesn’t have to be! Here are some tips for handling last-minute vendor cancellations.
Protecting Yourself in Advance
It’s not fun to think about, but discussing worst-case scenarios is a must when it comes to protecting yourself in the event of an emergency. In your initial consultation with each vendor, ask what happens if they need to cancel, how much advance notice they provide, if they secure any replacements, and circumstances for refunding any or all your payments.
Be sure to discuss this before you sign the contract so you are aware of all the clauses and terms should a last-minute cancellation occur.
You Can Negotiate
If your vendor doesn’t present a backup plan in the contract, you may think you have to accept it and move on - but you don’t. If you aren’t a fan of their alternative, request additional options or even reject the option for a substitution choice if necessary. And, if they don’t seem to be presenting enough options in the event of a cancellation, request a larger refund. Contracts aren’t binding until both parties sign on the dotted line!
Utilize a Contract Lawyer
Unless your wedding planner is also a legal professional, you may want to consult a contracts lawyer to help you understand the contract or if you feel that the terms aren’t just. Ideally, you’ll want to find a contracts attorney in both transactional and litigations as they can help you with revisions and defend the terms in court.
Tip: Since contract laws vary by state, consult a lawyer barred in state where your wedding will be.
What to Keep in Mind When Signing the Contract
In terms of last-minute cancellations, there are three main clauses in contracts to look for:
Substitution Clause: This will be where your vendor provides the details of their backup plans, should they arise. Keep in mind the vendor may grant themselves the ability to change things - such as food substitutions or entertainment - so read carefully! And if it’s not there, ask for it to be put in - the more specific the language, the better.
Force Majeure Clause: Also known as the “Act of God” clause, this will relieve the parties from performing their contractual duties should a larger-than-life, outside-their-control event happens. Before COVID, this often referred to as hurricanes, tornadoes, etc., but now many vendors are updating their contracts to include pandemics and government mandates.
Default Clause: This clause (which may also be referred to as Default Provisions, Dispute Resolution, or Venue Resolution) includes what a failure to provide services looks like. For example, if a vendor doesn’t do “X,Y, and Z”, the couple is entitled to “A, B, and C”. This is typically where you’ll find reimbursement and refund information.
What Happens if A Wedding Vendor Cancels Last Minute?
Be Compassionate
In this instance, it’s important to note the difference between a small business and a large corporation. While a small business’s services are more personal, that also means they may have less resources available. However, most vendors will have backups to ensure your wedding day runs smoothly.
Reach Out to Other Vendors
If you’re working with a wedding planner, they’ll step up to secure a substitute. However, if you aren’t using a wedding planner, try reaching out to a vendor with a similar style. Even if they aren’t available, they’ll typically have recommendations. This also works for other vendors working on your wedding. For example, a hair stylist will know a makeup artists and a photographer will know a videographer.
Adjust Timelines
In the post-pandemic wedding surge, staffing shortages are a regular issue - especially in catering and set-up. If that’s the case, the flow of the wedding may be necessary. That may seem like a huge issue, but keep in mind guests won’t know that you had to extend dinner slightly or change the layout of the cocktail hour!
Getting Your Money Back
Getting your money back will largely depend on your contract. Although many vendors do require a non-refundable deposit, that is typically to protect them in the event a client cancels. If the vendor cancels, they could opt to return the deposit.