The novel coronavirus pandemic has impacted virtually every aspect of our lives. Many of us are now furloughed from our jobs, we’re responsible for teaching our kids at home, and we’re required to put on healthcare battle armor every time we venture outdoors. The flu vaccine’s effectiveness ranges between 60% and 90%, but there is no coronavirus vaccine as yet — leaving social distancing and staying home as our only means of flattening the curve.
COVID-19 has also had major effects on how we celebrate with our loved ones or even how we’re allowed to grieve. Group gatherings have been prohibited, making funerals impossible and weddings out of the question. And while only 3% of women want their engagements to take place in front of large crowds, most engaged couples look forward to saying “I do” in front of their friends and family.
As a result of local bans or even personal fears, many brides and grooms are choosing to cancel their upcoming nuptials. But if and when you make that decision, are you entitled to a refund from any of your vendors? And if you are, is there a good way to go about getting one at a time when most business owners are already hurting?
Open Up a Dialogue
If your wedding was scheduled to take place in April, May, or even June, it’s likely that your large wedding won’t be able to happen as you originally planned. In some cases, the venue might actually be the one to cancel your wedding — particularly if it was scheduled for a time when shelter-in-place orders still stand. If that’s the case, the venue might refund at least part of your payment. But you can’t expect them to do so automatically. If you can open up a dialogue with your venue and ask about your options, it’s best to start there.
The same advice can apply to any of your vendors. Although your florist, your caterer, your photographer, or your DJ might be running a small business (and may be sorely in need of funds), they may show compassion for your position and be willing to work with you. If you prepaid for a service but there were no services rendered and you’ve had no choice but to cancel your wedding due to local ordinances or venue decisions, they may return at least a portion of your payment. If you were planning on having an open bar reception (which accounts for 20% to 25% of the average catering bill), for example, your caterer might be willing to refund for services not yet rendered — like the costs of food and alcohol, setup, and more.
Keep in mind that being demanding or unreasonable won’t be to your benefit here. Lead with empathy and understand that they’re also in a precarious financial position. If the majority of their business comes from weddings and other special events, they may have no real source of income right now and may not be in a position to refund each of their clients all at once. They may propose sending out refunds in installments to make this economic blow a bit easier to handle. Anything you can do to keep the peace while also getting a bit of what you’re asking for is usually the best way to go. Don’t threaten to leave negative reviews or to take legal action unless it’s really warranted.
Read Over Your Contracts
Your contracts with your vendors will be your lifeline during times like these. Some vendors will include what’s known as a force majeure clause, which is meant to release responsibility for fulfilling a contract if an “act of God” comes into play. As of now, there’s a lot of legal conjecture as to whether COVID-19 can be categorized in this manner. It largely depends on the wording of the contract and who or what initiates the cancelation of the event. If, for example, your wedding was scheduled to take place before shelter-in-place orders were lifted and the venue has canceled your event, that might very well fall under the force majeure clause. But if your wedding is scheduled for August and you’re pre-emptively deciding to cancel, that would mean you’re actually breaking the contract between you and your vendors. While your vendor may be obligated to provide a full or partial refund as part of their force majeure clause, they will not be obligated to do so if it was your decision to cancel your wedding.
Many vendors will also include a non-refundable retainer or deposit in order to hold your date. Deposits are not enforceable in court and must be refunded if the service was not fulfilled; however, retainers designated as non-refundable still apply even when the event is not able to take place on the intended date. The goal of the non-refundable retainer is to reserve your wedding date so that they make your event a priority. If you choose to cancel or even if an act of God disrupts your wedding date, you probably won’t be entitled to that non-refundable retainer. That said, any payments you made beyond the retainer might be refundable if it was not your choice to cancel the wedding.
It’s a good idea to consult with a lawyer about any contract you may sign, as it’s easy to miss or misunderstand these kinds of clauses. While having a discussion with your vendor may illuminate those things, you may still have questions about what you may be entitled to. Talking to an attorney about your rights can be helpful — but still remember that coming to a compromise with your vendor will be best for everyone involved. Bullying your vendor into giving you a refund, especially if you aren’t sure whether you’re entitled to one, won’t do you any favors. That said, a lawyer can tell you whether there might be some aspects of the contract that aren’t as sound as your vendor thinks — and that could allow you to get back at least some of your money.
Postpone and Reschedule if Possible
The majority of couples actually aren’t canceling their weddings outright. In fact, 64% of weddings are being postponed due to the pandemic. According to Lending Tree, around 8% are opting instead for an elopement or courthouse marriage. But 40% of those who have postponed their weddings have now set new dates. Experts say that this is really the best thing you can do for your future plans and for your vendors.
Lending Tree reports that couples who postponed were able to keep the majority of their original vendors. Respondents who lost money on their wedding adjustments said they’re out $3,320 on average for non-reundable deposits and other feeds. But if you choose to postpone your wedding instead of cancel it, you’ll have a better chance of being able to apply some of those payments to the new date. That said, your vendor may request a new non-refundable retainer; that’s their right, as the intention is to hold the new date for your wedding. However, any other payments you’ve made will likely apply to the new wedding date — and your vendor will probably be willing to work with you to make sure they don’t have to refund anything more than necessary.
It’s important to note, however, that competition for new wedding dates will likely be stiff. Couples who cancel their weddings earlier will likely have first selection of the next available dates — but don’t cancel your wedding too soon. If you’re able to keep your original date in the fall, that’s far better than trying to scramble and potentially lose money in the process. Just don’t dawdle if you know your wedding is going to be rescheduled. Stay in contact with your vendors and be upfront about your plans. Otherwise, your vendor may not be available for your new date and you’ll have to begin the search all over again — this time with the added pressure of other re-scheduled weddings to contend with.
Ultimately, you shouldn’t expect to be given a full refund from your wedding venue or vendors. There simply won’t be enough funding to go around — and you may not be entitled to it, depending on the terms of your contract. But if you’re willing to have a compassionate discussion with your vendors and work towards a compromise, you may be able to obtain a partial refund or put the payments you’ve already made towards your new date.
