How To Postpone An Event Due To An Emergency Like Covid-19
“Everything that has a beginning has an ending. Make your peace with that, and all will be well.” - Buddha
The word of the month is #CANCELLED. We don’t have to remind you that events and social gatherings are being cancelled due to the coronavirus, or COVID-19. As we face this global pandemic, we are all presented with difficult decisions about how to best protect ourselves and our community. Here are some things to remember during these confusing times:
You are not alone
Everything is temporary
Your special moments in life are still worthy of celebration
If you are planning an upcoming event we highly recommend that you POSTPONE the event rather than cancel it. Your vendors are more than happy to make it WERK on a different date. Your special occasion is STILL WORTH CELEBRATING with your friends and family even if right now it’s not possible. Very soon we will all be eating in restaurants, holding hands, and HUGGING!
10 tips to help you Postpone your Wedding or event:
Contracts - Contact your event planner first, if you have one. They will be your ally when it comes to interpreting the terms laid out in your venue and vendor contracts and executing a plan to reschedule or postpone. While reviewing contracts consider the following:
Be mindful of “first right of refusal” terms in contracts, as postponing may depend heavily on the availability of venues, staff, etc.
It’s a “game of availability,” especially with freelancers like photographers, however, they will work with you to find a substitute if they’re not free on your rescheduled date.
Venue - If you are seriously considering postponement, you’ll want to start with a phone call to your venue. Their policy on rescheduling and availability of dates will determine how to best move forward. You may want (or need) to consider postponing to a Friday or Sunday for your event instead of a Saturday depending on availability. If you decide to postpone, in most cases, especially during these unprecedented times, you can put your deposit toward a future date.
Vendors - Read your vendor contracts to find out their cancellation policies. Most vendors require at least 30 days notice in order to cancel without penalty. Most contracts include a “force majeure” or “Act of God” (natural disaster) clause, and clients can often receive a credit that can be applied to a future date. Many contracts are much more lenient towards postponement rather than cancellation especially during these tricky times.
Perishables (food, flowers) - When it comes to catering and flowers, a credit can often be applied - less any costs already incurred by the vendor. Ie. if it’s a week before your event and your florist has ordered all of your materials.
Timeline - We recommend making the decision to postpone at least 30 days before your event date to give you, your guests and your vendors time to check their calendars. As of now, we recommend postponing any event currently scheduled in April or May 2020. We recommend rescheduling to a late summer/ fall/winter 2020 date.
How to Postpone with Vendors & Guests - Maintain open and honest communication with your guests and your vendors.
Get available dates from your venue first. Pick 2 dates you like.
Reach out to your vendors (or your planner will) and offer the 2 dates
Reach out to your family, wedding party and VIP guests and offer the dates
Pick the most popular date. We know that this might mean a difficult decision. It might be a Friday date and your heart was set on a Saturday. It might be the day that one of your friends can’t make it.
Reach out to the rest of your guests and notify them of the new date. Start a Facebook group or an email campaign via Mail chimp to communicate to all of your guests at once. This will also allow you to share updates with your guests as things are changing everyday.
Feel free to send out “Change the Dates”. Have fun with it! Be creative!
Don’t forget your sense of humor! Find a new creative design for your formal invitations 2 -3 months before your new date! Maybe “Can’t Stop. Won’t Stop. We’re in Love” or “April Fools! Our Wedding is happening in November”
Travel - If you or your event guests will be traveling at all in 2020, be sure to get travel insurance. For those who have already purchased flights, it’s important to find out what your airline’s policies are. Most airlines are offering special accommodations for flights affected by coronavirus.
For instance, American Airlines is allowing any travel booked for March 1st, 2020 through April 30th, 2020 to be credited without any re-booking fees. Please remember: don’t call the airline until you’re ready to rebook. Things are changing daily and they won’t be able to help you immediately anyway.
Airbnb is offer free cancellations for all reservations for hosts and guests. If you are a wedding guest call the hotel and cancel your reservation. If you are a couple with a room block, make sure to reach out to your hotel to see what their policies are for rescheduling. This shouldn’t affect you as most room blocks are complimentary, but make sure you call your hotel if you have entered into a contract with attrition.
Event Insurance - Talk to your insurance provider about event insurance. There are postponement and cancellation policies out there, but it’s important to talk to a professional to understand how these policies work.
Be Flexible & Kind - Don’t take your frustration or fear out on your vendors. This unprecedented situation is out of everyone’s control, so it’s important we all stay calm and treat each other with respect. Please remember:
Many of your vendors are struggling and fearful themselves. They often don’t have access to sick leave or back up sources of income, so it’s important to be understanding and flexible. Keep that in mind before asking for discounts and 'make goods’ - we want to keep small business owners in business!
If you have an event coming up in a few days and you’ve hired a freelancer, like a performer, please call them up and see if you can work out a credit for a future event rather than refusing to pay them. Keep the communication direct and open. Operate from LOVE instead of FEAR. These freelancers are getting hit the hardest. Their entire income is based on people like you. Please be kind and fair.
As mentioned many times here, please consider postponing your upcoming event or future event before you cancel. Many of your current or future vendors are small businesses and the best way you can support them is to postpone rather than to cancel.
Keep Calm and Carry On (with planning!) - The coronavirus has certainly thrown a wrench in things, but it’s important to remember that this too shall pass. Your dreams for your event can still come true…just, perhaps…not as soon as you’d hoped!
Ultimately, this is your event and your decision whether or not to postpone. Be sure to stay up to date on the latest CDC recommendations when it comes to events and preventative measures. Please feel free to contact Fierce with any concerns or questions. We are here for you. STAY FIERCE and lots of light and love to you and your families.
PS: Wash your hands & stay safe, friends!
“Impermanence is a principle of harmony. When we don’t struggle against it, we are in harmony with reality.” – Pema Chodron
