Canceled Weddings and Events
What happens when a client cancels a wedding or event that you have booked? To protect yourself and your expected income, your contract should state what happens if the event is canceled. The main point should be that the deposit and all previous payments made are non-refundable. If your payment schedule is spread far apart (such as 50% down and 50% due the week of the event), you may want to include a clause that clients will pay for services rendered until the day you are notified (in writing) that the event is canceled. For example, if you take a 50% deposit but the client cancels before the final 50% is due, you will want to claim some percentage of that final payment based on the date they cancel. For event planners, this is very important since most of our work is done prior to the event.
I learned this lesson the hard way. We had a client cancel their wedding right before a big payment was due to us. I didn’t have specific details in my contract about payment for services performed until that point. Guess what? I was expecting a $2500 payment the following week but my contract didn’t state that they would still owe anything if the event was canceled. That was a difficult and expensive lesson learned. Since then, we have had 5 weddings that have canceled but we protected ourselves and our expected income in our contract. If you aren’t sure how to add this wording to your contract, consult with a lawyer to protect yourself.
If you have clients who cancel their wedding and you aren’t sure how to help, this article on Forbes.com is a great resource.
Have you had clients cancel an event after booking your services? Please share your experience in the comments.
I had a similar experience recently. A bride hired me as a wedding planner and paid a deposit in July this year, as agreed. From that moment I assisted the bride with dozens of emails, hundreds of communications on WhatsApp and numerous, long calls.
I found the venue, we visited it together, I discussed with the vendors to get the best economic conditions. At the beginning of November, the bride also paid me a deposit for the decoration project, which I personally followed.
Then, at the time of paying the deposit for the venue (in November), he asked me to return the second down payment, because she had cash flow problems. I told her that unfortunately I wasn’t able to refund a payment, also because I had already made specific agreements with vendors, and so she decided to fire me as her planner.
Then the bride threatened me that, if I didn’t return the money, she would write negative reviews on the blogs (fortunately, I kept the screenshots of the conversations) and she told me that she would report me for fraud. I explained to her that I could help her solve the problem by trying to mediate with the venue, but it was clear that the accusations of low professionalism (all absolutely unmotivated, especially after the numerous compliments she had done to me until the day before) were just a pretext for not meeting their responsibilities.
The signed contract specifies that the deposits are not refundable, but the bride insists on involving a lawyer. My lawyer says the contract is armored, but I regret to see how a client’s attitude can change, and what lowness she can get, including the use of defamation threats. If this bride will find another planner, she will not treat him better than she did with me. Even the venue manager and the photographer were disappointed with her behavior, which will eventually be counterproductive.
I am so sorry you had this experience. What a nightmare. Thank you for sharing so that other wedding planners can learn from this.
Am I correct in accessing that I am still entitled to my final payment minus the charge for folding the napkins? I believe I am – just looking for confirmation. Thanks again.
Kathy, it depends on what your contract says about cancellations and final payments due.
Unfortunately I did not include a cancellation statement, but it did state that final payment was due two weeks prior to wedding date. I was informed via email from the bride’s mother four (4) days after final payment was due that the wedding was cancelled. We were suppose to meet the next evening at the venue so that I could receive the napkins that they wished folded a certain way as well as final payment. I believe that since they would have paid me that night – that expecting payment now should not be a problem since cancellation was made 12 days prior to wedding date. I have already met with the Bride’s mother on Monday, September September 19th and at that time she and I signed off that she would pay me the $502.48 balance due on or within two weeks of our meeting which would be Monday, October 3rd.
Was hired for Day of Wedding Consulting. Client signed contract for non-refundable deposit and balance due two weeks prior to event. Groom skipped on bride with a note. Wedding cancelled 12 days prior to event date. Bride’s mom doesn’t seem to think they owe me the balance since it was based on day-of services. However, contract stated that balance due was to be paid two weeks prior to wedding date and was not paid even though we had a meeting scheduled at venue to receive the napkins for which I was being paid to fold a specific way (charged bride less than hall was charging). Balance was to be paid at that meeting. That meeting was cancelled since wedding was called off. I informed them that since I did not receive the napkins to fold that I would not charge them for that service and that they still owed me my fees minus that amount. They still feel that I should not charge them anyway – since I was being paid for day-of services. I have been in this business 20+ years and this is the first time I have dealt with this. I normally only handle destination events in Puerto Vallarta. I accept this gig since it was a good friend of mine’s niece getting married. I informed her and she agreed that it would be handled just like any other event that I do including a contract. She is the one stating that I should just “forgive” the balance due to what happened. Not going to happen.
How frustrating Kathy. I hope you can recoup some of your money. Thanks for sharing your experience.
[…] As a wedding planner, be sure your contract clearly explains what happens to your fee and services when a couple cancels the wedding. For more help, see our post on cancelled weddings. […]
Hi! Is it possible to get a contract example telling things great advices?
Thanks!
Hi and thank you for your comment. You can contact Carrier and Associates to have this done for you. http://www.carrierandassoc.com
This is great information!
I have a cancellation clause in all of my agreements as well. Moreover, my agreements also states that their 40% retainer is non-refundable, and they will be charge a cancellation fee.
That is really great Sharon! Thank you for sharing your thoughts here.
Very helpful article. This is not something that many new planners, like myself, would think about.
This didn’t occur to me either until it happened. Thank you for your comment Sheila!
I have experienced my first wedding cancellation and gratefully I was covered in my contract. It is so important to ensure our time and resources are protected. Thanks for always offering great articles, tips and advice Debbie!
Thank you Kelli!
Great article
Thank you Roxanne. I appreciate you being part of the community!
Great post! I have a cancellation clause in my contracts and booking terms. They sign both!
Good for you Samantha! It’s so important to protect ourselves and our business. Thank you for your comment.