COVID-19 & Your Wedding

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As a wedding and event planning firm, our team is trained to be flexible and prepared when it comes to contingencies. We always have a Plan B - and even sometimes a Plan C! The current COVID-19 pandemic has affected almost every aspect of our lives, including our plans for celebrations and social gatherings. Each day, we receive new updates from the CDC & WHO. Don’t freak - we are here to help navigate these uncharted waters right alongside you.

On 3/15/20, the CDC released a memo recommending that all gatherings over 50 people within the next 8 weeks should be postponed or canceled. Most recently at a press gathering on 3/16/20, the President recommended to avoid gatherings over 10 people for two weeks. So what does this mean for your upcoming wedding or event? We’re sharing our best practices for navigating through COVID-19 and your wedding below. 

UPDATE: As of 4/1/20, over 90% of the United States is on Stay-at-Home order. We are continuously watching for updates as things develop and will be helping our clients and couples throughout 2020 navigate through this time.

Note: we will do our best to update this post as things are happening in real time. 

Things to remember:

Safety first. We are not lawyers/doctors/experts in any area beyond event planning, but we know that you should always take the precautions that you feel comfortable with as per the CDC, WHO, and local healthcare officials. Prioritize the health and safety of you and your guests first.

Communication. If you're having doubts or are unsure about what steps to take, or you just want to talk it through, communicate with your event team on how you're feeling. We're here to help you make the best decisions for all. This is uncharted territory, but we'll tackle it together. 

Know your options. By connecting with your vendors, venues, and guests, you should be able to get an idea of what your options may be for postponement and cancellation. A contract review would be helpful, but speaking directly with your team is the best course of action. 

Make some honest decisions. Though it may be tough to put a pin on plans that are weeks/months/years in the making, know that everyone should be understanding with the current state of affairs. 

Stay Positive. We're here to support you and know we will get through this together. Please be kind. 

As mentioned above, depending on your wedding date & personal situation - you will have a couple options: Postpone, cancel, or host an event with less than 50 people. 

Helpful reminder: If you decide to keep your date & celebrate with a small gathering, an important thing to remember is the limit set by the CDC is 50 TOTAL people - not just guests! Your catering company might have a staff of 8, your band or DJ may add a few people… these will add up and ultimately only allow you to have so many guests in attendance. 

Unfortunately, many local government offices are closing to the public, including Fulton County courthouses here in Atlanta. This may prove getting your marriage license very difficult - so be sure to do your research before moving in this direction.

photo: Davy Whitener

photo: Davy Whitener

Postponing your Wedding 

Pros & Cons There are several pros & cons to this option, so it’s important to take time and think through to make sure this is the best option for you. For our couples, this is the route we are encouraging them to take. For many of them, most or all of their planning is pretty much done! We can transfer it all to a new date with hopefully minimal changes to design & logistics. Postponing also mitigates some of the financial strain on both you and your vendor team! Many of our vendor friends are waiving fees and are being very flexible - we are all navigating through this together! The biggest pro? Keeping everyone safe. 

Ultimately, we know that with postponing your event comes with disappointment and some challenges. Some guests may not be able to attend the new event date, vendors may not be available, and it will require a little extra logistical work to move things around. We’ve listed out a step-by-step guide to postponing your event below: 

1. Email your wedding venue - This is your number one priority. If you haven’t already, connect with your wedding venue to review their terms and conditions. During this crisis, many venues should be willing to postpone your event to a date later this year or next year.

2. Notify your guests - It’s important to share an update with your loved ones who are likely wondering what is going on! Let them know you are postponing your wedding and you’ll be in touch with more information soon. You can share this news via your wedding website, phone, email, text, or even DM on social media. Ask a close family member or your MOH to assist you with tackling the guest list. Our friend Lairsey Paper Co. is offering free digital postponement announcements for those affected by this pandemic!

3. Contact your vendor team - Once you’ve landed on a new date with your venue, reach out to the rest of your vendor team. Ask about their terms for postponing. If possible, try to stick to your current payment structure. COVID-19 will have a big impact on us small businesses - and this could potentially make a big difference to your vendor.

If a contracted vendor isn’t available for your new date, discuss options directly with them. They may opt to find a substitute for their services - or together you may decide it’s best to cancel their contract altogether. Each vendor will have different terms and conditions, so it’s important to thoroughly discuss this with them so you are aware of your options. Almost every event pro we are working with has been so kind and flexible - we’re all going through this together!

4. Book the new date with all vendors - Make it official! Once you’ve finalized the new date for your wedding or event, make sure to update all contracts, payment schedules & deadlines with your vendor team. Get everything in writing.

5. Notify your guests of the new date - Time to share another update with your guests! We recommend sending out a new Save the Date (even if it’s digital) as well as notifying them directly via phone, email, or text. Be sure to update your wedding website, too!

6. Appointments, Travel, & Accommodations - Now’s the time to move any appointments (like your dress fitting or final walk-thru), as well as rebook any travel or accommodations you had planned. Don’t forget to contact your hotels to update the room blocks & communicate those changes with guests as well.

7. Decor & Printed Materials - If you’re creating day-of details like menus, programs, or signage, we recommend having them printed without a date or at least waiting until all of the new plans are finalized and you get closer to your new date to order.

Other helpful reminders…

Don’t assume all communication has happened between all parties! For example, the venue could email the couple directly and leave out the planner - or vice versa! Try to include all relevant parties in your communication (whether you are a planner or a wedding pro). We’re looping our clients into all communication and asking them to do the same. 

Act quickly - but smartly! Many venues have limited availability for the remainder of 2020 - and of course there are the recently engaged couples who are also looking to book their wedding venue. Don’t rush, but be smart and don’t drag your feet or you’ll be left with limited options. 

photo: Kelly Berry

photo: Kelly Berry

Canceling your Wedding

Although we are encouraging our couples to postpone, reschedule, or move their event if at all able, you may decide that canceling your wedding or event is the right choice for you. Or you may be in a situation where your venue has canceled your event and choosing to postpone or reschedule is something you’re not prepared or willing to do. Below are the steps to take if you decide to cancel your event. 

1. Connect with your vendors - With canceling an event, it’s important to connect with your vendor team to review their policies. With postponement, many of our vendors are offering flexible terms and waived fees, but when it comes to canceling, we’re seeing most vendors stick to their contracts. Each and every vendor will have a different policy, so it’s important to reach out to them and discuss this prior to making your decision. 

Remember, this situation is completely unprecedented. We are all navigating these waters right alongside our clients - so be kind, understanding and patient. And again, be sure to put everything in writing so that you have a paper trail.

2. Notify your guests - Be sure to let each guest know of your plans to cancel the event. You can connect with them individually through phone, email or text. Traditionally, a printed announcement is mailed to all guests notifying them of the change. You could also create a digital announcement instead. 

Other helpful reminders…

Event Insurance/Cancellation Insurance - If you purchased liability insurance for your wedding, you may have added on Cancellation Insurance. Each policy is different, so check with your insurance provider to see if your cancellation is covered. 

Expect a financial loss - Ultimately canceling your wedding will likely mean you will take a financial loss. We know many of our couples and their families use their savings to pay for their event. If a financial loss is something you want to avoid, we recommend doing everything you can to postpone your event and rebook your vendor team. 

 

photo: Sawyer Baird

photo: Sawyer Baird

Summer & Fall Weddings… and beyond

Although summer & fall 2020 events have not yet been affected by COVID-19, we are taking things day by day. We are working with our couples to keep the planning process in motion, but upcoming in-person meetings will be virtual or may need to be rescheduled. Keep in mind your vendors may be tied up for the next few weeks as we work with our spring wedding clients to navigate all of this. 

 

Recently engaged? Don’t stop your progress! 

If you are recently engaged, don’t let COVID-19 put a damper on your excitement or your planning progress. Here are a few tips and things to work on over the next few weeks while you might be stuck at home with a little extra time on your hands! 

1. Book your venue - With many spring weddings needing to be postponed, venue availability will be limited now more than ever! Again, don’t rush to a decision, but don’t drag your feet either. If you wait much longer, you’ll be left with limited options for date availability. 

2. Book your vendors - Just as venues are quickly booking up, many vendors are too! Prioritize contacting vendors who can only be in one place at one time (like photographers). Then work down your list. Are there vendors you KNOW you want to have on your team for your wedding day? If you’re able to, book them! Not only will you be crossing items off the never ending wedding to-do list, you’ll be financially supporting small businesses during a very difficult and turbulent time.

3. Charm School: Extra Credit - Stuck at home for two weeks? We offer a FREE 7 day email course for recently engaged. There are countless frequently asked questions that ultimately arise, and as overwhelming as the planning process can be, we wanted to find a way to cut through all the noise and provide straightforward, helpful answers to engaged couples everywhere. Click here to sign up & start receiving the lessons! 

Whether you are a couple getting married in two weeks or a fellow wedding pro, this is uncharted waters for all of us. We will continue to stay up-to-date as new information is released. Ultimately, no one knows what is going to happen so it’s important to be patient, be kind, and be flexible. We will get through this together! 

If you need assistance navigating your wedding during COVID-19, contact our team today & we will connect with you! 

Stay safe, stay at home, and wash your hands! 

 

Helpful Resources

Tips & AdviceKristine Cookecoronavirus, COVID-19, wedding postponement, wedding cancellation