{"id":17295,"date":"2019-09-12T07:00:40","date_gmt":"2019-09-12T12:00:40","guid":{"rendered":"https:\/\/blog.qceventplanning.com\/?p=17295"},"modified":"2019-09-12T07:00:40","modified_gmt":"2019-09-12T12:00:40","slug":"deal-last-minute-wedding-vendor-cancellations-becoming-a-wedding-planner","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/deal-last-minute-wedding-vendor-cancellations-becoming-a-wedding-planner","title":{"rendered":"How to Deal with Last-Minute Vendor Cancellations | Becoming a Wedding Planner"},"content":{"rendered":"<p><i>Amira Harris is the owner and destination wedding specialist of\u00a0<a href=\"https:\/\/www.aisletravelcalgary.com\/\" target=\"_blank\" rel=\"noopener noreferrer\">Aisle Travel&#x2122;<\/a> based in Calgary, Alberta Canada. Aisle Travel&#x2122; provides Canadian couples with full group travel services, destination wedding planning, and customized wedding group experiences. Today, she shares her insight on dealing with vendor cancellations as part of the Becoming a Wedding Planner series.<\/i><\/p>\n<p>Last-minute guest cancellations are to be expected with every wedding. It\u2019s super frustrating since your bride-to-be likely has already finalized the <a href=\"https:\/\/blog.qceventplanning.com\/2016\/06\/conquering-seating-plan-part\/\" target=\"_blank\" rel=\"noopener noreferrer\">seating plan<\/a> and paper goods.<\/p>\n<p>But nothing is worse than vendor cancellations, especially when the wedding is days or hours away. It\u2019s incredibly stressful and even more so if your client is out money, too. It\u2019s the wedding planner\u2019s job to alleviate their stress and come up with a back-up plan before a <a href=\"https:\/\/blog.qceventplanning.com\/2016\/01\/how-to-be-a-bridezilla\/\" target=\"_blank\" rel=\"noopener noreferrer\">bridal meltdown<\/a>.<\/p>\n<p>Keep reading for our guide to dealing with last-minute wedding vendor cancellations!<\/p>\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_80 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 eztoc-toggle-hide-by-default' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/deal-last-minute-wedding-vendor-cancellations-becoming-a-wedding-planner\/#Discuss_the_situation_thoroughly_with_the_vendor_first\" >Discuss the situation thoroughly with the vendor first<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/deal-last-minute-wedding-vendor-cancellations-becoming-a-wedding-planner\/#The_wedding_vendor_contract_Cancellation_clauses\" >The wedding vendor contract: Cancellation clauses<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/deal-last-minute-wedding-vendor-cancellations-becoming-a-wedding-planner\/#When_and_why_do_most_unexplained_vendor_cancellations_happen\" >When (and why) do most unexplained vendor cancellations happen?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.qceventplanning.com\/blog\/2019\/09\/deal-last-minute-wedding-vendor-cancellations-becoming-a-wedding-planner\/#Professional_wedding_vendors_dont_cancel_for_no_reason%E2%80%94no_matter_what\" >Professional wedding vendors don\u2019t cancel for no reason\u2014no matter what!<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Discuss_the_situation_thoroughly_with_the_vendor_first\"><\/span>Discuss the situation thoroughly with the vendor first<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17298\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T141206.479.jpg\" alt=\"wedding florist vendor putting together floral event decor\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T141206.479.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T141206.479-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>We always need a back-up plan for every scenario. Before telling the client about the vendor cancellation, get your ducks in a row. And <em>stay professional, no matter how frustrating the situation is<\/em>.<\/p>\n<p>Discuss with the vendor about what they will provide in light of the cancellation. Are they providing a replacement? If not, can they make any recommendations for a back-up vendor? Are they providing a full or partial refund to your client? When will they be receiving the refund?<\/p>\n<p>Your conversation with the vendor will determine your next steps and what you\u2019ll need to tell your client.<\/p>\n<h3>Sample scenario: Bridal makeup artist cancellation<\/h3>\n<p>In this scenario, let\u2019s say the makeup artist who was supposed to do <a href=\"https:\/\/www.qcmakeupacademy.com\/2019\/01\/how-to-style-a-bride-and-for-the-big-day-work-with-makeup-artist\/\" target=\"_blank\" rel=\"noopener noreferrer\">makeup for the bride and bridal party<\/a> can\u2019t provide services on the wedding day due to a personal emergency. Instead, she has provided an alternate makeup artist within the company who can assist and is available.<\/p>\n<p>It\u2019s easier to explain this all to the client once a Plan B has been laid out. Explain that the original makeup artist isn\u2019t available due to an emergency; however, she has a back-up artist who <em>can<\/em> accommodate the group.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17299\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T141740.198.jpg\" alt=\"bride table setting sweetheart table becoming a wedding planner tips\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T141740.198.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T141740.198-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>You had a problem and were able to provide a reasonable solution to your client. This is in contrast to contacting your client about the makeup artist canceling before drawing up a back-up plan. If you jump the gun, it is <em>guaranteed<\/em> to freak your bride out! Always have a plan and a backup plan before giving a client unsettling news.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"The_wedding_vendor_contract_Cancellation_clauses\"><\/span>The wedding vendor contract: Cancellation clauses<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Cancellation policies vary from vendor to vendor. However, every vendor has a cancellation clause in their contact. The contract would have been reviewed before signing to see what the vendor provides in case of a cancellation.<\/p>\n<p>Find out what their procedure is regarding cancellations <em>and<\/em> how often they have had to cancel with other clients. These are all <a href=\"https:\/\/blog.qceventplanning.com\/2015\/05\/questions-to-ask-every-vendor-before-theyre-booked\/\" target=\"_blank\" rel=\"noopener noreferrer\">important questions to ask the vendor<\/a> <em>before<\/em> reviewing and signing the contract<strong>!<\/strong> The more you know at the beginning, the better equipped you and your client are if something were to happen.<\/p>\n<p>Depending on the reason for cancellation, their back-up plan may differ. Is it a family emergency? In that case, many vendors always have a back-up plan to cover the missing staff.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"When_and_why_do_most_unexplained_vendor_cancellations_happen\"><\/span>When (and why) do most unexplained vendor cancellations happen?<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17300\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T142104.268.jpg\" alt=\"table decor vendor for wedding\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T142104.268.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T142104.268-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>I find hobbyist vendors and planners who like to dabble in the wedding industry are more likely to cancel than any established, well-respected vendor. This is because hobbyists usually have a full-time job outside of wedding planning\u2014this is their side hustle, so they\u2019re less invested in your big day.<\/p>\n<p>When I do hear about a cancellation on a bridal forum, it always seems to be the vendors found on a Buy and Sell group or classifieds. They are usually <a href=\"https:\/\/blog.qceventplanning.com\/2017\/11\/ready-encounter-4-event-vendors\/\" target=\"_blank\" rel=\"noopener noreferrer\">new to the industry<\/a> or offer too-good-to-be-true cheap services.<\/p>\n<p>In these panicked forum posts, the frantic bride often mentions that no contract was ever signed or provided! This is always a <em>red flag<\/em> and something that could have been prevented early on. All professionals in the wedding and events industry have contracts. If they \u201cdon\u2019t do contracts\u201d, you need to steer clear and keep looking!<\/p>\n<p>One of the many reasons <a href=\"https:\/\/blog.qceventplanning.com\/2017\/09\/clients-hire-wedding-planner-part-2\/\" target=\"_blank\" rel=\"noopener noreferrer\">couples should hire a wedding planner<\/a> is because they always recommend reliable and top-notch wedding vendors. They\u2019ve done the research so the couple doesn\u2019t have to. Established wedding planners have experience working with these vendors and know their track record for delivering services and having a seamless backup plan.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Professional_wedding_vendors_dont_cancel_for_no_reason%E2%80%94no_matter_what\"><\/span>Professional wedding vendors don\u2019t cancel for no reason\u2014no matter what!<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"448\" class=\"alignnone size-full wp-image-17301\" src=\"https:\/\/blog.qceventplanning.com\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T142522.889.jpg\" alt=\"rustic catering for wedding planning job\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T142522.889.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2019\/09\/Event-in-post-135x135-2019-09-11T142522.889-300x200.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Professionals will be there or have a replacement.<\/p>\n<p>Years ago, I became very ill just a few days before a client\u2019s wedding. I would never miss a client\u2019s wedding or leave them high and dry. Luckily, I had set up a back-up plan.<\/p>\n<p>No matter how ill I was, I wanted to show up and put in 110%. I would never let a client down. So, I would have someone with me all day to become familiar with my client\u2019s wedding plans. If I needed to leave their wedding earlier, my number two could take over right away.<\/p>\n<p>The most important thing was having a back-up plan. Being proactive early on ensures less stress if there is an issue that arises. And a proactive approach is far better than a last-minute reactive approach!\u00a0\u00a0Have you had to deal with a shady, unreliable vendor before? Share your wedding planner horror story below!<\/p>\n<h3 align=\"center\"><i>You can never be too prepared! Check out this infographic for an <a href=\"https:\/\/blog.qceventplanning.com\/2015\/09\/infographic-event-planner-emergency-kit-shopping-list\/\" target=\"_blank\" rel=\"noopener noreferrer\">event planner\u2019s emergency kit shopping list<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Find out how to deal with expected wedding vendor cancellations!<\/p>\n","protected":false},"author":9,"featured_media":17303,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[3,9,21,4],"tags":[],"ppma_author":[351],"class_list":["post-17295","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-event-planning-tips","category-from-the-experts","category-planning-tips","category-wedding-planning-tips"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.6 (Yoast SEO v26.6) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>How to Deal with Last-Minute Vendor Cancellations | Becoming a Wedding Planner - 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