{"id":8295,"date":"2016-02-04T10:39:41","date_gmt":"2016-02-04T15:39:41","guid":{"rendered":"https:\/\/www.qceventplanning.com\/?p=8295"},"modified":"2016-02-04T10:39:41","modified_gmt":"2016-02-04T15:39:41","slug":"event-planners-client-cancels-event-plans","status":"publish","type":"post","link":"https:\/\/www.qceventplanning.com\/blog\/2016\/02\/event-planners-client-cancels-event-plans","title":{"rendered":"Your Client Cancelled Their Event\u2026 Now What?"},"content":{"rendered":"<p>Changed plans, scheduling conflicts, cold feet, illness, accidents\u2026 There are dozens of different reasons why your client might decide to cancel their event, but all of them leave you in the same position: an event planner without an event to plan!<\/p>\n<p>It\u2019s not that your clients are out to get you (most of the time), but cancelled events can be tough on your business, especially if you\u2019ve had to turn away other clients to focus on the event-that-never-was. Cancellations are often outside of your client\u2019s control, so you could find yourself out of work the day before\u2014or even the day of\u2014the event. So what can you do to protect your business when your clients end up bailing?<\/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\/2016\/02\/event-planners-client-cancels-event-plans\/#Look_for_warning_signs\" >Look for warning signs<\/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\/2016\/02\/event-planners-client-cancels-event-plans\/#Include_a_cancellation_policy_in_your_contract\" >Include a cancellation policy in your contract<\/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\/2016\/02\/event-planners-client-cancels-event-plans\/#Contact_the_venue_vendors_and_guests\" >Contact the venue, vendors, and guests<\/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\/2016\/02\/event-planners-client-cancels-event-plans\/#Offer_support_to_your_client\" >Offer support to your client<\/a><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Look_for_warning_signs\"><\/span>Look for warning signs<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When it comes to the consultation, go with your gut. Your experience as a professional event and wedding planner has probably taught you how to tell if a potential client will be a good fit for you or not. As well as looking out for clients who\u2019ll be tough to work with, keep an eye out for signs that your client might flake out on you.<\/p>\n<p>Sometimes it\u2019s tough to get a feel for a client right away, though, so keep this in mind during the early stages of the planning process as well. If your client doesn\u2019t answer your emails or phone messages, misses meetings with you, or just doesn\u2019t seem committed to the event you\u2019re supposed to be working on for them, consider whether you should cut your losses early and fire them.<\/p>\n<p>This won\u2019t help you when it comes to last-minute emergency cancellations, but it can keep you from landing yourself with more cancellations than you have to.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Include_a_cancellation_policy_in_your_contract\"><\/span>Include a cancellation policy in your contract<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>We can\u2019t stress this enough\u2014a cancellation policy is absolutely essential in every contract you sign with a client.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"357\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2016\/02\/shutterstock_340121114_ed.jpg\" alt=\"Event planner working with a client with a laptop calendar open on the desk\" class=\"alignnone size-full wp-image-8298\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/02\/shutterstock_340121114_ed.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/02\/shutterstock_340121114_ed-300x159.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>Policies will vary from event planner to event planner, depending on their payment system and the types of services they offer. Here are some points to keep in mind when creating your own:<\/p>\n<ul>\n<li>How much notice do clients need to give you before cancelling an event?<\/li>\n<li>Under what circumstances (if any) will they be refunded? How much will they be refunded?<\/li>\n<li>What happens if the client cancels because of a mistake or breach of contract on your end?<\/li>\n<li>Is the deposit refundable?<\/li>\n<li>Is there a cancellation fee?<\/li>\n<li>Will you treat voluntary cancellations the same as cancellations for emergency situations like illness, accidents, or personal losses?<\/li>\n<li>Will your client receive a refund if you fire them?<\/li>\n<li>If they give you notice and cancel for a good reason, will you give them credit towards a future event?<\/li>\n<\/ul>\n<p>Depending on the range of planning services you offer, you may want to create different cancellation policies to suit different events. Include this policy in the contract you sign with your clients when you take them on. A client who refuses to sign is a client you don\u2019t want to work with.<\/p>\n<p><i>Pro tip:<\/i> If your client does cancel, get it in writing on the day of the cancellation to avoid running into legal trouble down the road.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Contact_the_venue_vendors_and_guests\"><\/span>Contact the venue, vendors, and guests<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Do this ASAP after you find out the event has been cancelled. Your professional relationship with the venue and your vendors may let you negotiate a partial refund for your client on any deposits, but do respect them as fellow industry professionals and remember that they have to protect their businesses, too.<\/p>\n<p>Unless you\u2019ve made a special agreement with your client, you\u2019re not actually responsible for informing guests. It\u2019s your job to invite them, not uninvite them. Depending on the situation, though, you might want to sit down with your client and help them figure out how best to get the word out.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Offer_support_to_your_client\"><\/span>Offer support to your client<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Obviously this depends on why the event was cancelled. Should you support a client who bailed on you at the last minute for no good reason? No way!<\/p>\n<p>Cancellations due to serious illness, personal loss, accidents, or relationship problems are a totally different story, though. A charity gala organizer who needs an unexpected surgery may no longer be able to carry through with the event\u2014and an engaged couple who have decided to break up clearly won\u2019t want to go forward with the wedding.<\/p>\n<p><img loading=\"lazy\" decoding=\"async\" width=\"672\" height=\"345\" src=\"https:\/\/www.qceventplanning.com\/wp-content\/uploads\/2016\/02\/shutterstock_88755487_ed.jpg\" alt=\"Sad couple standing with their backs to each other\" class=\"alignnone size-full wp-image-8300\" srcset=\"https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/02\/shutterstock_88755487_ed.jpg 672w, https:\/\/www.qceventplanning.com\/blog\/wp-content\/uploads\/2016\/02\/shutterstock_88755487_ed-300x154.jpg 300w\" sizes=\"auto, (max-width: 672px) 100vw, 672px\" \/><\/p>\n<p>If you can, sit down with your client and sort out how to go about cancelling with venues and vendors, pulling any marketing, and informing guests. Sending a card offering your condolences is also a thoughtful gesture for clients going through a tough time.<\/p>\n<p>After that, it\u2019s up to you. Unless it\u2019s part of your contract, deciding to help your client inform their guests or offering credit towards a future event is your choice, not your obligation.<\/p>\n<p><i>Pro tip:<\/i> It\u2019s not a bad idea for wedding planners to keep the names and numbers of a few good relationship counselors on hand. No wedding planner wants to see their clients go through a breakup, but unfortunately it does happen.<\/p>\n<h3 align=\"center\"><i>Want tips on how to handle other event roadblocks? Take a look at <a href=\"https:\/\/www.qceventplanning.com\/blog\/2015\/02\/top-wedding-disasters-plan\/\" target=\"_blank\" rel=\"noopener noreferrer\">Top Wedding Disasters and How to Plan for Them<\/a>!<\/i><\/h3>\n","protected":false},"excerpt":{"rendered":"<p>Cancellations are tough on event planners, even if the client isn&#8217;t at fault. Here&#8217;s how to protect your business.<\/p>\n","protected":false},"author":8,"featured_media":8297,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[2,11],"tags":[],"ppma_author":[349],"class_list":["post-8295","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-business","category-career"],"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>Your Client Cancelled Their Event\u2026 Now What? - Pointers for Planners<\/title>\n<meta name=\"description\" content=\"It&#039;s tough on your business when a client cancels an event. 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