Postponement, Tips + More

Hi friends,

We know this is an interesting time in the world. While this pandemic is something we’re ALL new to navigating, for Belles + Whistles, wedding planning and contingency plans are not! We are here to guide you through these unprecedented times whether your newly engaged, amidst your planning journey, or having to postpone your event due to COVID-19.

While we know the uncertainty of the situation is difficult, there is one thing we know for sure -- that after months of social distancing when the dust settles, your family and loved ones’ will be oh SO ready to party! Every embrace, dance move, and moment shared in celebration will be that much sweeter!

Here are things you might want to consider if you are planning amidst the pandemic.

Newly engaged?

Congratulations to you! We know this is the start of an exciting adventure. What we’re encouraging for newly engaged couples is to consider acting quickly -nailing down a date, venue and your preferred vendors now. If you are wanting to tie the knot in the next year, know that many couples that had to postpone their spring weddings are not only pushing into fall, but also moving into 2021 meaning it will likely book quicker than ever. Allow us to connect you with steadfast, reliable, top of the line vendor professionals to get you started on the right track. Not sure where to begin? We’ve got you covered, and are currently offering booking discounts for 2021 events. Contact us directly for more details.

PLANNING AHEAD?

If you’re halfway there with plans for your upcoming wedding this fall, no reason to panic, carry on! That said, given the fact that globally we don’t yet have a clear picture of how things will look over the next several months, we simply encourage you to be aware and keep an eye on any developments.

o Have a professional team on your side to help you discuss contingency plans if you are pushed to consider making changes

o Continue to monitor the Government and CDC guidelines regarding social distancing and travel in order to prioritize the safety of you and your guests

Postponing?

Look to a Pro

First and foremost, we know, the thought of postponing your dream day is just plain crummy. No need to let an already an emotional situation completely overwhelm you – if you aren’t already working with a planner, it isn’t too late to enlist the right help! Grounded by over a decade of industry experience, we can offer comfort and guidance to pivot and re-think things quickly. We’re currently offering discounted consulting services to couples going through postponements. If this is you, give us a shout! We’d love to help. In the meantime, check out the tips and next steps below for some direction. We do realize that everyone’s circumstance and needs are a little different, but hope this is generally helpful.

Postponement Checklist:

Overall, aim to keep your dream vision and vendor team in tact through a postponement vs. cancellation. Our opinion is that if you can retain your venue and vendor team by finding a date that all schedules align with, keeping those contracts in tact it is best for all involved. This will save you from incurring additional expenses, time and labor re-working all your plans and hard work, and avoid hurting small businesses in the industry.

Communicating with your Vendors

1) Review and understand your vendor contracts

2) Create a document with all your vendors and their cancellation/ postponement policies so you are aware moving ahead what potential financial commitments you may be responsible for

3) Inform your team

o Contact your planner who can help navigate vendor communications. If you don’t have one, we suggest starting with your venue and other priority vendors

o Poll the entire vendor team for availability that might align for all based on your preferred date -an email is efficient for this communication

o Find out if any change /postponement fees apply

4) Choose your new date

Tip: Have patience and grace with your team who may be fielding an unusual amount of changes right now. Consider a Friday or Sunday wedding for example, if you are struggling to find a date that your whole team can accommodate. We know that by now, you’ve formed relationships and bonded with your crew, and they are just as attached and invested in taking care of, and accommodating you to the best of their ability!

Once you’ve rescheduled...

o Inform the team of your new date in writing

o Obtain new contracts or addendum’s right away, if needed

Tip: Consider paying a portion of your balance as originally scheduled. It’s a tough time for so many small businesses who were counting on that income based on your initially contracted date. This may help alleviate some losses they too are experiencing, and help your favorite vendors during this time as well.

o Go back to your master document and make note of any NEW deposits if applicable, new payment due dates, and updated deadlines associated. Be prepared that some changes may require additional costs (for example, paper goods/signage that might need re-working / florals that had already been ordered etc). Most vendors are trying to be flexible and accommodating during the given situation we are up against!

5) Book replacement vendors as needed

Communicating with your Guests

1) Update VIP, family + guests with a direct message to announce postponement

o A phone call, text, email is fine for this initial memo

o Ask them to look out for a date and more details soon

o Remind guests to cancel hotel rooms directly

2) Announcement

Below are options to consider for a new announcement if you have already printed + mailed invitations:

o Have stationer create a new save the date/ invitation to formally mail, 8 weeks prior to the new date

Tip: Save dollars by keeping round two more simplistic, opt for digital printing, and/or use an email for RSVP rather than including a reply card

o If budget doesn’t allow for the above, it is perfectly acceptable in this circumstance to have your stationer create a custom, similarly designed electronic invite to use in an email, on your wedding website or using an online invitation like Paperless Post with new date/time. One of our pro pals, Katherine of Loria Letters is one of many designers offering this service. Loria offers some great advice in her recent blog Wedding Invitations in the Midst of COVID19 including these suggestions that might be a great option for your updated announcement or invitation:

o Add an insert card noting that you are closely monitoring current events, directing guests to your website for the latest information (in case of any further changes)

o Add a line to collect emails on the rsvp card, so you can communicate changes quickly that way with your guests

3) Wedding Website

Update your site with new date, location, and hotel booking links. You’ll want to get those updated as soon as possible. If supplying transportation, note to “check back soon for transportation details,” and add info later once you’ve ironed it out with your new plan.

Fine tune

For some, a date change transfers seamlessly moving the same vision and plan fully in tact to a new date (obviously, most ideal)! For others, changing dates means changing seasons, or possibly time of day. Think about things that may be necessary to fine tune with it –day of paper goods, lighting design, wedding party attire / bridal alterations, rental heaters

o Look over any other rental/service orders and design details and adjust if needed

o Always consider insurance for your big day – read your policy thoroughly to ensure you understand it

*We are not legal professionals, all of the above is based upon our personal professional opinion and research, but urge you to consult with those pro’s directly*

Find a more simplified way to Celebrate

Though you may not be hosting the same celebration you planned (for now), find a simple way to do something special on the day with your mate. What brings you joy? Mimosa brunch in your jammies; homemade pizza + date night; or taking a hike to the proposal spot? One of our couples went ahead and tied the knot last weekend at Belle Isle, and sent photos to her loved one’s. They are planning a grand celebration with their crowd down the road, when group hugs are safe. You gift our drift.

#Loveisnotcancelled