You’ve been planning your big day for months; envisioned it for years.
The colors are perfectly matched, the menu is creatively planned, and the decor is set to wow both you and your guests.
But now, thanks to the coronavirus, your wedding or event is up in the air, if not cancelled or rescheduled altogether.
You may feel your emotions are a roller coaster and it’s no wonder. This momentous time in your life is supposed to be exciting and special and now it can feel like things are spinning out of control.
“Planning a wedding is already an emotional time, but now we are adding fear, fallen dreams and hopes, and it’s exacerbating the situation,” says Lana.
But we want you to know, it is human to feel this way and that Fairbanks Florist, and so much of the wedding industry, understand and are here for you as you rework your plans.
Your wedding or event may not look exactly the same as it did in your mind a month ago, but that doesn’t mean it still can’t be the most memorable day of your lives.
Here is what Lana is currently experiencing:
(please keep in mind the following may not apply to all businesses and these are simply what she is experiencing as a Central Florida Wedding and Event vendor)
Most of Her Weddings…
are keeping the same plans, but changing the date.
Cancellations
Most vendors that Lana works with and has talked to are simply rescheduling their services for a new date. Deposits are being kept and used for the future wedding or event as they are non-refundable - just as they are with Fairbanks Florist.
Force Majeure?
At this time, we are seeing that most wedding and business insurance are not recognizing COVID-19 as a force majeure (an act that is unforeseen and may not allow someone to fulfill a contract). This is for both the client and the business.
Now, this stance may change but at the current moment the coronavirus is not a reason for insurance to cover repercussions.
Signing Future Contracts
Signing a contract for a new date or vendor may seem scary right now. However, signing a contract is important to still do.
Why?
It protects both you and your vendor. It secures your date and pricing as well as keeps the vendor responsible for their services. At the same time, it serves as an agreement that you will follow through on your commitment to use their services. It’s a win-win for both parties and should be taken seriously.
Rescheduling
When it comes to rescheduling, one thing to note is that changing your event to a future date is eliminating the possibility of a new booking coming in for a vendor (which is part of their business loss). For some vendors, there may be a rescheduling fee (for example, some businesses that may have a variety of weddings on one weekend). Some of these businesses are reducing this rescheduling fee, some are waiving it right now, and some are still keeping it in place. Make sure you ask your vendors about any rescheduling fee.
Fairbanks Florist is not charging a fee for invested time.
In addition, as most weddings and events are rescheduling, many couples are feeling the stress of having to figure out dates and times that all vendors and the venue are available for - I have consoled many upset brides and parents recently and for good reason.
This is where we are seeing an increased need for a wedding planners.
Wedding planners are now taking on the responsibility of contacting all vendors and venues, renegotiating contracts, and presenting new possibilities for clients. This, in and of itself, shows the significant value wedding planners provide.
For those looking to reschedule on their own these templates from the “Every Last Detail” blog may be of help.
A LETTER TO OUR CLIENTS…
Following is a letter to our clients during this time of coronavirus:
March 17, 2020
Art and I want all of our clients and friends to know we are standing with you during this COVID-19 pandemic. Like you, we are trying to educate ourselves about COVID-19 and its local and global impacts both physically and economically.
We are here to help you with loving support in the postponement and rescheduling of your corporate events, parties and weddings. Like you, we too are suffering immeasurable impacts from COVID-19.
While all of our events operate under signed contracts with our clients, we are taking every measure to honor and accommodate individual changes needed to reschedule dates for the execution of your events within the guidelines of the contract, while applying flexibility wherever possible. Deposits remain non-refundable. We are applying forward all deposits currently paid on your event, towards your future event, rescheduled on dates we are available, within approximately one year of the current event. The exception to the forwarding of deposits will apply where other expenses already paid for your event, need to be deducted from the deposit. Examples of this would be flowers and supplies already purchased or fabricated for the event. Additionally, deposits already made to subcontracted vendors through Fairbanks Florist on your events behalf, are subject to each individual subcontracted vendor contracts and your agreements with Art of the Wedding, LLC DBA Fairbanks Florist for subcontracting these outside vendors on your behalf, for your event. In short, we are here to make this process as flexible, seamless and supportive of you as humanely and professionally possible. Each event will be handled on an event by event basis considering each event and client is unique and precious to us. We are here for you and we ask that you help and support us as we navigate through this extremely stressful and unprecedented time.
Fairbanks Florist will remain accessible to our clients. We are taking appointments via phone or video conferencing. We are still meeting with new clients and keeping positive forward momentum as we believe this is a very temporary situation. Currently flowers are still available, but I will keep you informed should this change. We are here to help with transitioning over to smaller events in the effort to achieve your dreams sooner than later. We are open to thinking out of the box and promise we will take every precautionary measure to ensure the safety of our employees and of course you and your guests, while complying with mandates surrounding COVID19. We are still here to work for you, still here to share our creativity and talents to make your lives as beautiful and joyous as possible.
Above all, we want everyone to remain safe so we can all be together when the time comes to execute our events. Truly our hearts go out to everyone affected by the Coronavirus. We are here for you, reach out if we can be of service, stay healthy and enjoy the opportunity this free time allows for us to regroup and move forward to a better place.
With much love, care and friendship,
Art and Lana Faulkner
1. Don’t Rule Out Summer in Florida.
If your venue is closing or guests are RSVPing “no” and you need to reschedule, you may think summer in Florida is out. However, you may want to reconsider…
Yes, it’s warm. Yes, it’s humid. But, we can work around that! If you’re willing to think outside the box - to inside, that is.
You may have always had your heart set on an outdoor garden wedding, but don’t discount an indoor celebration.
Consider the following:
- an indoor wedding or event does not have to worry about weather unless it’s serious. Imagine not having to stress over what the radar says for the day. This. Is. Huge.
- planning an outdoor wedding doesn’t necessarily mean it will be held outside. With unpredictable weather no matter what time of year in Florida, there is a chance your outdoor soiree will be rerouted indoors at the last minute - and the lack of planning for an indoor event could dampen your expectations.
- designing an indoor ceremony and reception before the day of gives me and my team, as well as your other vendors, the ability to think creatively and create an environment that goes beyond your wildest dreams. Whether that be floral chandeliers, overflowing trellises of vines and botanicals, or fog filling the dance floor for an oh-so-romantic first dance, we can design a once-in-a-lifetime experience indoors.
- pricing and availability can be better. Changing your date to summer in Florida can mean special pricing and more availability from your venue and vendors (not to mention the abundance of floral selections during this season!). Ask about weekdays and Sundays for potential additional savings.
Click into these blogs for inspiration from some of our indoor weddings:
2. Go Little Now and Big Later.
You may understand why your guests don’t want to travel right now, but that doesn’t mean you may not be sad about it.
However, your wedding can still be romantic AND grand…if you just tweak your vision a bit.
Think about a local elopement - maybe just the two of you or with just your closest family (with social distancing), where you say your vows in the privacy of your own backyard or at a local park or garden away from others.
You can share with friends and family by streaming online, or keep your intimate wedding to yourselves until you plan a big celebration later in the year. Work with your venue and vendors to find a future date when guests may feel comfortable to travel so you can still dine on decadence and dance the night away.
3. Hire a Wedding Planner.
Take the stress off by hiring a wedding planner to handle all the details. Focus on what you need to do right now to stay healthy and allow a professional to handle the changes.
Close your eyes for a moment and feel what it would be like to hand this all over to someone else. Is that relief worth it?
We understand the array of emotions you may be feeling right now in this unprecedented time. Please know that we are here to help provide as much guidance as we can and keep you informed of what we are experiencing in the industry.
Together, we can work through this in a graceful and accepting way.
