As a coordinator, I obviously have a contract for my clients when they decide to hire my services for their wedding day. In my contract, (which has been reviewed by a lawyer) it states that I reserve the right to cancel at any time and in turn I will refund all monies paid to me to that date. This is in there to cover my butt in case something were to happen to me, but it got me thinking when a bride contacted me regarding the clause, which states exactly:
I reserve the right to cancel this agreement at any time prior to the wedding/event date, and will make a full refund of your deposit.
She said it wasn't fair to her that I could cancel at any time and she'd be "up the creek" without a coordinator for her wedding day. I completely hear where she is coming from, but I still have to protect myself somehow.
Any advice?
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I understand why the lawyer ok'ed this line; they are checking that you are not going to owe something that you don't intend to owe the client. At the same time, a lawyer is usually not as business-oriented when it comes to things like this; they don't have your business's brand/client experience at the forefront when reviewing your contracts.
I would suggest having a list of coordinators that you trust and could refer a client on to in the event of needing to cancel. Just having that available and being able to tell brides like this one that you have other professionals you trust and have a good relationship with will give brides that much more faith in what you do...It would make you more trustworthy (which is what it sounds like her issue is) to them and show that your intention is never to leave a bride in a bind. Basically, give them "good faith" proof of some kind. It doesn't have to be a change in your contract. (If you rarely get this reaction, maybe this bride just isn't a good fit for you and your business. You have the right to refuse business at the meeting stage...)
As a wedding planner, i have the same clause in my contract but i made clear that i would refer them to another planner if i was to have a accident or death in my family etc,
but i also stated that i would transfer all infos to that other planner and that i would refund up to a certain percentage depending on the work that i ve done
So far no complaints from brides, they totally understood where i was coming from
It is important to make certain clause to protect yourself. But its the matter pf people who trust you and in between it becomes really very difficult to manage all this without a coordinator. So its better to put some clause with the help of professional lawyer and useful resources and consider they will help will proper documentation for the agreement.
This is copied from my own contract:
In the event of any unavoidable accident or personal situation where the DJ assigned to your booking cannot attend
or complete this function, a replacement DJ of equal quality and experience will be assigned to your function
I'd suggest that an arrangement with another planner (that you obviously trust to do a job consistent with your own quality of work and reputation) to be each others back-ups. It might be just the thing you need here in order to rephrase that line in your contract - it might actual instil MORE confidence from your B&Gs that you have thought about this kind of situation, and are prepared for anything! :)
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