COVID-19 has canceled the party. We have all been hearing heartwarming stories about vendors and clients staying committed to their contracts. For instance, some brides and grooms are still accepting their wedding food so the caterer won’t go hungry. In some cases, though, people are being denied refunds when their weddings, bar and bat mitzvahs, sweet 16s, and other events clearly have to be canceled. As an event planner, demanding the collection of balancing payments is tricky. Issuing refunds can be even more complicated even outside of the new normal. Learn how to properly handle cancellations and refunds, all while securing your rapport with your clients and partners as well.
Offer Options
Every organization is different and has a different set of guidelines in place. Who is your audience? What is your relationship with them? How can you navigate that relationship to what you want it to be? Ask yourself these questions, as there are a variety of factors to consider. To tackle that, it’s best to offer your client a set of options. Give them some control, and let them choose. This way, it’s on a case-to-case basis, rather than just issuing a universal refund to everyone. Creating a menu shows your client that you are flexible and care about their individual needs.
Aim for Rescheduling
If you can, shoot for rescheduling your events rather than completely canceling. Show everyone involved that this isn’t the end. Review your contracts to see what you can recover and what can be pushed. When planning for a reschedule, make sure you address all of the details, including the new date for the event and the refund policy.
Timely Communication
Adjusting your refund and cancellation policies can be a process. Changes should be addressed with clients, registrants, and vendors as soon as possible. Avoid any confusion by being clear and thorough. Having these hard conversations now will help maintain that trust in the long run!
We know you’re itching for human-to-human contact. In time, we’ll all be able to get back to the party. When that time comes, call the Orlando event planning experts at Fun Planners at 407-955-4949, or contact us online. Our team is always here for you, near or far, and can help you take your event to the next level!
