As business owners, we live in a world of communication all the time, but our couples are not always ready with the words they need and questions they have when stressful or uncertain situations arise. The following templates are for you to be able to modify and share with your couples to help them with communication at this time.
Templates for Contacting Vendors
Scenario: You hope to keep your date but want to know your vendor(s) plans as the date approaches
Hello ___________,
As we all have been in a time of such uncertainty and in many cases things are changing day by day, we wanted to reach out to see what your current plans are surrounding the situation with COVID-19. Some of our main questions are:
Should the country or state require you to close or cancel our event, will you notify us and how soon?
Should you decide you need to close or cancel our event for your own health or safety reasons, will you notify us and how soon?
Do you have a plan for when you will be making such decisions and will you keep us informed?
Should our event need to be cancelled, will we be allowed to reschedule to a new date and what is your rescheduling policy like?
Should our event still be able to take place, what measures will you be taking to keep us, our guests and you/your team safe and healthy?
We know we are very much at the mercy of time and taking things one day or even one hour at a time – we just wanted to connect with you to see what your plans are to help lessen some of the uncertainty on our shoulders right now.
Thank you so much for all you have done thus far with us for our wedding and we truly hope we are able to still have our wedding on our scheduled date with you. We hope you are staying healthy and safe.
Scenario: You KNOW you need to reschedule your date and have a couple in mind
Hello ___________,
As we all have been in a time of such uncertainty, we have decided that we need to reschedule our wedding to a different date to ensure the safety of our friends and family as well as their ability to be present at our wedding. We definitely want to keep our wedding with you – could you let us know the details of your rescheduling policy? Our hope is that you will be able to move our contract to a new date and that our financial agreement would stay the same for this change as it is so out of our control. The date or dates we are looking into rescheduling are ____________.
Please let us know at your earliest convenience if this/these date/dates work with your availability and what we need to do to lock in the new date. We would like to move forward with this as soon as possible to secure all our participating vendors so we can lessen some of the uncertainty on our shoulders right now with an actionable plan.
Thank you so much for all you have done thus far with us for our wedding and we truly hope we are able to find a date that we can reschedule together. We hope you are staying healthy and safe.
Scenario: You KNOW you need to reschedule your date and are asking for availability
Hello ___________,
As we all have been in a time of such uncertainty, we have decided that we need to reschedule our wedding to a different date to ensure the safety of our friends and family as well as their ability to be present at our wedding. We definitely want to keep our wedding with you – could you let us know the details of your rescheduling policy? Our hope is that you will be able to move our contract to a new date and that our financial agreement would stay the same for this change as it is so out of our control. Could you share with us a list of your available dates for the remainder of 2020 as well as 2021?
Please let us know your rescheduling policy and if we can keep our contract with just changing the date at your earliest convenience. We would like to move forward and select a new date as soon as possible to secure all our participating vendors and lessen some of the uncertainty on our shoulders right now with an actionable plan.
Thank you so much for all you have done thus far with us for our wedding and we truly hope we are able to find a date that we can reschedule together. We hope you are staying healthy and safe.
Scenario: You don’t know if you are rescheduling yet but would like to come up with a plan with your vendors just in case
Hello ___________,
As we all have been in a time of such uncertainty, we would like to come up with a contingency plan in the event that our wedding date has to be rescheduled. We definitely want to keep our wedding with you should we need to choose a different date – could you let us know the details of your rescheduling policy? Our hope is that you would be able to move our contract to a new date and that our financial agreement would stay the same for this change as it is so out of our control. Could you share with us a list of your available dates for the remainder of 2020 as well as 2021?
Please let us know your rescheduling policy and if we can keep our contract with just changing the date at your earliest convenience. We would like to have a plan ready and to know what to expect just in case we need to make this change which will lessen some of the uncertainty on our shoulders right now.
Thank you so much for all you have done thus far with us for our wedding. We are hopeful that we will be able to keep our original date and also that, should we need to reschedule, we will be able to find a new date that works for all of us. We hope you are staying healthy and safe.