Prepare for Event Cancellation. From the Experts Also, be certain to highlight whether deposits can be refunded or if there's a fee associated with cancelling. Having a plan to deal with them is crucial. Depending on the situation, though, you might want to sit down with your client and help them figure out how best to get the word out. Would you consider a rescheduled date or a credit toward another event if a cancellation occurs? Specify that the initial deposit and all payments made up until the point of … Clarity in the policy's wording as well as open communication with your clients can help ensure nothing is missed and legal problems are minimized. Sometimes it’s tough to get a feel for a client right away, though, so keep this in mind during the early stages of the planning process as well. 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Gillian Hogerland However, typically, most policies will reimburse you for the following expenses in the event that your event is canceled or postponed: There will be no refunds given for requests made after the 15 day timeline. The main point should be that the deposit and all previous payments made are non-refundable. As long as you can stay calm under pressure, think critically about details and timelines, and remain willing to learn, you’ll never be too old or too young to become a successful event planner. ... No. Cancellation Policy. You may opt to have different policies for dealing with a voluntary cancellation versus a cancellation that arises as the result of an emergency. Include a cancellation policy in your contract We can’t stress this enough—a cancellation policy is absolutely essential in every contract you sign with a client. This insurance is an indemnity policy and puts … Cancellation and refund for advance registrations, less a cancellation fee, is allowed if cancellations are submitted through Cvent by the cutoff date specified on the event’s web page, typically the Friday before the event. Get the unbiased info you need to find the right school. Log in here for access. All cancellations and requests to make changes to an event should be written down to avoid miscommunication or legal troubles down the road. It’s with great honor and excitement that we welcome Mwai to […]. Wedding Planning Tips Event Cancellation Insurance: There are a number of reasons that can lead to the postponement or cancellation of an event that are outside the planners control. This is an important part of the contract that will protect both your business and the expected income from this event. Event Decor credit-by-exam regardless of age or education level. If client requests cancellation 45-89 days before the event, (25%) of the contract total will be owed to Caterer. But the wedding planner is firm that the groom has no way to get a refund because it is written in the contract… Can the groom still get a refund?? What type of cancellation policy should Tabitha draft? Create an account to start this course today. Cancellation requests must be received by our Customer Service Team in writing at least 15 days prior to the meeting start date. ... make sure to have your event venue put their vehicle policy in writing ahead of time. ExpoPlu$ is a unique policy specifically designed for event planners. Select a subject to preview related courses: 4. In that situation, the venue will only refund the venue fee; they’re not going to pay for all the organiser’s other costs. Cancellation requests made within 24 hours of the class date/time may not receive a refund nor a transfer. Katie Deck Amira Harris (In about 99.9 percent of the cases, it is the client who chooses to cancel, because in general, the service provider should always be ready, willing and able to continue with the contract.) However, you also need to include provisions for the client you’re backing out on. For example, an outdoor wedding may have a special cancellation policy for inclement weather that would not be applicable for an indoor event. We suggest seeking legal help from a professional who can review the contract and be able to provide sound advice from a legal standpoint. Katherine Dionne Having just started her event planning business, she has established some basic contract guidelines for clients where the details of the event are laid out, but she's spending time today building a cancellation policy before her clients sign on the dotted line. Event Planning Insurance. just create an account. If your payment schedule is spread far apart (such as 50% down and 50% due the week of the event), you may want to include a clause that clients will pay for services rendered until the day you are notified (in writing) that the event is canceled. - Definition & Formula, Cost Performance Index vs. Talk about cancellation reasons. It features a professional layout and design so you don’t have to fret over these. EXPO-PLU$ Event Cancellation Insurance Plan provides comprehensive coverage for any of the additional expenses or lost revenue resulting from an unforeseen event cancellation or circumstance beyond your control, subject to terms and conditions of the policy. Here is a sample of a cancellation clause; Cancellation Policies. What happens if the client cancels because of a mistake or breach of contract on your end? Event Cancellation insurance helps protect against this risk. Earn Transferable Credit & Get your Degree. Regardless of the reason, a cancellation policy is necessary from the beginning. If your client doesn’t answer your emails or phone messages, misses meetings with you, or just doesn’t seem committed to the event you’re supposed to be working on for them, consider whether you should cut your losses early and fire them. When it comes to the consultation, go with your gut. 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If an alternative arrangement is made at the time of cancellation, all payments received will be applied to the new event. (This is especially important for planners, who do so much work in advance of the event.) Will your client receive a refund if you fire them? Alison Kasko Anyone can earn – Celina, Your email address will not be published. This won’t help you when it comes to last-minute emergency cancellations, but it can keep you from landing yourself with more cancellations than you have to. Services. flashcard set{{course.flashcardSetCoun > 1 ? Your Event Career, Search by Author Unless it’s part of your contract, deciding to help your client inform their guests or offering credit towards a future event is your choice, not your obligation. Mireille Pitre So the cancellation clause plays a very important role if the host cancels the contract. Planner hereby reserves and retains the right to cancel any and all of the above Services with or without cause by providing written notice to Client. Required fields are marked *. Enrolling in a course lets you earn progress by passing quizzes and exams. Event planners and small business owners need to know how to protect the investment they make into every project. A cancellation policy, both simple and professional, instills trust in your business and projects quality customer service. It’s your job to invite them, not uninvite them. Bidding & Proposals for Conferences at Hotels, Quiz & Worksheet - Establishing a Cancellation Policy, Over 83,000 lessons in all major subjects, {{courseNav.course.mDynamicIntFields.lessonCount}}, Elements of a Contract for Event & Conference Planning, Informal vs. 's' : ''}}. Houston Casualty Company 13403 Northwest Freeway, Houston, TX 77040 USA Tel: 713-744-9695 Event Cancellation Policy for Special Event Planners Event planning is a part of every industry, and it's becoming increasingly popular. If they give you notice and cancel for a good reason, will you give them credit towards a future event. To unlock this lesson you must be a Study.com Member. The Event Cancellation or Termination Fees clause in a Catering Services or other event-related agreement stipulates the terms for cancellation.Specifically, the clause addresses how much of the deposit the provider keeps if cancelled by client and what penalties the provider incurs if it terminates. 5. So what can you do to protect your business when your clients end up bailing? Featured Corina Wan Unless you’ve made a special agreement with your client, you’re not actually responsible for informing guests. Policies will vary from event planner to event planner, depending on their payment system and the types of services they offer. Before those expectations are met, they must be clearly defined in an event planner contract, not only to establish certainty between you and your client, but to protect you from the ramifications of any obstacles that may come up. Did you know… We have over 220 college Your event planning contract should include terms for event cancellation. When you start building your policy, consider these components: 1. This type of clause is common in the hospitality industry and is known as a cancellation-by-hotel clause.