There is absolutely no question in my mind that wedding and event planning vendors should always be paid in full at least two weeks (you need time to make sure the check clears!) before the wedding or event. And you can just forget about getting that check on the day of the wedding. I have played hide and seek with many, many fathers of the bride during the reception to no avail!
Look, it’s very simple. If you’re doing an event or wedding, you have to invest a great deal of your time, energy and resources into the job long before the big day arrives. You simply cannot run the risk of never seeing the money you’ve already earned.
I do, however, recognize the flip side: by requiring payment before the big day, we take some control away from our clients. I think clients hesitate to pay in advance, because they worry something will go wrong in those last two weeks, or worse, that something will go horribly wrong during the event.
Below are three different scenarios that have actually happened to me and may have happened to you, too. I’m very curious: How would you handle with them? Please share your thoughts in the comments.
1. Even though I asked for payment two weeks before the wedding and my clients assured me that I would get paid, they still fail to produce the money on time. But of course by this point I’ve already bought all of the materials and am ready for showtime. What should I do?
2. I think I did a great job. However, my clients inform me that they aren’t happy, and they want their money back. How should I respond?
3. As a wedding and event planner, I hired a vendor, and that vendor has been paid in full. Now my client is saying he’s unhappy with the vendor’s work. But the vendor refuses to give him his money back, and my client is holding me responsible. What’s the best course of action?
Tomorrow, I’ll reveal what I did in each of these difficult situations. I’ll also list the steps that I take to make sure that my clients always feel comfortable about paying me before their event.
Don’t forget to share your opinion in the comments!
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George Bernard Shaw once said: “You see things and say, ‘Why?’ But I dream things that never were and say, ‘Why not?’” That quote embodies how Preston Bailey approaches every event.
Angela
May 18, 2011
It is always advisable to collect 100% of your fees upfront as it becomes difficult after the event is over. I have had situations where it has taken 6 months to collect the balance payment on a job. I have also had a few clients that did keep to their words and made payment after the event. It was a risk but I took it. Guess through the process sometimes, it is easy to differentiate those that will be honest and those that wont.
I think some clients can be real difficult and will always find faults no matter how good it goes. With such clients, I always take 100% upfront. Also budgets should be explicit and broken down as much as possible. In the event of a complaint, you can easily single out the particular item or area that they were not happy with and if it truly deserves a refund then a certain % of that is returned. Contracts must be signed binding all to avoid any messy situation.
Theo Ramone
May 18, 2011
I use a “Terms and Conditions” document which lays out everything from giving me the power to substitute flowers to refund policy and payment due dates. Once they sign, it is binding. I find it very helpful in maintaining control of troublesome clients.
Mark Moore
May 18, 2011
I’m a vendor and work for a venue that hosts weddings, so I know the in’s and outs of wedding planning. My contract clearly state that 100% payment must be made at least 1 week before the actual day. The only costs that are not paid before hand are the ones like the bar account or after 12 rates, which are due either the Sunday morning when they check out or the Monday that follows.
We’ve also had our fair share of would-be late payers, but I try and make it very clear in the final meeting which takes place 2 weeks before the wedding. There I clearly tell them when to pay, and after the final meeting I draw up a “final meeting summary”…this has a two fold approach. Firstly to inform both parties, us and the client, what was mentioned, discussed, arranged and confirmed on (including the final amount payable) and the fact that eveything is in writing. This way they can’t say they did not know! A Paper Trail, as I call it counts for allot when it come to Who said what, when and where…and trust me, I’ve also had my fair share of chancers.
I firmly believe that because the final meeting is in writing, the client can’t turn away from their responsibility to pay, and because the meeting is 2 weeks before the date, any uncertainties or queries can be resolved with prompt follow ups.
I always strive to deliver a perfect service, and actually being there during the whole days events and asking the client if everything is in order further more re-assures not only me, but the client too in the fact that everything that was discussed in the final meeting has been delivered and that both parties involved are happy. I mean…when you ask your client on the day if they are happy with everything amoungst their guests and family there are witnesses, so they can’t turn round later and say….but hey, I’m was not happy with this or that!
So…my point would be that you need to have as much as possible in writing and have a firm consent from the client that they understand everything…including what could go wrong, the back up plan and the follow through! Just cover all your bases. If the client still has problems after the event and wants there money back…just say… “Sorry, you where at the final meeting were you not?, and you did agree to everything…did you not…so then?”
If you as a vendor are not honest when something does go wrong and want to use an excuse for not wanting to pay money back…then you too will be caught out, because it was all ….IN WRITING!!!
afcpam
May 18, 2011
1. My contract states that if the event must be paid in full 30 days prior to the event. (1 week for check to clear and 3 weeks to order flowers). It also states that nothing will be delivered or set up until all money is received. The problem is the client who adds things in the 30 day period. This happened to me last year. A bride added $5,000 in the last three weeks. The mother approved it. We delivered, along with the bill. They said they didn’t have the money to pay it. The wedding was in another state, so too costly to pursue legal action, but suffice to say I lost money on that one.
2.Don’t fall for it. They are lying! They would not have hired you in the first place if they didn’t like your work. Ask specifically what they were unhappy about. I’m sure you delivered what they asked for. One client wasn’t happy with her boutonnieres, so I refunded on those. I am really anxious to see what you have to say on this topic and how you handle those situations.
3. I made it a policy not to be responsible for paying the vendors. My client has to pay them directly, and sign contracts with each of them. First of all, I don’t want to be held liable for someone else’s crappy job. Secondly, I don’t want to have to count their part as income and pay taxes on it.
afcpam
May 18, 2011
P.S.
My contract also that it (the contract) serves as a reminder as to when their payments are due. It also states that there is a $___ per day charge for late payments. I have them initial those parts of the contract.
Katrina George
May 18, 2011
I do have in my contract that for us to guarantee changes to their floral order we need a months notice (for ordering purposes) and also that payment is due two weeks before the event, but one issue I run into is lots of clients that add on small value items within the week of the event. Perhaps they need one more centerpiece, or another corsage, or maybe pick up is no longer doable so they would like the flowers delivered after all. But being that it is the week of the event, it seems difficult to track down a time for them to come and drop off the payment and it ends up being an ordeal to get the payment for small ticket items.
I think this ties in along with the other problems mentioned, on how best to manage your clients for problem free collection of money owed, I would love to hear some solutions on how ot handle this issue.
Thank you!
Aleah + Nick Valley
May 18, 2011
At one of our very first weddings we let our couple pay us the day before the wedding. Given that they had so many payment going out, it bounced. They were on their honeymoon and luckily paid us when they returned, but it could have easily been a huge mess for us. Needless to say, 8 years later and we must be paid two weeks prior. In regards to bringing other vendors on board, we rely on those whom we’ve established a great relationship with over the years. They know we have a check-and-balance sort of system with them. We know them well and refer them based on their rapport with our clients and the service they provide. We can rely on them to always be there and to provide stellar service. They know that we would never refer them again should they make a huge mistake, not show, or not provide stellar service. In general most all of our clients understand that vendors we bring on board will be paid out two weeks prior and have no problem with it.
Kim {Something Spectacular/Something Floral}
May 18, 2011
In our contract we specify that fresh floral event jobs must be paid 100% with final balance due no later than 2 weeks prior to the event date, and we remind clients (via eMail, written letter, and phone call) of that impending date approximately a week out (3 weeks before the event). If the balance is not received by that date, flowers and supplies are not ordered, we can no longer guarantee service, and their deposit(s) are forfeited.
As a courtesy to clients with small orders/events who miss the final payment deadline (but still pay with at least a week before the event), we inform them that we can still design for them but can no longer guarantee their top color/flower selections as we’re forced to create with whatever stock we, and our local wholesalers, have on hand. If their payment is not received by a week before the event, we don’t obtain any supplies from the wholesaler or other sources and no service is rendered whatsoever.
In over 10 years in business, we’ve had only one fresh floral client pay after the 2 week cut-off date. No one wants to forfeit their deposit payments, and similarly, no one wants their order (especially their bridal bouquet and other wedding flowers) created with simply whatever is in stock.
Kim {Something Spectacular/Something Floral}
May 18, 2011
Forgot to mention in my previous comment that the reason we cannot provide service for large events if they miss the 2-week advance payment deadline (like we often can for smaller events) is that typically neither we, nor the wholesalers in our area, have enough stock on hand from which we can create a large event order.
Beatriz Alcázar L.
May 18, 2011
Hi Preston, I do 400 events per year, and I have had only 2 % of unpaid clients… Clients don’t feel food if you ask them to pay 100 % of the budget before the event, almost here in Peru. Yes, you take a risk but you have also to trust on them. It’s part of your image…
Michele Birkner
May 18, 2011
@Theo, I use the “Terms & Conditions” page as well. Ive learned that you are just not going to make everyone happy, my ultimate goal is to, but some people will be just that “people” – smile…. but on scenario number 3 Im currious to know what other planners are saying, this is a biggie for me – its not happen to me but I would love to be ready if it does! I LUB THIS BLOG!!!! Such a TEACHABLE spirit – Thanx Mr. Bailey!!!
Savannah (Pearls and Pages)
May 19, 2011
Oh Preston I can’t wait to hear your responses today! Though I’m not an event planner, I am in the wedding and event industry (blogging and marketing for wedding vendors) and I believe it is very difficult to have clients pay in full for something that has not yet been delivered no matter what the product or service.
Perhaps it is a fear of not being able to last minute hold out on payment in the event something does not go “as wished.” The #2 I am most curious about– I would assume the client has had access to contacting you and the progress of their design all along and had adequate time to voice their opinions in regards to the direction of the design. If they didn’t like something they could have said something sooner. I would be wondering if they had intended to “dislike” the design all along…perhaps to reduce or completely walk away from payment?
I’d always like to believe the best in everyone…difficult separating the business mind from the heart. If my heart had it its way everyone would have a discount and if anyone wasn’t happy I’d bend over backwards to fix it and reimburse. But that just doesn’t work in business….
Curious to hear your answers. Have a lovely day!
-Savannah
The French Bouquet: Wedding and Event Floral Design
http://www.thefrenchbouquettulsa.com/blog