It’s not something that happens often, and it’s probably not something you want to think about, but wedding vendors do close from time to time. As a result, couples that already paid for services can suddenly be out thousands of dollars and be sent scrambling to replace these crucial services ahead of the wedding date.
When a wedding vendor goes out of business, your first step should be to check your contract for any provided protections. Then, work with your wedding insurance company (if you have one) to recoup your losses. And finally, hire a replacement vendor in time for your wedding day.
There are also steps you can take to avoid dealing with a vendor cancellation in the first place, such as checking for reputable reviews and maintaining constant communication. Here’s what you need to know.
What You Will Learn
3 Steps to Take if Crucial Wedding Vendors Go Out of Business
A wedding vendor closing up shop or canceling doesn’t need to ruin your dream wedding. As soon as you find out that a wedding vendor has gone out of business or can’t provide their contracted services, check your contract regarding protections, report the cancellation to your wedding insurance provider to recoup any deposits, and look for a new vendor to take their place.
The process might sound a little overwhelming — and we won’t lie, it may be stressful — but we break it all down into manageable steps below.
Step #1: Look Over Your Wedding Vendor Contract
All of your wedding vendor contracts should list details regarding what happens in the event the vendor can no longer provide their services.
In some cases, a vendor may be required to return any payments made in full, or they may be required to actually set you up with another vendor to provide the contracted services. It’s essential to check the fine print and act on it as soon as possible.
Step #2: Contact Your Wedding Insurance Provider
If you’ve purchased wedding cancellation insurance, check your policy to see what the company does in the event of vendor cancellations. Some policies will refund all payments already made to the cancelling vendor. From there, you can more easily hire a new vendor without worrying about the extra cost eating into your wedding budget.
Because of this scenario, it’s a smart idea to purchase wedding insurance as early in the process of planning a wedding as possible. That way, you’re covered regardless of when a vendor goes out of business — whether you’ve already paid the calligrapher the down payment for your wedding invitations, or your wedding officiant goes dark a week before the big day.
Step #3: Coordinate with Your Wedding Planner to Hire a Replacement
Another urgent matter is finding a replacement vendor. Rely on the pros, such as your wedding planner, wedding coordinator, or the on-site coordinator at your wedding location, to help you find them and seamlessly work them into your wedding day timeline.
Another tip: You may want to hold on to your potential wedding vendor list while planning, so you have some backups in case of any possible cancellations.
Avoid Vendor Cancellations with These 3 Precautionary Measures
During the wedding planning process, it may be helpful to take early precautions that will lessen the chance of a cancellation occurring at all. This includes working only with reputable vendors, purchasing wedding insurance, and keeping up communication with your vendors leading up to the wedding.
Precautionary Step #1: Choose Wedding Vendors That Are Reputable
Across all wedding vendor categories, you should choose only reputable providers that meet key criteria: They offer professional contracts, have an abundance of positive reviews, engage in partnerships with other vendors in your area, and they don’t require exorbitant up-front full payments.
This will be the case no matter if you’re looking for a wedding venue, wedding planner, wedding photographer, wedding videographer, wedding florist, wedding bands, or hair and makeup artists. All should be able to back up their reputation by meeting these requirements. Here’s what to do in the initial research phase:
- Ask for a copy of their contract: Ask everyone on your potential list of wedding vendors to provide a copy of their contract. Read it carefully and make note of any clauses regarding what happens if the vendor can’t provide services, as well as any of the vendor’s payment requirements.
- Ask for referrals and read reviews: Look into every vendor’s reputation. Your wedding planner or wedding venue will likely be in the know, but read online reviews, too.
Precautionary Step #2: Purchase Wedding Insurance
Purchasing wedding insurance is one of the easiest parts of the wedding planning process, but also one of the most important. All you have to do is request a quote from a specialty provider like BriteCo, and then purchase the policy that works for your budget.
When shopping for wedding insurance, you’ll find that you have two options. Wedding cancellation insurance will protect you in the event of vendor cancellations. Wedding liability insurance, on the other hand, protects both the venue and yourself from liability in the case of property or personal damages. Liability coverage is typically required by most wedding ceremony and reception venues,
Precautionary Step #3: Keep in Touch with Your Wedding Vendors
Lastly, make sure you’re maintaining contact with any vendor for the wedding all the way up to the big day. This will help you keep the information flowing and spot any red flags as early as possible.
Maintaining contact can clue you in to whether or not you’ll need a backup, especially if you notice the vendor stops posting on social media or doesn’t answer your calls or other methods of communication in a timely manner.
What If the Wedding Vendor Ghosted You and You Don’t Have Insurance?
If you don’t have wedding insurance and your wedding vendor does not provide a refund, you have a few options: You can simply let the matter go. You can dispute the charges. Or, in the worst-case scenario, you can work with an attorney to take the vendor to small claims court (which may or may not be fruitful).
Disputing the Charges with Your Credit Card Company
If you’ve paid any vendor pre-payments or full payments on a credit card, you may be able to dispute the charges more easily with the lender than if you paid the catering company a cash deposit and they go dark, or if your save the dates never arrived from the graphic designer and suddenly their entire online presence disappears
Letting the Matter Go
As you get closer to the marriage ceremony, it may be beneficial to simply let the matter go, especially if it’s unlikely you’ll be able to replace the vendor in time. You can avoid a lot of stress and undue heartache by accepting the situation and finding the next best option.
For example, if the wedding cake doesn’t show up at the venue the day of, brush it off and send a family member out to a nearby bakery for the next best thing. Or, if your makeup artists and/or hair stylist are a no-show, do it yourself or ask a friend with great personal style to help.
Wedding Vendor Checklist FAQs
Who Are the Most Important Vendors at a Wedding?
Most couples prioritize wedding photographers, catering providers, and the venue, but it’s important not to overlook necessary vendors like the officiant.
What Vendors Do I Actually Need at My Wedding?
It’s completely up to you and your future spouse, but potential wedding vendors to consider include the venue, band or DJ, bartending company, bakery, calligrapher/graphic designer, florist, emcee, hair stylist, makeup artist, lighting company, officiant, photographer/videographer, wedding planner, wedding coordinator, and/or rental company.
What Is Important to Remember As You Research Vendors and Put Together a Vendor List for a Wedding?
Ensure the vendors’ services match your wedding style/personal style, that they’re equipped to serve your guest count (large or small), and that they have a positive reputation within the local wedding vendor community with plenty of positive reviews.
What Are Preferred Vendors?
Preferred vendors are vendors that your venue recommends you use due to their reputation and reliability.
What Is the Most Expensive Wedding Vendor?
The most expensive wedding vendor you work with will typically be your wedding venue.
Wedding Insurance Always Has Your Back
Between picking a wedding theme, finalizing the wedding party and wedding menu, trying on wedding attire, and making time to get your marriage license, you have a lot to do to get ready for a wedding. The easiest part can be ensuring your wedding is protected from the worst-case scenario with comprehensive wedding insurance.
BriteCo’s wedding cancellation policies allow you to recoup costs if your vendors cancel or go out of business, so you and your future spouse can proceed with your dream day as planned. Get your wedding insurance quote from BriteCo now!
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