Hotel double booked!

If the venue is booked until 5, how can yours start at 5????

I would be checking my contract for what they are supposed to do if they violate the contract- because that's exactly what they're doing right now. Then I would write back (and attach the signed contract!) calmly stating the times that you agreed to and stating that you expect them to uphold the contract. This is not your problem to solve, so they need to find a way to solve it.

Also what were you planning on doing for your guests during the existing gap?

The cocktail hour is in a separate room from the actual reception.

@SusanK- there wasn't much of a gap between the church and cocktail hour before this clusterf**k. Just about an half hour which would allow everyone to get from the church to hotel without rushing.

Tell them that their proposed solution is not acceptable. You have a signed contract and you expect that they will abide by the terms of that contract. If someone else double booked the venue, they need to contact the other party and make other arrangements for them as the venue is not available. They also need to update their scheduling software so such mistakes are not possible.

The hotel has a problem they need to solve. They also need to give you some things for free or waive part of the fee stated in your contract.

They find you a space and do cocktail hour on them, even if its part of the lobby.

I'd second Celia. Have them host your guests for an extra cocktail hour, even if it's at the hotel lobby bar. We had our after party at the lobby bar of our hotel so it's definitely doable. Just stand your ground!

@Kathy, ok that makes sense then.

I would totally expect them to accommodate you at the contracted time then.

If this is a hotel, is there a boardroom or hospitality suite they can set up with veggies, fruit, cheese a non alcoholic drinks for your guests? And how does this impact other vendors? Photography/ video? Do you now need to extend those contracts? Limo, DJ. Invitations already printed? Gather all those costs and expect payment.

Thank you everyone... I talked to one of my girls (she's a lawyer) and she is all over this! we are making a list of all things effected like having to extend photo contracts, luckily the invites haven't been printed yet.. that is due to be done next week, but she is going thru the contract and the email from the hotel and making sure all sides covered...

Now I'm trying to get creative to see if I can think of something to keep guests entertained for the extra hour so they don't just sit around for two hours (extra hour and the cocktail hour) and just drink...

Could you push the church back an hour?

Idk what to tell yo but I hope they are doing something for the inconvenience (monetarily).

I'm with Celia. Tell them that you have a contract and it is up to them to provide you with an alternate (comparable) location for the cocktail hour.

They can't extend your cocktail hr for that gab with no charge since they messed up