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Chrysta
Master November 2022

Would You Be Concerned?

Chrysta, on January 29, 2021 at 3:53 PM Posted in Etiquette and Advice 0 23
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Almost 3 weeks ago, FH and I made the decision to postpone our wedding until 2022. I emailed all our vendors, and each of them replied promptly saying there was no problem with rescheduling to our new date. All of them sent over new contracts (which I signed and returned right away)... except our venue (who will also be providing food and alcohol). The event planner at the venue responded to my email right away, saying not to worry she would re-book our event to the new date and send over new contracts; but then never did. I know we are going through crazy times right now, so I didn’t want to bother her about it, so I waited 2 weeks before reaching out again. She then responded to my follow up email by saying:
“it is VERY EARLY to send a contract for 2022”
Her response confused me since A) two weeks ago you told me you were going to send new contracts over right away, and B) we signed our last contract with her the exact same amount of time between signing and the ceremonyI know they just reuse the same contract she has saved on her computer for everyone, they just change the client’s name and the date of the event. So I am very confused as to why she cannot send over the contract now, and I’m starting to worry that there is something sketchy going on. I replied that perhaps I misunderstood her last email (I didn’t, because it was very direct, but you know...) when she stated that she would send over a new contract. I told her I had set a reminder in my phone to follow up with any vendors I hadn’t heard from within two weeks, and that she was the only one I didn’t have a new contract from. It’s been 3 days, and no reply.The panic of “am I going to be without a venue for my wedding” is starting to set in. Do you think this sounds fishy? Would you be worried about this??

23 Comments

Latest activity by Judith, on January 31, 2021 at 2:19 PM
  • Meghan
    Master October 2019
    Meghan ·
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    I would be less worried about her not sending the contract and more worried about her level of professionalism! Not sending something when you say you will... unprofessional. Not responding to emails for 3+ days... unprofessional. Emailing you in all caps... unprofessional and just plane rude!

    Can you call her? Or maybe visit the venue in person to talk to someone face to face?

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  • Meghan
    Expert September 2021
    Meghan ·
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    I would make sure to get everyyyyyyyy convo in email. I HOPE she isn’t being sneaky, but never know. Better to be safe. Hope you get an updated contract soon!
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  • Chrysta
    Master November 2022
    Chrysta ·
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    Girrrl, this is definitely not the first time I’ve had this experience with her. She has been rather unprofessional in every interaction we’ve had. I was somewhat concerned with that right from the beginning, but there were several reviews about communication issues with her, but then everything went great for the actual wedding. And some of my vendors have worked at weddings there, and they’ve all kind of said the same thing- The venue was great, the chef is outstanding, everything goes smoothly.. but the event coordinator doesn’t communicate and is nowhere to be found. I figured I could put up with her unprofessionalism, as long as everything gets done and we get to have our wedding there. But now I’m concerned about her dragging her feet on giving us the contract, when I can’t see any reason why she couldn’t just email it over. The entire process takes 5 minutes. It just seems really weird to me. And we 100% want to have our wedding at that venue. I could compromise on any other vendor except that one!
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  • Chrysta
    Master November 2022
    Chrysta ·
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    And unfortunately we cannot visit the venue, because we are having a destination wedding; otherwise I would have marched my butt in there! Lol
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  • Michelle
    Champion December 2022
    Michelle ·
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    Yes that is sketchy. Get every conversation in writing. Get in touch with her superiors. If that isn't possible, contact the consumer reports at the local news station.
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  • Courtney
    Expert September 2022
    Courtney ·
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    I think it's likely that they're reviewing pricing and may consider raising prices for the '22 season to make up for loses from '20 and '21, which may be the reason for the delayed contract. However, I agree with Meghan, it's very unprofessional to say you'll send the new contract over and then delay like that. I wouldn't fully panic yet, but I would send something along the lines of 'I'm archiving our e-mail chain as a guarantee that you're reserving my new date as a new contract hasn't been sent over as of blank date, when I was assured a new contract would be sent.' Although fluffier/kinder, because that's never been my strong suit.

    Did you sign any official paperwork that you were cancelling this date/rescheduling? Because otherwise I would be concerned that your current contract is still valid.

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  • Chrysta
    Master November 2022
    Chrysta ·
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    I had that same feeling, that I need to make sure everything is in writing. I noticed very early on that she would say one thing on the phone, but then wouldn’t remember it later. Ever since then, I only correspond via email with her.
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  • Lisa
    Legend July 2022
    Lisa ·
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    I agree with Meghan, I would try calling them within the next couple days to get things clarified and straightened out, and then if necessary, send an email to them to recap what they told you over the phone so that it's in writing. I would look into it further, but I don't think you need to panic yet. When we notified our venue in June 2020 that we were postponing, they acknowledged in email that our new date has been reserved for us, but they didn't send us a new contract until like October. Since you have it in writing that your venue said they're reserving your new date for you, I would ask them to specify when you can expect to receive the new contract, and hold them to that date. Maybe also ask them to confirm in an email that your new date is, in fact, being held for you.
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  • Chrysta
    Master November 2022
    Chrysta ·
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    I had kind of thought about the price change as well. Which would be a bummer if we had to pay a higher price, but that’s absolutely preferable over not having the venue at all! If that is the case, I wish she would just say so, so I could stop panicking! LOL I think your suggestion about archiving the email chain as a guarantee that our new date is being reserved for us is a great idea! How long would you wait to see if she sends the new contract before sending that email?


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  • Meghan
    Expert September 2021
    Meghan ·
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    Yeah and if you do talk to her on the phone I’d send an email confirming what was discussed. I’ve done that with vendors too just cus I know I may even forget too lol. Also I know one contract I had mentioned emails don’t apply to the contract, so keep an eye out for that language and if that’s the case have important info updated on it. Sorry you’re going through this especially with having to replan & coordinate everything.
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  • Chrysta
    Master November 2022
    Chrysta ·
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    Thanks Lisa! It is actually reassuring to hear someone say they wouldn’t be panicking yet, and that their venue took awhile to get a new contract to them as well. I think that’s a good idea to request a timeline for when I can expect to receive the new contract. If they are able to give me a timeframe for when they will send it, I will probably feel more at ease in the meantime.
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  • Chrysta
    Master November 2022
    Chrysta ·
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    Thanks so much for the heads up! I don’t think our contract had anything like that in it (it was insanely basic), but I am definitely going to bust it out and re-check!
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  • Courtney
    Expert September 2022
    Courtney ·
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    Honestly I would send it within the next week if you've asked for the new contract twice. You might even ask if they have an amendment form for just updating the date. I know several venues have a policy like that in place instead of issuing a new contract.

    Meghan makes a great point of sending an e-mail follow-up once you're done with the phone conversation as well. If you're able to send those within an hour of the phone call its a great way to keep your coordinator in check on verbal promises.

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  • Chrysta
    Master November 2022
    Chrysta ·
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    Do you think it would be a good idea for me to print out a copy of my current contract and white out the date and replace it with the new one and attach it to my email? Maybe say something to the effect of “I have change the date on the original contract as a placeholder until a new contract can be sent to me“?
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  • Courtney
    Expert September 2022
    Courtney ·
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    You could, but I think giving them the chance to get a new one sent over to you would be the better route to go. I can come off as super aggressive when talking to people, so using my advice I would worry about potentially souring the relationship with the coordinator. Not that they're not going to still take your business, but they may be a little less willing to work with you on small concessions.

    I think just letting them know you're archiving the e-mails as a guarantee for your new date until you receive a new contract, and asking them if they have any timeline on when you may receive one would be a good next step. If they side-step giving you a timeline at the point I would request to receive one by a specific date and then go with whiting out the contract and adding your new date Smiley smile

    But overall, I wouldn't worry too much just yet, but if you can find out who their supervisor/gm is, you might CC them on the e-mail if you have to request they send you a contract by a specific date (with all your original e-mails included on the CC Smiley winking )

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  • Chrysta
    Master November 2022
    Chrysta ·
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    This all sounds like a great advice! thanks Courtney! :-)
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  • Mrs. Spring
    Master April 2021
    Mrs. Spring ·
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    I agree with this. She sounds unprofessional.
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  • B.
    Dedicated June 2022
    B. ·
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    I agree with the folks above who suggested calling, and then recapping your call in an email. We had a few communications via email with a vendor that seemed slow/not professional. But the minute we got on the phone with them we were able to ask for what we needed and hear their responses in real time. We could then gauge whether they were trying to give us a non-answer, or being shady, or maybe just m very overwhelmed and actually not booking anything out at the moment due to ever-changing restrictions. Good luck!
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  • Kimberly
    Super March 2021
    Kimberly ·
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    I agree with everyone else. Don’t panic yet. But defiantly follow up with the email stating you are using the email as confirmation of your date change until a new contract is received.
    One thing I want to point out though... don’t white out on your original contract. Mark through the current date with one line, add the new date above it and then initial it.
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  • Chrysta
    Master November 2022
    Chrysta ·
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    Very good point about crossing through the date and initialing!!
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