The Unexpected: Coronavirus and the Many Reasons to Purchase Wedding Insurance

In my nearly 19-years in the wedding industry, I’ve met and spoken with hundreds of couples, and seen many, many weddings get planned. Brides are rightly excited about the tiny pearl details on her dress. The groom is understandably concerned ensuring everyone enjoys the food they’ve picked out.

Mom fusses over flowers.

Dad checks on hotel accommodations.

It’s a multi-layered affair with lots of players and tons of things to worry about.

But while everyone is thinking about all the details of the day itself, there’s one detail that nearly every couple overlooks, or altogether ignores….

The Unexpected

In the aftermath of Hurricane Irma in 2017, couples and wedding vendors alike were left facing a difficult question…”now what?”. Venues were closed, people were displaced, and uncertainty was high.

The tropical oasis and luxury wedding venue, Little Palm Island in the Florida Keys, after Hurricane Irma in 2017 - Photo Credit Forbes

Now in 2020, we are fighting a new kind of storm. It’s called the coronavirus, aka “COVID-19” pandemic.

And while the winds are gentle, the skies are blue, the beaches are clean, and the structures are all still standing, it still feels like a hurricane is sweeping away many couples’ dream wedding.

Even for places like the Florida Keys which have no cases, and have no travel advisories against coming to the destination, there are local ordinances limiting social gatherings, restaurants are closed to sit-in dining, and attractions that normally entertain guests between official wedding duties are off limits.

For couples, there is confusion over what to do and what to expect, not to mention the disappointment of looking forward to something for so long, only to have to wait longer.

But beyond that, there’s the economic impact of deposits paid, investments made, and resources held up in preparation for this event.

What’s a couple to do?

That, my friends, is where Wedding Insurance, and Travel Insurance come in!

Now I know what you’re thinking… “Oh great, one more thing to pay for!”

When it comes to thinking about the things that can ruin your day, it’s easy to fall into a few traps:

Trap #1 - It will never happen to me

We all think we are invincible. Our cars will never break down, we’ll never be stuck on an elevator, our jobs will always be there, our house will never catch fire.

Until one day, it does.

You don’t have to search very hard for wedding cancellation horror stories, from a groom who had a heart attack minutes before his ceremony, to a venue that was vandalized the night before the ceremony (het hem…this happened to MY own parents!), to a best man who got run over by a car walking in to the church.

Sometimes couples have called me to cancel the day of the wedding, and sometimes it has been months ahead. I’ve seen venues go out of business due to a hurricane, but also because of structural damage and poor management. I’ve seen videographers not show up. I’ve florists bring the wrong flowers. I’ve seen a bride FORGET her dress when she left for the airport.

We read the Reddit threads, laugh at the “you can’t make this stuff up” hilarity of it all, and go on about our lives. But then you find yourself in an equally crappy situation, and you’re kicking yourself for not having acted sooner.

I’ve seen the hundreds of ceremonies cancelled due to hurricanes. I’ve gotten calls from other photographers who could not get to their ceremony because a bridge was shut down and I’ve covered their wedding for them because of it. I’ve seen couples fight in my office over really small details. I’ve seen officiants not show up. I’ve seen mothers get stuck on tarmacs unable to get off the plane and get to the wedding. And now, I’ve seen thousands of people quarantined due to a global pandemic.

I’m telling you…

Stuff happens. Get Wedding Insurance!

Trap #2 - “I’ll cross that bridge when I get to it”, or “I’m afraid if I worry about it, I’ll make it happen.”

There are the people who realize bad things happen, and they understand there’s a chance, but they’ve got too much else going on, and will just have to deal with it when it comes up. Or, they think that if they ignore the possibility of something bad happening, they can WILL it not to happen. I completely believe that manifestation is real, but in this case, you can’t think that way.

And if you’re in the camp that thinks you’ll be able to take it in stride when sh*t hits the fan, I promise it is not something you want to deal with at the drop of a hat. The worst time to be in crisis is when you have 57,431 other things to worry about.

If you manage situations and outcomes before they happen, the likelihood that you will need those plans is very low. Maybe it’s not a virus or a venue catastrophe…what if it’s one of your parents, calling to tell you the unthinkable news, that your other parent has just left this world unexpectedly?

Put yourself in that moment for a second. Imagine now that the phone is ringing…it’s your planner checking to see if the check went out for the final catering bill. Then your photographer emails to have you fill out your timeline questionnaire. Next it’s your guests, who haven’t heard the news yet, wondering if their chosen attire is considered “island formal”?

When disaster strikes, you want to be able to focus on that one thing, and know that you’re covered and have a safety net.

In short, get Wedding Insurance!

Trap #3 - “If something happens, I’ll just ask for my money back”

It’s not that simple. While I’m not a lawyer, I don’t play one on TV, and I didn’t stay at a Holiday Inn Express last night, I’ve been in the wedding industry long enough to know a few things.

Remember…when you sign a contract for your wedding and pay your deposit, you’re not buying services just yet.

You’re buying a date, and a promise of exclusivity

You’re exchanging that venue/vendor’s promise that they will turn down all other business for that date, that they reserve their services exclusively to you and you alone, and that they will help you with all the steps leading up to the event itself.

That vendor, when THEY sign the contract and accept your deposit, they are foregoing all other paid work, in trade for your promise that you’re getting married, and they can count on the remainder of their paycheck when they show up.

All of those obligations on both sides go into effect the minute your wedding is booked, regardless of what comes later.

Depending on the vendor, depending on the reason for the cancellation, and depending on the contract you signed with each business, you may still owe the full balances still due, even if you decide not to get married, and even if that reason is a really crappy one that you could not control. Of course, exact details vary, but generally speaking, Vendors are obligated to return money when they are the ones cancelling for personal reasons and not due to no other outside forces (no storm, no damage, no injury, just an inability or unwillingness to fulfill the contract).

If the reschedule/cancellation is due to a circumstance in the family (a death, a breakup, an illness, etc) or due to a major unforeseeable catastrophe (a hurricane, a fire, or as in recent weeks, a global pandemic), while these are unfortunate circumstances that no one wants to go through, on most contracts they are not reasons for the vendor to automatically owe you your money back.

Now, that’s not to say there will never be any flexibility.

Most vendors CAN and WANT to help.

If it’s an extenuating circumstance, like a hurricane or a virus, you’re more than likely going to get a credit of your deposit and all monies paid toward a new date (making sure first, of course, that they are available on the new date you’re considering). This is often (as it is in my case) without penalty, so the full amount is credited, and your current rates are locked in and guaranteed even if you have to push the date back significantly.

Sometimes, the vendor will change locations with you as well, often at their local rates, but perhaps with the request for a small travel accommodation, either by adding it to the package, or by swapping something out of the package to cover the extra expense.

To recap, if you’re calling off the wedding for your own purposes, it’s sad but the Vendor held up his/her side of the bargain, and will not be issuing a refund.

If you’re rescheduling or cancelling due to a major catastrophe, there are enough alternate ways for the Vendor to still help you, that they will be issuing a credit, not a refund.

In short, a Refund is not automatic in the event of cancellation or reschedule.

Trap #4 - "It’s Too Expensive”

Besides the fact that premiums for event insurance actually AREN’T that expensive, I have to just step back and go…um…wait a minute.

You spent thousands on a ring…and I bet you insured it. Why? Because you know that while it’s entirely possible nothing will ever happen, it’s also just as likely that it gets lost, stolen, or damaged over the course of being worn around on a daily basis. Right?

You own a car, don’t you? And you have car insurance. Not because you are excited about paying the premium every month, but because you know there is a probability that has you one day needing to replace or repair it from an accident. If you own a home, you have homeowners insurance. If you own a business, you have liability insurance. If you work a corporate job, you have health insurance. If you have elderly parents, you may have long-term care insurance. If you own a boat, you have boater’s insurance. You get the idea.

We don’t forego these things because they’re expensive. Rather, we calculate the cost of the insurance, and add that to the total cost of ownership. We understand that they are, in many cases, not optional, and we factor the insurance in to the total.

So, why….WHYYYY….would you invest tens of thousands of dollars into an event, and then stick your head in the sand and pray nothing bad ever happens? It’s an investment just like any other, and you owe it to yourself to protect your finances in the event something happens.

Protect Yourself…Just In Case

According to The Knot, “wedding insurance protects a couple's investment from circumstances beyond their control.”

They then give examples like this, of situations in which your insurance would step in and cover the cost…of lost deposits, of unexpected expenses, and reimburse you for the things you never thought you needed in the budget.

029-BLOG_Saunders-Doubletree Grand Key Resort Wedding-ceremony, limo.jpg

Limo driver doesn’t show up; you have to book another the morning of the wedding at higher last minute rates
Groom’s custom tuxedo gets lost in your luggage; he has to buy one the day before the event
Reception coordinator ghosts you; You find out the venue has gone bankrupt; Now you’ve got just 30 days to book a new space.

A hurricane hits your tropical wedding destination, forcing you to reschedule and pay for travel change fees, unexpected decor items that would have previously been provided.
Your father falls gravely ill just weeks before the wedding; it would be inappropriate to celebrate at this time, so you postpone and lose all your non-refundable deposits.
Duty calls and at a moment’s notice, one of the couple in military service is deployed unexpectedly. Everything is on hold until further notice.

If you’re interested in learning more about the Financial Implications of Delaying Your “I do”, check out this article from Interest.com HERE. It includes a wedding budget calculator and advice from vendors on how to postpone your wedding, among other resources.

At the end of the day, your wedding is about celebrating two people’s love, and two families coming together. You have enough to occupy your thoughts already. While none of us (myself, and other vendors included!) ever wants to think of any of this happening, ever, the short truth is that things happen sometimes unexpectedly and beyond your control, so it’s up to you to be proactive.

Keep your day stress-free by NOT skipping this one very simple,
very affordable, and very critical item on the wedding check list!

Karrie Porter is a Destination Wedding and Portrait Photographer based in Key West, Florida. Shooting professionally since 2001, she brings nearly 2 decades of shooting and studio management experience to clients and other photographers, serving up creativity and education with her signature style and energetic personality.

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