Weddings Augh! Cancellation Request No. 2

[jokerswild]

After I sent off the request for final payment last night which wouldn't be due until the 25th I get an email reply that the wedding was canceled and the brides family was to contact me.

Well since my direct contact was him and he's the one on the Agreement, he's the one that has to complete a cancellation request form (Thank You Cap for that one).

So, I emailed him a pdf of it and informed him that if not returned by the 25th and counter signed by me the remaining balance would still be due. And until such time the Agreement would remain in force.

I hate sending those out.

 

[DJFuzzy]

I just had one of these, too. For July 10.

 

[jokerswild]

I just had one of these, too. For July 10.

What's your cancellation policy if you don't mind me asking?

A July 10th for this year the balance would have already been past due and even if cancelled it is still due.... as I use a 30 Day Prior to date payment due/cancellation deadline with the retainer fee being non-refundable and any payments made in addition to that are non-refundable after 90 days prior.

 

[Sounds To Go]

Shoot, mine is entire balance due for any cancellation within 30 days of the event.

I have waived it once before for a bride who ended up rescheduling her date - just applied the deposit to the new date with a new contract.

 

[DJFuzzy]

What's your cancellation policy if you don't mind me asking?

A July 10th for this year the balance would have already been past due and even if cancelled it is still due.... as I use a 30 Day Prior to date payment due/cancellation deadline with the retainer fee being non-refundable and any payments made in addition to that are non-refundable after 90 days prior.

I collect a 1/3 non-refundable retainer fee at signing. Terms for the balance are:

Final payment is due 14 days prior to the event if paying by personal check or credit card. The remaining balance may be paid on the date of event via cash, money order, or certified bank check prior to my setting up equipment. If the balance has not been paid in full prior to the event start time, Soundsational Mobile Entertainment reserves the right cancel the event performance. In the event of cancellation by Soundsational Mobile Entertainment, due to non-payment by the client, the signer of the booking contract shall be responsible for the remaining balance of the total amount for services.

If cancellation is initiated by the client in writing and agreed to by Soundsational Mobile Entertainment in writing, the client shall be required to pay any unrecoverable costs already incurred by Soundsational Mobile Entertainment (but not exceed the total fee agreed upon).

Up to 45 days prior to the event: Soundsational Mobile Entertainment is entitled to the non-refundable Contract Signing Payment for the event.

Between 30 days and 45 days prior to the event: Soundsational Mobile Entertainment is entitled to 75% of the amount due for services.

If the event is cancelled 30 days or less from the date of the event, Soundsational Mobile Entertainment is entitled to 100% of the amount for services quoted.



I actually offered to extend their retainer fee to a new date pending my availability.

I am not going after the remainder of the balance at this time.

 

[jokerswild]

Shoot, mine is entire balance due for any cancellation within 30 days of the event.

I have waived it once before for a bride who ended up rescheduling her date - just applied the deposit to the new date with a new contract.

Same with mine.... however, I've never waived mine... nor have I been asked to.

 

[Sounds To Go]

She was willing and able to re-commit with a new contract for the new date, and I didn't end up turning away any work for her original date, so I saw no need to "stick to the guns," or any benefit in doing so. Actually ended up getting referral from it.

For me, reason and common sense take precedence over black-and-white stances based on principle.

I have all the clauses in place to make sure I won't come out on the wanting side of things when all is said and done, but I have no real desire to benefit at the expense of others "just because I can" if I haven't lost anything or don't need to recoup anything.

I won't go out of pocket to refund them in contradiction of my stated policy, but if they want to transfer monies already paid to me to another date with a new contract, why not?

 

[jokerswild]

She was willing and able to re-commit with a new contract for the new date, and I didn't end up turning away any work for her original date, so I saw no need to "stick to the guns," or any benefit in doing so. Actually ended up getting referral from it.

For me, reason and common sense take precedence over black-and-white stances based on principle.
I totally agree with you that's why all cancellation requests are handled on a case by case basis... there is no right or wrong answer just the one that is best for your business.

I have all the clauses in place to make sure I won't come out on the wanting side of things when all is said and done, but I have no real desire to benefit at the expense of others "just because I can" if I haven't lost anything or don't need to recoup anything.
This is very admirable but, sometimes when people attempt to cancel I sometimes get a gut feeling of fraud... or basically trying to squirm out of something.... there's a few reasons this can happen and usually my gut isn't wrong.... hense the need for writen cancellation request and it needing to ba approved by me, first.

In any case it's a judgement call. I don't subscribe to the legal therory that if I let one off the hook that a judge will take that as precident and there for deny any claim I may have in the future... that's hog wash if you ask me..

I won't go out of pocket to refund them in contradiction of my stated policy, but if they want to transfer monies already paid to me to another date with a new contract, why not?

That's a judgement call again... based mostly on your gut feelings...

In the end you would want all your ducks in a row before promising anything to a client that is cancelling.... especially if the cercumstances seem suspect.

 

[Fred Wright]

Greets, Brother Rob.

That bites and I'm saddened to hear. But our troubles may be few when compared to those of the B&G who had to cancel their wedding. Something must've gone very wrong for that to happen.

On a side note, I just got off the phone with an old client. She booked us for a party next year. This client cancelled a booking with us last year and asked for her retainer fee back.

Yeah, I know. I didn't have to return it. According to the contract she signed, I didn't have to. But my reasoning was, I've known this lady since the early '90s. We DJed her wedding. She's also booked me a few times for other gigs. I've DJed many a wedding, anniversary and other parties for this group over the years. So I figured... if she wants her money back, I'll cut her a company check and write it off to good customer relations. To be honest, I never expected to hear from her again.

Well, she booked us tonight for an informal birthday/anniversary party with the old gang for an upscale paycheck at the Doubletree Hotel. It's a done deal.

What Steve Miller says about these native Virginia folks and their integrity, it's all true. Take care of them and they'll take care of you. They don't ask "how much", they ask "are you available?"

In time, your cancelled client may just ring your phone one day and have a fat paycheck for you. Ya just never know.

 

[jokerswild]

Greets, Brother Rob.

That bites and I'm saddened to hear. But our troubles may be few when compared to those of the B&G who had to cancel their wedding. Something must've gone very wrong for that to happen.

On a side note, I just got off the phone with an old client. She booked us for a party next year. This client cancelled a booking with us last year and asked for her retainer fee back.

Yeah, I know. I didn't have to return it. According to the contract she signed, I didn't have to. But my reasoning was, I've known this lady since the early '90s. We DJed her wedding. She's also booked me a few times for other gigs. I've DJed many a wedding, anniversary and other parties for this group over the years. So I figured... if she wants her money back, I'll cut her a company check and write it off to good customer relations. To be honest, I never expected to hear from her again.

Well, she booked us tonight for an informal birthday/anniversary party with the old gang for an upscale paycheck at the Doubletree Hotel. It's a done deal.

What Steve Miller says about these native Virginia folks and their integrity, it's all true. Take care of them and they'll take care of you. They don't ask "how much", they ask "are you available?"

In time, your cancelled client may just ring your phone one day and have a fat paycheck for you. Ya just never know.

I could not agree with you more... in your particular scenerio you are describing a long time customer that has brought business to you over and over again... they had one slip up and you choose to over look it based on the repeat business and as they say... "what goes around comes around" and in this case it was a win.

Please don't missunderstand what I typed above as being cut and dry and that I have some sort of trust issues... from experience my gut tells me when someone may be fibing.... it's not always accurate but it's a pretty good barometer to go by... and my ethics tell me what is the best solution to each situation.

Don't forget I work for a hotel and especially durring football season we get all kinds of crazy reasons for cancellation and why we should refund their deposits despite the fact we have a signed agreement that states no refunds...

Like I said it's all a judgement call... based on ones gut and past experiences....

 

[jokerswild]

One thing further... I should point out that my gut tells me that my client thought that the bride's family had contacted me already regarding the cancellation.... I also spoke with him on the phone and in no way is my gut telling me that the request is false or suspect in any way shape or form....

 

[jokerswild]

Here was the tricky part....

Had I not sent out the final payment request he might never have contacted me to tell me that it had been cancelled because he "assumed" the bride had done that...

Problem with that is his name and only his name was on the agreement so...

It would have fell on him solely if the cancellation time frame had passed.... and he would have been resposible no matter who was suppose to contact us on his behalf.

 

[Fred Wright]

Very true. It happens sometimes.

In my case, I keep in email contact with one of the old gang back home. She and her hubby were looking forward to the dance that got canceled. So I knew it was legit. They just didn't have the money to put it on... I'm guessing something came up after she booked me.

Many people live on the ragged edge of disaster. One unexpected expense pops up and they've got to reset their priorities. If it becomes a choice between a $2500.00 party and a $2500.00 car repair, guess where the priority lies.

 

[Sounds To Go]

Greets, Brother Rob.

That bites and I'm saddened to hear. But our troubles may be few when compared to those of the B&G who had to cancel their wedding. Something must've gone very wrong for that to happen.

On a side note, I just got off the phone with an old client. She booked us for a party next year. This client cancelled a booking with us last year and asked for her retainer fee back.

Yeah, I know. I didn't have to return it. According to the contract she signed, I didn't have to. But my reasoning was, I've known this lady since the early '90s. We DJed her wedding. She's also booked me a few times for other gigs. I've DJed many a wedding, anniversary and other parties for this group over the years. So I figured... if she wants her money back, I'll cut her a company check and write it off to good customer relations. To be honest, I never expected to hear from her again.

Well, she booked us tonight for an informal birthday/anniversary party with the old gang for an upscale paycheck at the Doubletree Hotel. It's a done deal.

What Steve Miller says about these native Virginia folks and their integrity, it's all true. Take care of them and they'll take care of you. They don't ask "how much", they ask "are you available?"

In time, your cancelled client may just ring your phone one day and have a fat paycheck for you. Ya just never know.

Exactly my reasoning for the scenario I listed above!

 

[Jon Tuck]

I only have one thing to add to this. If you make exceptions be prepared to be raked over the coals by a judge for not following policy to the T. I had a bride last yr who found out her fiance was cheating on her. They had bought a house together prior and life was set for them as a couple. He chose tovoid the agreement and therefore she told me that he would in fact pay me in full. This was one week from the event. I felt terrible for her but also vindictive in sticking it to this cheater. I felt great pleasure in getting full payment from this A Hole.

 

[DJFuzzy]

I only have one thing to add to this. If you make exceptions be prepared to be exonerated by a judge for not following policy to the T. I had a bride last yr who found out her fiance was cheating on her. They had bought a house together prior and life was set for them as a couple. He chose tovoid the agreement and therefore she told me that he would in fact pay me in full. This was one week from the event. I felt terrible for her but also vindictive in sticking it to this cheater. I felt great pleasure in getting full payment from this A Hole.

I don't think that this is necessarily true. I believe that a judge would also be compassionate, in certain instances, if the plaintiff chose not to collect the balance in every instance of a cancellation.

My contract states that I reserve the right to seek legal means to recover the remaining balance...it also means that I reserve the right to NOT go after it if I should choose not to.

 

[jokerswild]

I don't think that this is necessarily true. I believe that a judge would also be compassionate, in certain instances, if the plaintiff chose not to collect the balance in every instance of a cancellation.

My contract states that I reserve the right to seek legal means to recover the remaining balance...it also means that I reserve the right to NOT go after it if I should choose not to.

Ding ding ding.... we have a winner...!

The law is not as black and white as we'd like to think it is.... If I were to say not impose the final payment requirement on some one for what ever the reason... provided it wasn't because I was too lazy to ask for it.... or that I wasn't doing so as a matter of normal business despite my contract (as that would show precident)... more than likely the judge would still find in favor as long as I can prove my case.

 

[Hank Davidson]

But our troubles may be few when compared to those of the B&G who had to cancel their wedding. Something must've gone very wrong for that to happen.

There you have it. I would not want to be paid, if I didn't do the job. I get my deposit and chalk the rest up to an unfortunate loss.

Life happens.



.

 

[Sounds To Go]

There you have it. I would not want to be paid, if I didn't do the job. I get my deposit and chalk the rest up to an unfortunate loss.

Life happens.



.

LOL.... Yeah, but in the last 30 days before the event... if you had had to turn down or send away multiple other very valid prospects for that same day you might well have booked? At that time we're looking at a very real case of lost income.

Not me, sorry - I run a business, not a support group!

 

[Hank Davidson]

LOL.... Yeah, but in the last 30 days before the event... if you had had to turn down or send away multiple other very valid prospects for that same day you might well have booked? At that time we're looking at a very real case of lost income.

Not me, sorry - I run a business, not a support group!

Thank you. Your reply has made me feel even better about my practices.

However, I seriously doubt that the amount of cancellations we receive (never had one myself), will ever be enough to hurt our "business".