COVID 19: what to remember when postponing weddings in order to protect your business

As a result of the coronavirus pandemic, sadly there are many couples that need to reschedule their special day. However, the good news is that chances are, they still want to get married! It is crucial to do everything you can to work with your couples to postpone, instead of cancelling. Whilst still not convenient for either parties, this will protect your revenue and cash flow. 


Bridebook are in a fortunate position to have a view on both sides of handling postponements; our UK Wedding Venues Slack group has over 700 active members and our Facebook group is 7000 couples strong! Hamish Shephard, Founder of Bridebook & Hedsor House, has put together some advice to consider when postponing weddings, in order to protect your business.

Think about how many weddings you are doing a year

If it is only a small handful, then hopefully moving these weddings won’t be too difficult and you can accommodate them. However, if you are doing a larger number (more than 40-50 per year) and weddings are a core / the core part of your business, it becomes paramount to focus on protecting your business as a top priority.

Work out the financial impact postponements will have on your business

Think about how both the best and worst case scenarios will impact your business model. You  must be extremely aware of the financial impacts that could be coming your way. It has been alarming to see some venues being overly generous (as lovely as that is!) and allowing couples to reschedule their wedding to any day in the future, even their peak summer 2021 dates. 

This is extremely dangerous, as you are essentially ‘giving away’ your prime dates for next year at no extra cost, which will create a significant cash flow issue. You would usually be getting double this revenue, as you would sell those dates easily. Be very cautious of this and study your financial model carefully.

When should you be moving weddings to?

We highly recommend trying your best to not move your couples further than a year out from now.  For example, if we take September 2020 as the very earliest to be pushing weddings back to, you can then offer couples an 8 month window between September 2020 and March / April 2021 to reschedule their wedding in. Hopefully, you will likely have more flexibility with available dates during this time frame, too. This time period allows you to keep all wedding bookings within a year and therefore, help manage your cash flow.

If you allow postponements beyond March, you will be treading into dates you usually have no problems booking / busier dates for your venue. You must be very cautious of protecting your business here. Whilst it may make discussions with couples much easier to allow them to re-book their wedding whenever they wish, your number one priority to your team, your suppliers and indeed, your couples, is to ensure your business is protected and still standing in a year’s time.

Be hyper aware of wedding insurance policies

Discussions on our UK Wedding Venues Slack group and Facebook group for couples are showing that wedding insurers are not being hugely reliable, and are acting defensively. Understandably, this has been a huge shock for their businesses as well, however it is very important you are aware of the situation surrounding insurance. 

Wedding insurers’ first reaction has been trying to push the weight back onto the venues, rather than allowing claims or payouts. We have seen challenges coming from all 4 main wedding insurers in the UK – the most popular one has even taken down their website! There is a huge amount of doubt over whether insurers will actually pay out, therefore you must tread with caution and not rely on the fact that your couples have insurance.

If a couple have wedding insurance, there are very different liabilities to their wedding if it has been affected due to a government shutdown, or due to your or their choice to postpone / cancel. There are two possible implications: 

  1. If you are cancelling / postponing their wedding due to the current circumstances, the liability could fall solely on you. You must know your contract. 
  2. If you have to move their wedding in the next few weeks due to the government shutdown, the situation is very different, as you have been forced to close by the government.

Sadly, it is highly likely that even if the insurer does have to pay out to your couple, they will ask them to see your contract. They will be looking to find holes in the contract, to see if the payout can fall on yourself, before they even pay out to the couple. The insurance companies are under a huge amount of strain in this climate, so will be looking to find loopholes in your contract – please ensure you review them thoroughly.

What is the best possible scenario?

The ideal situation for all venues at this time is for couples to happily agree to postpone their wedding to a date that suits them, and protects your business. The way a postponement should work, ideally, is that the couple agrees to ‘cancel’ their wedding and you are able to re-issue their existing contract as a new booking, but with a new agreed date. All that is changing in their new contract is the date, do make sure not to change anything else. Again, this is not something you HAVE to offer your couples, but it is the best possible scenario for both sides.

Communicate clearly with your couples, with empathy

This is a hugely emotional time for couples having to postpone their wedding, so don’t forget to simply talk to them. Show them you’re still committed to giving them their dream wedding day, and that their best shot at getting this is moving the wedding to a mutually agreeable new date. Do let them know that you are working together with them, but that you are a business too and must protect it. 

If couples are still holding onto their original date and you feel its best for them to postpone, we highly recommend discussing the fact that even if weddings return to semi-normal in the coming weeks, there will still be other implications to affect their perfect day. For example, elderly guests and those coming from abroad may not make it, their honeymoon may be affected and registrars may still be limiting numbers of people in a ceremony.

This truly is the toughest few weeks we have ever faced in this industry. Once again, KEEP GOING! There is light at the end of the tunnel and we will get there by supporting each other. Bridebook are here to help as much as we can, so keep an eye on the UK Wedding Venues Slack group for further supportive content.

COVID-19: Fun activities to help you enjoy quarantine – Part 3

While times are tough and work stressful, it’s more important than ever to try and be positive, find effective ways to switch off and give your mind a break. Bridebook have put together a series of fun activities to give you some inspiration for your downtime – following on from part 1 and part 2, here are our recommendations for this week… 

1. Learn a Language

With easy to access online courses there’s no reason why you can’t use your free time to learn a new language. Brush up on your skills and maybe by the end of isolation you’ll be able to put them into practice! Our favourite is Duolingo – not only is it free but it makes learning a language fun!

2. Brush up on your Painting

Whether or not you think you’re the next Picasso, art can be incredibly therapeutic and a very effective way to distract your mind from work. Buy some paints and try your hand at a still life, sketch the view from your window, sit around the table with your family and draw the person opposite you, buy a Paint by Numbers… Have a go – you’ll be surprised at how quickly time flies!

3. Play a Game

Sometimes nothing beats a good old board game. Dust off the scrabble board, dig out the chess set, shake up the Boggle letters and get your household round the table for some quality time. As well as the classics, our current favourites are Articulate! and Chameleon – now’s a great time to invest in some new board games and keep the whole family entertained.

4. Compete in a Pub Quiz

Don’t let that general knowledge go to waste and join in with a pub quiz from the comfort of your sofa. Why not get the household together and do it as a team? Try the Big Drop Living Room Pub Quiz on Tuesday evenings at 7.30pm!

These are just a few ideas to try and bring some lightness to your day. For more ideas take a look at part 1 and part 2 of our series! If you have any other ideas we’d love for you to share them – you can join the UK Wedding Venue Slack group here where there’s a #feel-good-fun channel for all things positive. And of course if you have any questions at all or need any help then please do reach out to anyone in the Bridebook team. 

COVID-19: 9 productivity hacks to help you and your wedding venue team work effectively remotely

In an industry centred around first impressions and showrounds, working from home is likely to be a big change for all wedding venue teams. Bridebook have put together 9 productivity hacks to help you and your team tackle remote working as effectively as possible – you might even find yourself still using these when things go back to normal!

1. Communication is Key

Regular and consistent communication is essential to maintaining effective remote working as a team, and it doesn’t need to be any more difficult now you’re not sharing an office. Ideally bookend the day with a structured team catchup and then communicate updates more informally in between. These are our top tools for communicating online:

Slack 

  • A messaging and desktop app which makes team communication easy;
  • Create channels and topics to organise the conversations and facilitate both key discussions and informal chats.
  • Download Slack here

Zoom

  • Video conferencing tool easy to use with teams of all sizes;
  • Makes meetings more accessible – only one person needs to download it, everyone else can jump in from their phone, desktop or tablet;
  • Screen sharing allows for collaboration during meetings.
  • Signup for Zoom here

Google Hangouts Meet 

  • Another easy to use tool for video meetings, ideal for smaller teams;
  • Just set up a meeting in your calendar and share a link.
  • Get started with Google Hangouts Meet here

2. Prioritise Tasks Daily

Each morning set out your key priorities and communicate those with your team in a daily standup meeting. Setting clear expectations, accountability and deadlines will give everyone focus for the day ahead. You can then create a schedule of tasks, allocating time for deep focus where necessary. A debrief at the end of the day is an effective way to ensure everyone is keeping on track.

3. Work Environment

The right setup is essential for productivity and well worth putting time into. Can you work comfortably? Is there any equipment that would support you better, such as a monitor or noise cancelling headset? Can you work free of distractions? Sharing a house with others working from home can be an additional challenge, so if this is the case try to set some ground rules and expectations from the start. We found this helpful tool to manage multiple workspaces in the home:

Work From Home Scheduler

  • A household resource management app enabling you to work productively with everyone under one roof.
  • Download the app here

And if you have little ones, we’ve written a whole other article on how to work remotely with children.

4. Stick to Work Hours

When you work from home it can be difficult to switch off and before you know it you’ve worked through to bedtime. Try to stick to your usual hours where possible – this is much more sustainable and will avoid burnout, enabling you to maintain levels of productivity and good for your mental wellbeing!

5. Take breaks

Especially if you work on a laptop or computer, regular breaks will give your eyes a rest, avoid unnecessary headaches and reignite motivation. Think about your usual work structure in your venue – How can you ensure to keep those mental breaks and breathers? Why not set daily alarms? And be sure to make the most of your daily allocated outdoor exercise time if you can – the fresh air will clear your head like nothing else!

6. Limit Social Media

While it’s great to stay connected with others, social media can be the detriment of your productivity. Try to limit this distraction by removing any browser shortcuts, logging out of accounts and, if you must scroll, keeping it strictly to break times.

7. Bridebook Tools

Bridebook has been built to help support you effectively run your business. Use the enquiries manager to keep track of the progress of your enquiries and analytics to see which areas could do with some TLC. Now’s the perfect time to ensure you’re maximising your business potential.

8. Look Ahead

Day-to-day work has no doubt changed completely in the last couple of weeks. While the near future is uncertain, try to find opportunities to look ahead and maybe even start setting those 2021 goals. Could you make improvements to your team management? How’s your marketing strategy? Are your platforms up to date with your best photos? This will be over at some point, so put yourself in the best position possible for when it is.

9. Work out what works for you!

Try to be patient in finding your best way of working, and be open-minded too. Last week may not have been productive, but it doesn’t mean this one can’t be. Think about what’s working well and what’s not and make adjustments. 

These are just a few thoughts on how to maintain productivity in a home setting, and who knows, you may even find some aspects of work benefit from this remote approach. For further support on how to work from home as a team, have a look at our 5 top tips here. Of course if you have any questions at all or need any help then please do reach out to anyone in the Bridebook team. You can also join the UK Wedding Venue Slack group here to chat with others who are in the same boat, and if you have any thoughts or tips yourself then please do share – we are in this together!

COVID-19: 9 tips for wedding professionals on how to work remotely with children

In this unprecedented and ever-evolving situation, one thing we can likely count on is that we’ll all be working from home for the weeks ahead. While this is a big change for everyone in our industry, having the added responsibility of looking after children will no doubt bring further challenges (and frustration).

Bridebook have put together 9 top tips for everyone working remotely with children. Use them to help you navigate the time ahead and find your new normal together as a family.

1. Set Up Your Work Space

Create a designated space for your work and another for your children’s school work, and set boundaries. This will not only enable you to keep better organised and free of distractions, but will mentally help you to get into the zone when you need to and step out of it at the end of the day. If you’re able to designate a room, then a closed door indicating focus time could make a real difference to interruptions.

2. Start Early

If you can, wake up an hour or two before your little ones are out of bed and use this time to set yourself up for the day. Plan, prioritise your tasks and set clear goals each morning. Anything you can get done first thing will give you the time to give them your undivided attention later on with a little less pressure.

3. Routine as Usual

Even with school closed, keep the routine where possible. If you don’t have a lesson plan from teachers then build your own. There are endless resources online to support – why not try a 30 day free trial of homeschoolPlanet – or get creative, draw up a chart and stick it to the fridge. Involve your children in this process so they feel like part of the plan – collaboration is key. With a structure in place, align your work around theirs – this will allow you to block out and allocate your time effectively and ultimately be more productive.

4. Include Frequent Breaks

Include short breaks between each task in the home school schedule, and where possible join in with these. Dividing time up this way will be great for productivity for both you and your children and will enable you to regularly engage throughout the day between periods of focus.

5. Get Active

Whether outside or indoors, make it a priority to get some movement in at least once every day. Essential to both physical and mental wellbeing, this will make a huge difference to the whole family and hopefully stop energy levels from getting out of control. Why not try PE with Joe Wicks on Youtube – people are loving it!

6. Extracurricular Activities

As with keeping to the usual routine as much as possible, if your children can carry on with any other regular activities, such as music lessons or ballet classes, check online to see if these are being offered. If not, why not create your own – get them more involved in cooking dinner or run a zero-effort art class with the help of paint by numbers.

7. Sharing is Caring

If you have someone to share the responsibilities with then make the most of that. Rotating between time with each partner, alone time and family time all together will help you break the day into blocks and allocate work time accordingly.

8. Be Flexible

In this challenging and uncertain time, perhaps most important is to stay open-minded. Be flexible with your children and with yourself – some things may have to slip, and that’s ok. This is about finding the new normal all together.

9. Connect with Other Parents

Being connected with others in the same situation can be hugely valuable and comforting. Perhaps someone can suggest a great online lesson plan or a fun breaktime activity, or maybe you have a top tip to share? The UK Wedding Venues Slack group, which you can join here, is a great starting point if you want to reach out and find others in the same boat.

We hope that these 9 top tips will help you and your families manage these challenging times. For more advice on remote working, have a read of our top productivity hacks here. As ever, Bridebook is here to support you to the very best of our abilities, so do reach out if you want to chat to a member of the team. The UK Wedding Venues Slack group is a hugely valuable source support with over 700 members, which you can join here. We will get through this, together.

COVID-19: Fun activities to help you enjoy quarantine – Part 1

While times are tough and work stressful, it’s more important than ever to try and be positive, find effective ways to switch off and give your mind a break. Bridebook have put together a series of fun activities to give you some inspiration for your downtime – here are our recommendations for this week… 

1. Throw a Party

Isolation doesn’t have to mean no more socialising. Video conferencing apps are making it easier than ever to connect with the people you care about. While Zoom is one of our favourites for work, we love the House Party app for our social lives – free to download for both Android and iOS –  for ‘meeting’ with friends and family. It even enables you to play games together!

2. Cook up a storm

With stocks limited, this is a great chance to get creative with store cupboard ingredients. There’s plenty of inspiration online and recipes all across social media – just check out trending hashtags for creative ideas #quarantinekitchen. Jamie Oliver has even managed to quickly turn around a new tv series: Keep Cooking and Carry On which started on Monday 23rd March on Channel 4!

3. Watch a film

With Netflix, NowTv, AmazonPrime and more there is certainly no shortage of tv series or films to watch. For something a bit different, The International Documentary Film Festival has made 300 documentaries available online free of charge – have a browse here!

4. A Night at the Opera

Want some culture? Get a 30 day free trial of Marquee TV to watch acclaimed productions form The Royal Opera House, The Bolshoi, Teatro Real, Royal Shakespeare Company, Opera Zurich and more!

These are just a few ideas to try and bring some lightness to your day – watch out for part 2 and part 3 of our series for more activities! If you have any other ideas we’d love for you to share them – you can join the UK Wedding Venue Slack group here where there’s a #feel-good-fun channel for all things positive. And of course if you have any questions at all or need any help then please do reach out to anyone in the Bridebook team.

COVID-19: Fun activities to help you enjoy quarantine – Part 2

While times are tough and work stressful, it’s more important than ever to try and be positive, find effective ways to switch off and give your mind a break. Bridebook have put together a series of fun activities to give you some inspiration for your downtime – following on from part 1, here are our recommendations for this week… 

1. Get Growing

A good thing about these days in quarantine is that we’re becoming much more aware of our consumption. With all this time at home, now is the perfect opportunity to start growing what you eat. Whether you have a garden to grow vegetables or a windowsill to plant herbs, there’s an option for everyone. This is something too that will continue to give back.

2. Visit a Museum

See world-class art (minus the queues and ticket prices!) with an online tour of these famous museums and galleries:

3. Join a Class

Keeping active during this time is super important for your mental wellbeing, but doing the same thing everyday will get boring. Why not try something new and join a class online! There are tonnes of options – these are some of ours faves:

  • Glo are offering free yoga and pilates
  • Follow @barrysuk on Instagram and join live daily fitness classes
  • And one for all the family is PE with Joe Wicks on Youtube

These are just a few ideas to try and bring some lightness to your day – take a look at part 1 of our series and watch out for part 3 for more activities! If you have any other ideas we’d love for you to share them – you can join the UK Wedding Venue Slack group here where there’s a #feel-good-fun channel for all things positive. And of course if you have any questions at all or need any help then please do reach out to anyone in the Bridebook team.

COVID 19: 5 tips for wedding venue teams working remotely

The UK is now in lockdown, which means we must work from home if we can. It is crucial to not let remote working affect your efficiency, team relationships or your physical and mental wellbeing. We have outlined 5 ‘best practices’ for effective and healthy remote working below.

1. Get set up on Slack (or similar)

Slack is an incredibly easy online team communication platform, designed to ease crowded inboxes and boost productive team work. You can get your team set up in a matter of minutes, for free. Slack allows you to create different topic channels, to support streamlined business management (we couldn’t live without it at Bridebook HQ!). 


To emphasise just how easy and effective Slack is, take a look at (and join) the UK Wedding Venues group we created recently. It is busy with 600+ members, all working from home, having invaluable discussions and supporting each other through these times.

2. Regular virtual check-ins with the team

Keeping up face to face (or screen to screen…) social communication is crucial to effective remote working. Ensure you are regularly checking in with your team, just as you usually would during the day. You could simply use FaceTime / Whatsapp video calls on your phone, or use a video conferencing platform such as Zoom / Google Hangouts on your computers.

Here at Bridebook HQ, we are having full team and freelancers virtual check-in at the end of every day, to ensure we stay connected with each other – as you can see below!

remote-working-team

3.  Keep the positivity & morale high

It’s important to keep track of the positive things still happening around the world and in our daily lives. If your team is using a remote communication platform such as Slack, start a ‘positivity’ channel, where you can post things that lift each other’s spirits. If you don’t use Slack, you can simply use email, or perhaps make a Whatsapp group!

For example, we loved reading about these 10 Positive Updates on the Covid-19 Outbreak on the Good News Network. We are also sharing regular positive and fun posts in the ‘feel-good-fun’ channel of our UK Wedding Venues Slack group.

4. Declutter your workspace

Put the time into ensuring your home work space is a pleasing one – a tidy desk is a tidy mind. We will likely be away from our usual workplaces for some time, so we’d encourage you to do an online order for the items you need for an efficient home work space (e.g. laptop stand, keyboard, desk chair).

PS. If you are struggling with back aches after sitting at a dining table instead of your desk, we highly recommend purchasing a laptop stand, back support and/or orthopedic chair!

5. When work ends, close the computer

At the end of the day, close the laptop in order to maintain a healthy separation between work hours and your free time (we’re all guilty of it). This may be particularly difficult during these turbulent times, especially if your home doubles as your place of work! So instead, simply try and be aware of when you will be finishing your daily work tasks, and give your mind the time to relax.

We hope these best practices will help you and your team get through this unfamiliar period a little more smoothly. To further support you through this time, take a look at our 6 ways to look after your and your team’s mental health through lockdown. As always, please feel free to reach out to anyone in the Bridebook team if you have any questions. Stay strong!

COVID-19: 6 ways wedding professionals can look after their mental health and wellbeing during coronavirus

The evolving situation with COVID-19 is undoubtedly a highly stressful and uncertain time for everyone in the wedding industry. With the added unfamiliarity of isolation and working from home, it is more important than ever to remember to look after the mental health and wellbeing of our colleagues, friends, family and of course, our own!

Bridebook have put together 6 top tips for everyone working remotely, isolating or just finding the situation a bit difficult. We hope they help you and your team keep clear-minded and positive during these tough times. 

1. Keep your body active, and mind calm.

It is well-known that keeping physically active is crucial for mental wellbeing, particularly now more than ever. Many brilliant gyms are live-streaming free online workouts you can join throughout the day, such as Barry’s Bootcamp, 1Rebel & F45. If you prefer a lower impact workout, there are many brilliant online yoga or pilates classes available (we love Yoga with Adrienne). Starting and/or ending your day with some meditation or mindfulness is a brilliant way to de-stress, re-centre and clear your mind. Apps such as Headspace & Calm are excellent (free!) guided meditations. Give it a try and within a few days, you’ll notice the difference.

2. Get some fresh air when you can

As of 23rd March, we are only allowed out of the house for exercise once a day. It is vital to make the absolute most of this time; fresh air is key to mental well-being and helps reset a frantic mind. Our recommendations on how to use this time are:

  • Before work, instead of the morning commute, take a brisk walk / run round the block.
  • If you have an outdoor space at home, simply have your morning coffee in the garden.  
  • During the lunch break, walk the dog (if you have one) or take a stroll on your own or with the kids. Leisurely outdoor walks help to ‘clear the cobwebs’ and reduce any stress or anxiety you may have.

3. Relax and de-stress after work

Now more than ever, you must remember to look after yourself. Whether this is indulging in self-care with a face mask and a hot bath, or just sitting down for an uninterrupted dinner with your loved ones, don’t de-prioritise it. 

Use these extra hours after work to give time to your hobbies, whatever they may be. From painting, gardening, playing with a pet, playing an instrument…do whatever keeps a smile on your face.

4. Put some music on and have a boogie!

Many people are keeping spirits high during isolation by simply putting some good music on and dancing it out. Whilst this may sound like nonsense, research shows that dancing actually improves brain function and boosts memory! It also makes us happy, releasing more serotonin levels into our body. 

Music streaming services such as Spotify and Youtube also have hundreds of ‘productivity work playlists’ available, if music helps you focus whilst you work.

5. Keep a routine

One of the biggest pieces of advice during this lockdown period is to structure your days. Try and keep your morning and bedtime routine as close to normal as possible, to ensure your body and mind remain in sync and as efficient as possible. If you find you have more ‘downtime’ than usual, make a list of all the things you have been putting off that you can get round to now. We will be sharing some more information about being productive in quarantine soon!

6. Cocktail hours & Netflix parties!

Why not introduce a fun activity like end of day / week  ‘cocktail hours’ for your team! Everyone makes their favourite cocktails and has a good ol’ chinwag on a video call. A great way to end the day and stay connected with your colleagues / friends. You could also join over 1,000,000 people and have a Netflix party. Link up with the team and host long distance movie nights and even TV watching parties. A team bonding activity ideal for a weekday evening.

We hope that these top tips will help you and your team balance your mental and physical well-being through these strange times.
For more activity ideas, take a look at our fun things to do in quarantine series. As ever, Bridebook is here to support you to the very best of our abilities, so do reach out if you want to chat to a member of the team. The UK Wedding Venues Slack group is a hugely valuable source of community and support, with nearly 700 active members, which you can join here. We will get through this, together.

Covid 19 Wedding Advice For Couples

Hamish Shephard, CEO of Bridebook and owner of Hedsor House shares his Covid-19 advice for couples with weddings in March, April & May 2020.

Dear couples,

With the news from the government solidifying the ‘stay at home’ message, I know that you are concerned about what this means for your weddings in the coming days, weeks, and months.

Below we have outlined our advice based on the information that we currently have, based on feedback from couples, venues, other industry profiles, insurance companies, legal advice, and government recommendations. Of course, there will be nuances, and this will not apply to every single couple. Nonetheless, we hope that it is helpful for a large number of couples planning weddings in the coming months.

We know that the situation is far from ideal, but remember that one day it will be over, and you WILL get married to your partner in a wedding filled with love. However, at this time, we all need to be realistic, understanding and flexible.

Remember, also, that your venue and suppliers are going through an extremely stressful time too, trying to protect their livelihoods, while ensuring they do what is right for their couples. It is a time for all of us to come together and be understanding of a very difficult situation for everyone.


If your wedding date is in the next few months (March – May):

Our strong recommendation is that you should work with your venue and suppliers to postpone your wedding as soon as possible. This is the right decision on the basis of public health, your financial interest, and for the overall success of your wedding. If your wedding is scheduled any time between now and the end of May, your wedding will certainly be affected and may not be able to go ahead at all. Making postponement arrangements now with your venue will put you in the best position to find a date that works for you, and keep most of the plans and financial commitments that you already have in place. Priority no.1 is to talk through your options with your wedding insurer, if you have cover.

We next suggest you speak to your venue to discuss alternative date options, and then discuss with your partner and key guests which dates work best for everyone. Keep an open mind with off-peak seasons and non-Saturday wedding dates, as they will undoubtedly become desirable for the many couples rescheduling their weddings. Venues typically have greater availability in Autumn and Winter, and the industry as a whole already sees a trend for couples booking Thursday, Friday and Sunday weddings. These dates are going to be the solutions for many couples, and you should start considering them now.

It is important to recognise that your venue is likely having an extremely stressful time too. They are likely a small team, dealing with a huge amount of change and many very anxious customers. They will be doing their best handling these unprecedented challenges, which significantly threaten their livelihoods, so work with them and give them your support. They likely need support at this very tough time as much as you do.

If you are still considering going ahead with your wedding, please remember that the risk of losing your deposit or other financial commitments will be greater if you don’t make plans to rearrange your wedding date. Given that the government have now stopped public gatherings, your wedding will likely need to be cancelled or affected in a drastic way and it is not always clear who will be financially responsible for these cancellations. Since these are unprecedented times and there are so many unknowns, we suggest acting now rather than waiting with fingers crossed. There is a very real possibility that your wedding will not be able to go ahead as planned, and the costs may not be covered by your or the venue’s insurance policy.


If your wedding is planned for the Summer (Jun-Aug):

While your wedding may not be in immediate jeopardy, it has the potential to be disrupted, especially if you have overseas or elderly/vulnerable guests. Making a contingency plan now will give you the greatest opportunity to control the outcome and costs, and find a wedding date that works for you without the ongoing stress and anxiety of a potential cancellation or disruption. We recommend starting to have conversations with your partner now about alternatives that will work for you including the possibility of postponing your wedding or contingency plans if some guests are unable to attend. You don’t need to make any immediate decisions right now, but you should be having the relevant conversations. Remember to be patient with your venues and suppliers, as they are having to shuffle weddings that are supposed to take place in the coming weeks too.


If your wedding is in September 2020 or beyond:

Our advice at the moment is to keep monitoring the situation closely. Keep an eye on the latest information and consider thinking about basic contingency plans, should you need them. At the moment, we are hopeful that September weddings and beyond will go ahead as planned, but of course we need to monitor the situation closely.

Once again, I want to express my utmost sympathy with all of you going through this incredibly tough situation. Now is the time for you and your partner to stick together closer than ever and Bridebook will be there to support you too. Remember, this will be over and your big day will come.

Best wishes and keep safe,

Hamish

Here at Bridebook, we believe strongly in the power of community during times like these, so we have set up a Facebook group for anyone involved in planning a wedding. Join here for some practical tips from our team of experts, as well as friendly support from others in a similar situation.

Do’s and dont’s of coronavirus for wedding venues

There is no doubt that COVID-19 will affect the wedding industry – and it already is. All of us at Bridebook HQ are pulling together to do our utmost to support you, our venues. With this in mind, we have put together a few ‘do’s & don’ts’ of COVID-19 that should be at the forefront of your mind through these turbulent times. 

The Do’s

Communicate with your couples proactively, and with empathy.

Don’t wait for your couples to contact you with concern – proactively reaching out to them with reassurance will put you in a much better position. At this stage, you may have communicated with all your imminent couples, but do consider reaching out to your late Summer / Autumn couples as well – they will likely be concerned and needing reassurance too.

Be careful and mindful when handling postponements.

Where possible, try and keep any rescheduled weddings in 2020, so as not to impact 2021 finances. If you have to move bookings into 2021- aim for the low season. 

Don’t block your high earning dates that you would easily sell anyway – rescheduling to March 2021 is much better than August 2021. Additionally, be very vigilant with discussing insurance cover with each couple. We will be sharing much more on handling postponements soon.

Prepare for effective remote working.

We have all been encouraged to work from home where possible now, and it may last a while. It is crucial to not let this affect your efficiency, team well-being or new business. We recommend getting your team set up on Slack, a super easy online team communication platform, and using an online video conferencing for your meetings, such as Zoom or Google Hangouts. We will be sharing further advice on this topic soon!

The Don’ts

Don’t panic.

Try to remember, this shall pass. The only way to get through this is to act with a calm mind and well thought out actions. Don’t panic your couples or team unnecessarily – ensure you always communicate with clarity and empathy. Try not to let this issue become all-consuming either; find something to make you, your team and your couples smile as often as you can!

Don’t let your wedding marketing fall behind!

Sadly, many venues may lose revenue during the next few months, so continuing to secure new business is crucial. Over the past 2 weeks, Bridebook has seen a year on year increase of 49.45% in enquiry volume across the site. The positive news is that couples are still getting engaged and the new business IS still out there – be it 2021, 2022 or late availability enquiries from those who cancelled destination weddings. 

Therefore, make sure you are keeping your Bridebook profile, social media channels & website regularly updated and looking beautiful! We also highly recommend having a video tour of your venue on offer – it doesn’t need to be professional at this stage, but it’ll allow couples to see why your venue is special if they can’t come for a showround.

Don’t forget to support each other.

Now, more than ever, we need to come together as a community and lift each other up. Bridebook have created a UK Wedding Venues Slack group to give venues the opportunity to discuss the evolving situation & support fellow wedding professionals. To join the nearly 800 members, simply click HERE or get in touch with the Bridebook team. 

Once again, all of us here at Bridebook HQ want to reiterate that we are here to support you to the best of our abilities. We will be actively communicating and sharing valuable content on the Slack group, as well as keeping tabs on Government updates. This is challenging, uncharted territory for all of us, but by educating ourselves, thinking rationally and supporting each other – we will get through this together.

How Will Coronavirus Affect My Wedding? A 7 Step Guide to Dealing with the Outbreak.

At Bridebook, our mission is to make it easier for everyone to plan their weddings.  However, if you are getting married in the coming weeks and months, we understand that you have concerns about how the coronavirus (COVID-19) pandemic could affect your wedding day.  We’d like to help you navigate this tough time by providing a wedding-specific checklist to help you manage your wedding plans and any adjustments that you may need to make.

We also believe strongly in the power of community during times like these, so we have set up a Facebook group for anyone involved in planning a wedding. Join here for some practical tips from our team of experts, as well as friendly support from others in a similar situation.

1. Keep your loved ones safe

Wedding guests celebrating and clapping for the wedding couple

First and foremost, your number one priority should always be keeping you and your guests safe, especially those who are at a high risk (elderly people and those with underlying health conditions).  As weddings are often a gathering of generations including parents and grandparents, try to be understanding if your loved ones are not able to attend your wedding. There’s no doubt that you and your guests will be frustrated, but remember that it is possible to celebrate your wedding from afar.  

It also goes without saying that you should look to official sources (government, WHO, etc.) for specific guidance on what measures you and your wedding guests should take regarding gatherings, travel and social distancing.  These recommendations are changing regularly and may affect your wedding in different ways, so it’s important to stay up-to-date with official sources.

Bridebook tip: Continue to check the government and other official sources to keep up to date with what guidance is in place.

Bridebook tip: Start thinking about ways to allow guests to participate in your wedding from afar. Consider live-streaming or recording some of your event if you are in a situation where the wedding can go ahead, but not everyone can attend. Ask if your venue has these capabilities or look at other DIY options, such as Facebook Live, Skype, or Zoom.

2. Talk to your wedding venue and suppliers

Woman holding phone to contact her wedding suppliers

The wedding industry is facing a very difficult and stressful time ahead to maintain their businesses. We know that they are hugely sympathetic to you all. Industry professionals care passionately about making couples’ days special and go to extraordinary lengths to do so. They are now facing a whole new challenge to balance this, while considering the short, mid and long term impacts on their business and livelihoods.

While the government only has suggested guidelines in place rather than official closure, you may find that there is little they can do that’s outside of what is covered in the contract. Your best bet is to ask them what their policy is at the moment, but be appreciative of the fact that they have no more information than you and will likely be responding on a day-by-day basis, depending on what new information is provided.

Bridebook tip: Check in with your venue and suppliers, but be understanding that they are just as concerned as you about the situation.  They’ll likely have different policies in place so you’ll need to understand how your specific providers are managing these challenging circumstances.

3. Check your wedding insurance

Two people planning their wedding over a laptop

If you have wedding insurance, check what you are covered for and under what circumstances.  We understand that coverage varies across different insurance providers, so you’ll need to understand specifically what your policy entails regarding cancellations and postponements.  Once you get in touch with your policy provider, share the details with your venue and suppliers where possible.

Bridebook tip: Ask the following questions to your insurance provider where relevant:

a) If we ourselves have to self isolate, will you cover our wedding being postponed?

b) One of our parents/grandparents could fall into a category that is forced to self isolate (age, health conditions). If this scenario were to arise, would we be covered to postpone our wedding?

c) Our Best Man / Maid of Honour lives overseas and is banned from travelling – will a postponement be covered?

d) We have planned for 140 guests. Would you cover a postponement if the government officially limits gatherings to under 100, 50 or 10?

e) What is your policy based on the government’s current advice? If the wedding is formally banned under any future government ruling, will you cover the cost of postponement?

f) If the wedding is unable to go ahead but I am offered an alternative date which would usually be cheaper (e.g. off peak), will you cover the cost differential?

4. Understand the travel guidelines for guests and your honeymoon

Wedding couple sitting on a log at the beach

Living, as we do, in a globally connected world, many weddings have guests from all over the world. Check to see if guests from other countries can make it, but plan with the expectation that they may not be able to travel.  This may affect your guest transport and accommodation providers, so you should familiarise yourself with their policies if guests are unable to attend. Be aware that travel restrictions are changing daily, which may mean some people do not feel comfortable travelling at the moment.

Similarly, your honeymoon may be affected by travel restrictions.  You should check what travel restrictions are in place for your honeymoon destination, whether it is within the UK or abroad.  Check with your honeymoon transport and accommodation providers to see what policies are in place in the event of a cancellation or postponement.  Additionally, if you have purchased travel insurance you should contact your policy providers to understand your coverage.

Bridebook tip: Check the FCO pages about travel guidelines here.  

5. Discuss contingency plans with your partner

Couple holding hands while looking at a lake

With the situation changing on a daily basis, you may need to make contingency plans for your wedding.  While there may still be some unknowns, it is good to have a think about the different scenarios and what you would do in each case. Talk to your partner and see what they feel about these plans too.

Remember that the purpose of getting married is to bring your and your partner together, and during this time you’ll need to make decisions together and rely on each other for support.  Your wedding plans may get interrupted and altered which will be very frustrating, but you’ll get through these challenges together.

Bridebook tip: Discuss potential plans with your partner, so that you know what is important to both of you. Start with the following 4 questions:

a) If necessary, would you want to get legally married at the earliest opportunity but postpone the party? Or would you rather postpone both?

b) Who would need to be able to attend for you to be happy for the wedding to go ahead?

c) If we need to postpone the wedding, what would you rather do? Postpone for a short time (and use an off-peak season or weekday) or push back further to keep the plans as similar as possible?

d) What should we do about the honeymoon? Would you prefer to postpone it or change location (if possible)?

Bridebook tip: Prepare for potential changes to the event itself. Start by asking yourself these three questions:

a) What would we do if we need to reduce numbers to meet future government guidelines? How would we go about it? Use the Bridebook guest info collector in the guest list tool to collect email addresses. Just add five guests to the list and the feature will pop up.

b) How can we still make those not present part of the celebration? Can we arrange for someone to live-stream or record the ceremony?

c) What if a supplier has to pull out at the last minute? Do we have relatives or friends who can capture photos or videos for you, bake a cake, or create an amazing playlist? What really matters for the day?

6. Update your guests

Woman typing on a laptop while sitting on a bed

Whatever tools you are using to communicate to your guests (wedding website, email, paper), keep them informed about any changes in wedding plans that may affect them.  Also, let them know how best to contact you if their RSVP status changes.

Bridebook tip: Communicate with your guests as early as possible, and let them know how to communicate with you.  

7. Join our Bridebook community group on Facebook

We know that this is a stressful time for everyone planning a wedding at the moment, so we have created a Facebook group for all couples to join. We hope we can all help each other with practical tips, as well as find and connect with other people in similar situations. You are not alone!

Bridebook tip: Join the Facebook group today and find some comfort and support in these tough times.

Finally

We hope that you found this article useful and we look forward to seeing you in the Facebook group, so that we can offer more support in the coming weeks.

Stay strong, keep safe, and know that this will all be over at some point. In the meantime, we hope that Bridebook can be a source of support for you.

Finally, give us a follow on Instagram if you would like some funny/cute/inspirational distraction from the news.

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