"Plans Gone Awry! How to Respond When a Guest Cancels Unexpectedly: A Seasonal Guide"

2019.12.06 published

What to Do If Someone Suddenly Cancels Their Attendance at a Wedding?

The deadline for RSVPs for a wedding is usually about a month in advance. However, circumstances such as bereavement may arise, causing someone to cancel their attendance after having initially confirmed. How should you handle such situations? Here are some response methods.

How to Handle Sudden Cancellations! Case 1: Cancellation One Month in Advance

If you receive a cancellation notice about one month before the wedding day, most arrangements can usually still be canceled. Once you get the cancellation notice, call your planner immediately to cancel the food, drinks, favors, and small gifts. Changes to the seating chart can often still be made, so don't forget to review it!

In the case of a cancellation one month in advance, you may receive a lesser amount for the monetary gift or a telegram. If you receive a monetary gift, it is best to send a thank-you gift worth about 30% to 50% of the amount received, and if you receive a telegram, express your gratitude with a phone call or letter, and give a small treat if you have the opportunity to meet.

How to Handle Sudden Cancellations! Case 2: Cancellation Two Weeks in Advance

If you receive a cancellation notice about two weeks before the wedding day, some items can be canceled, while others may not be cancelable. Check with your planner right away. In most cases, food and drinks can be canceled, but favors and small gifts may not be able to be adjusted in time. If you receive a cancellation notice, contact the wedding venue immediately.

With a cancellation two weeks in advance, there may not be enough time to change the seating chart. You should focus on reducing the number of seats instead of reprinting the seating chart. It's helpful to inform friends sitting at the same table in advance that they should not worry about the seating chart, even if it lists someone who will not be attending.

For monetary gifts or telegrams, respond similarly as with the one-month notice, sending a thank-you gift worth about 30% to 50% of the original amount.

How to Handle Sudden Cancellations! Case 3: Cancellation 3 Days to the Wedding Day

Cancellations made just three days before or on the wedding day usually mean that most arrangements cannot be canceled in time. Consult your planner and cancel anything that can be adjusted.

Since food has already been arranged, it can be offered to other guests. If guests at the same table know the situation, or if there are children who may not have enough food, it’s polite to explain the situation and offer them the food. Of course, it’s fine not to serve it if that feels more appropriate.

If you receive a cancellation notice after the cancellation window for favors has closed and you receive a monetary gift, consider mailing the favors that were originally planned instead of sending a thank-you gift.

It's Understandable for Guests to Cancel; Respond Quickly to Cancellations!

It is only natural for guests to need to cancel for unavoidable reasons. While it can be disappointing, it's important to shift your mindset and respond promptly.

Cancellations often happen during the final stages of wedding preparations, which can be hectic. Make sure to handle them properly!