Destination Weddings
Knottie1451334804
member
Please help - it's 10 days before our wedding!

Basically, I've been chasing our wedding planner for an updated balance for the past 8 weeks. Today, she sent me over this email:
Hi,
Hi,
Here is the final balance attached. I have confirmed all costs with the villa, as you are meant to have 50 guests and numbers have dropped we have added the staff meals and child meal in here for you. It says on the contract you should have a minimum of 50 guests. I have attached the breakdown from the villa here for you but still all works out fine.
I sent her this email in May 2016:
I sent her this email in May 2016:
Hi xyz
This is awesome news, thank you!
I am happy to accept the quote, but what happens if we send out the invites but only 40 people are able to come? Will the cost change?
Her response:
Her response:
Hi,
Okay perfect! If your guest numbers are less you will only pay for the number of guests attending your wedding, for the reception meals. The villa hire cost will stay the same. Also so you know this villa only uses one music company as they have exclsuive use.
Where do I stand here? It's basically £2,000 extra for another 10 empty guests. I feel like she's back-peddling, but I've got the evidence that she told me that I wouldn't pay for additional meals.
They are also charging me for 50 open bars when I only have 40 guests, and for my two year old nephew.
I fly out to Italy in 6 days. I am so annoyed. My wedding planner is costing me £2,750. I'm so angry.
Thoughts please?
Where do I stand here? It's basically £2,000 extra for another 10 empty guests. I feel like she's back-peddling, but I've got the evidence that she told me that I wouldn't pay for additional meals.
They are also charging me for 50 open bars when I only have 40 guests, and for my two year old nephew.
I fly out to Italy in 6 days. I am so annoyed. My wedding planner is costing me £2,750. I'm so angry.

Thoughts please?
Re: Please help - it's 10 days before our wedding!
Is there any verbiage referencing this in your contract? Sometimes contracts have a set dollar amount you have to pay, no matter how many guests attend.
Was there a date you were supposed to have your total number turned in, and did you get her the numbers by that date?
Also, have you responded to her email to clarify yet?
(Additionally, if the "staff meal" she references above is for anyone working your wedding, they SHOULD have been worked into your total count from the beginning. Always feed your vendors!)
I've always updated her with numbers - when I received RSVPs back and when people have told me they can't attend after sending RSVPs and I've asked her to update the final balance with the number. She's never corrected me so I just presumed she was updating it as we went along, based on her previous comms.
She asked me for the final numbers 2 days ago and I gave her them the same day.
Not responded yet, this is what I've drafted:
Thanks for sending over the final balance for the villa. I have attached a couple of emails that we exchanged back in May 2016, where you told me that we would only pay for the number of guests attending the wedding. I have calculated the costs below based on the actual numbers; should I transfer the money today?
I can't even afford the extra £2000 without losing an aspect of the wedding (photographer/videographer/lighting etc)
What does your contract say? If there's any wording in there about only paying for the number of actual guests you have, you could include that in your response.
How did she reply to you ask you were giving her the updated guest counts?
I asked her because in the contract it states minimum numbers, which is why I wanted it clarified. Even if the policy had changed, as the contract had been signed and her email verified the position, surely that's enough? Or she should've told me sooner?
If she'd said "no, it's fixed", I'd have changed venue as 50 was the number of people invited, so it would never be more than that.
She initially asked for an estimated number of guests, which was used in the contract, to which I replied "Around 40-50", even in consequent emails - other than this one - she was asking if our number of guests was still "around 50" and I said yes, because it was.
I asked her to please update the balance to reflect we are having 40 guests
Her response:
Okay perfect, let me update the balance. I will also send all the info to the villa so they can confirm everything for me and send a new proposal with updated guest numbers etc.
You can try to respond to her and use that email she sent you as leverage, but you might not have much to stand on.
I don't have the invoice of course, but her latest email makes it sound like she upgraded the staff and child meals to make up the difference. You should get to choose what is upgraded.
If your understanding was that they would adjust the cost of the entire event if you didn't meet the 50-guest expectation, I would have had the contract amended to state that before signing it.