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Venue advice

EvairaEvaira member
First Comment
in Wedding Woes
A little background to my situation: 
I have been trying to get in touch with my venue for over 6 weeks after they let it slip about a policy change that will alter my rental agreement. I called initially to set up a time to visit the site to see the work that had been done to the onsite Manor. I have put down a 50% deposit and there is not a clause in my contract that says they reserve the right to make changes without notice. I have called 6 times, e-mailed 5 times and visited the venue once two weeks ago. 

None of my calls/emails have been returned and when I visited the venue, neither the owner or coordinator were onsite. Their representative contacted the coordinator while I was there and I was informed that I would be contacted the following day to discuss details. I still have not heard from the venue. A friend of mine contacted them to see if they would respond to her, and she was contacted back within less than 5 minutes. The only method I have not attempted is a formal letter, which I am saving for if/when I decide to seek legal action. 

My wedding is 6 months away. I am at the point where I need to start finalizing details, and the policy change completely changes all of the plans I had in place. I would lose access to overnight accommodations, bathrooms and an indoor back up for the ceremony/reception.

At what point do I say enough is enough and have a lawyer contact them asking for my deposit back? They have broken the agreement we have in place and they have been ignoring my attempts to contact them to work out a resolution. I have no desire to do any further business with them. 
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Re: Venue advice

  • missJeanLouisemissJeanLouise member
    Eighth Anniversary 2500 Comments 500 Love Its First Answer
    What is changing and how will it affect you?
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  • EvairaEvaira member
    First Comment
    missJeanLouise said:
    What is changing and how will it affect you?
    The venue changed the policy on on using the onsite Manor house. I have the Manor rented out for the night before the wedding and the night of for the wedding party plus certain family members; mom, grandma etc. Overnight accommodations aside, losing access to the Manor also takes away multiple bathrooms, leaving only one for all of the guests (which is located at the top of a barn), a place to get ready for the wedding and the possibility of hosting the wedding indoors if needed. 
     
    I understand that things happen and vendors may need to change their policies for one reason or another. However, I didn't find out because the venue contacted me to discuss options. I found out because I called them to work on the next steps and the coordinator accidentally let it slip (she thought I was new client calling to ask questions about the venue). After I corrected her and told her I had a contract she got short and responded with, "Well I don't know what to tell you. You'll probably need to find other accommodations for your guests. The owner will be in touch with you by the end of the week." 
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  • levioosalevioosa member
    Knottie Warrior 5000 Comments 500 Love Its 5 Answers
    Evaira said:
    missJeanLouise said:
    What is changing and how will it affect you?
    The venue changed the policy on on using the onsite Manor house. I have the Manor rented out for the night before the wedding and the night of for the wedding party plus certain family members; mom, grandma etc. Overnight accommodations aside, losing access to the Manor also takes away multiple bathrooms, leaving only one for all of the guests (which is located at the top of a barn), a place to get ready for the wedding and the possibility of hosting the wedding indoors if needed. 
     
    I understand that things happen and vendors may need to change their policies for one reason or another. However, I didn't find out because the venue contacted me to discuss options. I found out because I called them to work on the next steps and the coordinator accidentally let it slip (she thought I was new client calling to ask questions about the venue). After I corrected her and told her I had a contract she got short and responded with, "Well I don't know what to tell you. You'll probably need to find other accommodations for your guests. The owner will be in touch with you by the end of the week." 
    Are all of those accommodations in your original contract?


    image
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  • MesmrEweMesmrEwe member
    Knottie Warrior 2500 Comments 500 Love Its 5 Answers
    levioosa said:
    Evaira said:
    missJeanLouise said:
    What is changing and how will it affect you?
    The venue changed the policy on on using the onsite Manor house. I have the Manor rented out for the night before the wedding and the night of for the wedding party plus certain family members; mom, grandma etc. Overnight accommodations aside, losing access to the Manor also takes away multiple bathrooms, leaving only one for all of the guests (which is located at the top of a barn), a place to get ready for the wedding and the possibility of hosting the wedding indoors if needed. 
     
    I understand that things happen and vendors may need to change their policies for one reason or another. However, I didn't find out because the venue contacted me to discuss options. I found out because I called them to work on the next steps and the coordinator accidentally let it slip (she thought I was new client calling to ask questions about the venue). After I corrected her and told her I had a contract she got short and responded with, "Well I don't know what to tell you. You'll probably need to find other accommodations for your guests. The owner will be in touch with you by the end of the week." 
    Are all of those accommodations in your original contract?
    This - your written contract trumps all!
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  • charlotte989875charlotte989875 member
    Knottie Warrior 10000 Comments 500 Love Its 5 Answers
    Go through your contract again and make sure it says you have acces to the Manor house and anything else you heard they were changing. Send a registered letter laying out when and how you would like the venue to contact you, and what you plan to do if they do not follow through. With 6 months out I agree you need to know what's happening or find a new location. At the very least they are extremely unprofessional. 
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  • MNNEBrideMNNEBride member
    Knottie Warrior 2500 Comments 500 Love Its First Answer
    It could be that the change only is for new contracts.  However, with 6 months to go I would do as others have suggested and send a registered letter.
    image
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  • SaintPaulGalSaintPaulGal member
    500 Love Its 500 Comments First Anniversary First Answer
    MNNEBride said:
    It could be that the change only is for new contracts.  However, with 6 months to go I would do as others have suggested and send a registered letter.
    That was my thought, too.  I work at a place where people sometimes have weddings, and we are constantly changing one thing or another about our various packages.  Just because a new client might be offered or not offered a certain thing for a future booking doesn't mean that they are going to impose those terms on you retroactively.  Unless they told you that they are tearing down the other structure I wouldn't worry too much.

    It is pretty terrible that they aren't getting back to you, though.  Do they have good reviews from past clients?  Do you know if they have recently been sold?
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  • EvairaEvaira member
    First Comment
    charlotte989875 said:
    Go through your contract again and make sure it says you have acces to the Manor house and anything else you heard they were changing. Send a registered letter laying out when and how you would like the venue to contact you, and what you plan to do if they do not follow through. With 6 months out I agree you need to know what's happening or find a new location. At the very least they are extremely unprofessional. 
    I have two contracts with the venue. One specifically for the use of the manor the night before/night of. That one outlines how many people can stay overnight, types of rooms, etc. The other contract is for the property for wedding, which also outlines how the manor can be used. 

    As far as thinking I am a new client, I reminded the woman that I had an existing rental agreement in place and she said, "Well I don't know what to tell you. You'll probably need to find other accommodations for your guests. The owner will be in touch with you by the end of the week." On their website they are still advertising that the manor is available as part of their wedding package. I'd say that they just haven't had a chance to update their website, however, I found out about the new policy in September. 

    The venue has an overall rating of 4.5/5 stars and I have been dealing with the same people from day one. 

    For the registered letter, would you recommend including a copy of the two contracts outlining the terms I have agreed to?  

    I really appreciate all of the advice!
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  • thefanciestbecklerthefanciestbeckler member
    1000 Comments 500 Love Its Third Anniversary First Answer
    I agree with @DrillSergeantCat. I'd definitely send a copy of the contract and highlight the sections.

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  • cowgirl8238cowgirl8238 member
    1000 Comments 500 Love Its Fourth Anniversary First Answer
    edited November 2016

    Definitely send the contract and highlight and number every line item that you want to point out.  Then use those same numbers in your letter to them.  Try not to be too emotional in your letter...stick to the facts and list out all of the attempted contacts (Date and time of each attempt, not about your friend calling), what they promised (according to the contract) and how they should contact you (time frame, time of day to reach you, and method).  If you want us to review your letter feel free to post it here!

    ETF: Clarification!

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  • *Barbie**Barbie* member
    Knottie Warrior 5000 Comments 500 Love Its Name Dropper
    edited November 2016
    @evaira - What are you hoping to accomplish here? If the venue says that they plan to honor existing contracts, are you still looking to change venues? If so, you likely will not be able to get your deposit back. 

    Unless you're a lawyer, or extremely familiar with contract negotiations, I would recommend talking to a lawyer before you take further action. Bring a record of your attempted contacts, and have the lawyer look over the contracts so you can discuss options, and potential outcomes. If it makes sense, after discussing with your lawyer, have them send a certified letter to the venue/owner on your behalf, detailing whatever you're asking for and requesting a written response within 1 week. Do you want a refund, a confirmation that the contracts will be honored as is, etc.

    You're also going to need to figure out a backup plan(s) -  if you choose to drop the venue and can't get your money back, what is your plan B or plan C? If you get overly pushy or annoy them with lawyering up, they may also ask you to leave / refuse to refund you without going to court. 

    I'm not saying that their lack of response is acceptable, but at the same time policies may have changed for all new bookings/this may not be applicable to your wedding/you may be coming across as "needy" or "demanding" which is why they are dragging their feet in dealing with you. You're still 6 months out - many people plan events in significantly less time, so not sure what you would even be finalizing at this point. They are going to be giving priority to customers that are getting married in the next couple of weeks, rather than someone who is still 6 months out. 

    I'm kinda feeling like there is more going on here that we don't know about. 
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