Trouble With A Venue

Business By momma28 Updated 9 Mar 2010 , 4:48pm by tcakes65

momma28 Posted 6 Mar 2010 , 8:28pm
post #1 of 8

I have recently begun working with a venue that does all inclusive packages (even though I really enjoy the freedom of doing independent weddings). When asked to become a preferred vendor I explained that my contract would need to be honored, including requiring the non refundable deposit at the time of the order. When I do stand alone weddings I walk out of the tasting with that deposit check in hand (I do have a policy that if you do not order there is a $25 fee to cover my expenses, I go to the couple and bake fressh samples for them and typically because of my location it takes me approximately 45 minutes each way so I needed to cover gas especially, but I have never had to institute that policy because thus far all of my tastings have resulted in immediate orders)

After an event at this venue I received a FLOOD of calls from planners on behalf of their brides. I quickly began setting up design consultations (for those who felt they didnt need to taste cake again having chosen their flavor at the event) and tastings for those who wanted family members to participate that had not previously tasted my cakes. They were all quite anxious to meet with me as I do not consider your day booked until the deposit is paid and this venue wanted me to design the cake and get the total amount due set first which I thought was the best way to go.

Here is where it gets sticky, Because the brides have packages with this venue, it is the venue that pays me since they have already paid the venue. So I meet with the couples, design the cake, get the contract signed, and forward it to the venue. At which point they are supposed to forward my deposit UPON RECEIPT. The first of these contracts was done on February 21st and since then I have submitted 7 with more to come. I have yet to see ONE check. This even after assurance that they were being drawn up and mailed early last week. Now I am reluctant to take on any more of their brides (even though I have gotten another call from one of their planners for her bride ) because my contract is not being honored. I get very attached to the brides and grooms I meet and I would hate for any of them to lose their date but I am not sure I can hold those dates open without a deposit for much longer. October is a big month for me this year and I dont want to lose other business if this is not going to work.

THe people at this venue are very nice, and I like them alot. They do ALOT of weddings so I never expected this. Do you think I am being unreasonable, is this the way it always is with packages? Again I really like the staff at this venue and would like to work with them.

Any Advice? Sorry so long.

Thank you

7 replies
sillywabbitz Posted 6 Mar 2010 , 8:50pm
post #2 of 8

I would contact the venue and say if you do not receive the deposits by date "x" that you will be contacting the brides and letting them know that they may lose their date for the cake because the venue has not followed through on the contract.

It is more of a threat to the venue but it shows you are serious and if you do not receive the deposits you should actually contact the bride with the closest date and do a follow up...something like " I haven't received confirmation and deposit from the venue for your cake. I just wanted to check with you if your wedding is still on for such and such date. I would hate for you to lose your cake date" icon_smile.gif That will show you as being the good guy and get the bride on the venues you butt. Good luck. Also make sure you're talking to the managers at the venue not the people who answer the phones.

Good luck.

costumeczar Posted 6 Mar 2010 , 9:16pm
post #3 of 8

Is this a smaller venue or something that's owned by a larger corporate entity? If it's a larger organization everything's going to take longer. If they're just dragging their feet on sending you the money, though, you definitely need to push the issue.

leah_s Posted 6 Mar 2010 , 9:35pm
post #4 of 8

A big place may only cut checks twice a month. I'd call the accounting office directly and ask what you can do to help them speed up the process. Are they waiting for info? Need a particular form?

momma28 Posted 6 Mar 2010 , 10:01pm
post #5 of 8
Quote:
Originally Posted by leah_s

A big place may only cut checks twice a month. I'd call the accounting office directly and ask what you can do to help them speed up the process. Are they waiting for info? Need a particular form?




First they told me they needed a 1099 form but I pointed out that that would be what they gave me not what I gave them. The secretary said, oh right, ok all we need is your federal identification number. She said they were writing the checks that day (5 days ago) and they would go out the same day. It is a family owned business (they do own 3 venues in the area though). If they had cut checks tuesday and mailed them there is no corner of the state they wouldnt have reached by now. One of the planners said early on "let me know if you have any trouble getting your deposit" which in hind sight should have made me uncomfortable but it slipped right by me.

costumeczar Posted 6 Mar 2010 , 11:15pm
post #6 of 8

Ah, since you mention it, there is a form that I've had to fill out a few times for places like that. It's your FEIN but there's a place that you have to sign it. I just went and looked it up, it's the W-9. That's what they use to fill out the 1099. Maybe you could call and ask if they need you to fill one out so they can get your money to you!

momma28 Posted 7 Mar 2010 , 2:12pm
post #7 of 8
Quote:
Originally Posted by costumeczar

Ah, since you mention it, there is a form that I've had to fill out a few times for places like that. It's your FEIN but there's a place that you have to sign it. I just went and looked it up, it's the W-9. That's what they use to fill out the 1099. Maybe you could call and ask if they need you to fill one out so they can get your money to you!




Thank you I will definately look into that icon_smile.gif

tcakes65 Posted 9 Mar 2010 , 4:48pm
post #8 of 8

Have you signed a contract with this venue? The best course of action may be to get a specific payment agreement in writing from them. It would be a shame for brides to lose their dates because the venue hasn't provided you with specifics. I suggest meeting with the venue, negotiate payments, and get everything in writing. Otherwise, you may continue to be at their mercy regarding deposits and final payments. Do you have any idea what type of agreement the venue has with the brides? The deposit they obtain from the brides may not cover the cake deposit or monies to other vendors. It may only cover booking the venue itself. There are many event planners that operate this way, and do not make deposits to vendors as contracted with the bride. For some reason, they think that their practices override a contract the bride has with a vendor. Get specifics on how this venue operates and establish a contract with them. Good Luck!

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