How to Tell Your Event Clients You're Expecting

First off, congratulations! Expecting a little one is such an exciting time, but when you own a small business and book weddings and events over a year out, it can be frightening. Planning for the unknown can feel challenging. However, this time can actually strengthen your business as you streamline your processes and policies and delegate more to your staff.

When it comes time to share your pregnancy, it may feel scary and very personal. How and when will you tell them? What will their reaction be? Will you lose future bookings? Only you will know when the time is right and how you would like to communicate with your clients. Some people choose to share right at the twelve-week mark, while others wait until they are further along.

Before you reach out to clients, determine which weddings will be affected and how. Talk with your doctor about realistic expectations during your pregnancy and postpartum. Not only will you change physically, but you'll also have to make time for numerous doctor appointments, too. Consider hiring extra staff or freelancers during the final months of your pregnancy to do the heavy lifting, ladder climbing, and more physical labor.

Here are a few tips and a sample email to help navigate this announcement when you are ready.

Keep the Focus on the Client

You may be tempted to skip informing your clients. However, you've already been delivering exceptional customer service and communication throughout the booking phase, so don't stop now by catching your clients off guard on the event day. If you will be delivering her bridal bouquet with a visible bump, it’s best to let the bride know you are expecting ahead of time!

Be Timely

Share your news when you feel comfortable, but consider telling your clients before you post on social media and before they hear it through the grapevine. While your clients will be excited about your news, they will want to know how it will affect their event, if at all, so it’s best to hear the story from you first.

Decide How You Want to Tell Your Clients

Depending on your relationship with the client, you may want to let them know in person, over the phone, or in email. Whichever way you choose, plan what you are going to tell them before you start the conversation and have answers to any anticipated questions prepared.

Communicate

Make sure you tell your clients about the impact your pregnancy will have on their event if any. Determine if you can execute their event as planned, with adjustments, or if you need to cancel. Check your contract and make sure your actions are in line with your agreement. If you are canceling an event, notify them as soon as possible. You may want to go the extra mile and suggest other florists who have availability.

Highlight your Team

You may be the face of your business and your clients' main contact, but you don't have to be a one-man show. Keep the focus on your team and how your company will continue to serve them.

Reassure

Be sure you let your brides know you can execute their event and even share your plan if needed. If your due date is around the event date, you may bring on extra staff to do the heavy lifting or deliveries. Share what you are comfortable with as it pertains to the event details. If your team will execute the wedding without you, introduce the couple to the new point of contact.

Get Support

If you are still feeling nervous about notifying your clients, reach out to moms in the industry. They will help calm any nerves and be your support system to help you navigate this exciting time.

Here’s a sample announcement email to send to clients (cowritten with photographer Elizabeth McConeghey).

Dear [Client name],
I'm so excited your wedding is approaching quickly! As we gear up for one of the most amazing days of your life, I wanted to update you on some news.
My partner [partner's name] and I are expecting our first baby! We are absolutely over the moon! Our little one is expected to make their debut at [the end of December]. I wanted to share this with you for a few reasons. One, so you're not caught off guard by my bump, and two, to assure you that my team and I are fully prepared for your wedding and will bring on extra staff in the rare event there are any complications before my due date (at no additional cost to you).
I want you to know that your wedding is so important to me, and I'm so excited for myself and the [company name] team to be a part of this day. If you have any questions or concerns, please don't hesitate to reach out.
All the best,
[Your name]

Your clients may be a little anxious knowing that one of their wedding vendors is pregnant. After all, they did choose you for your skillset and have invested money with you. However, with a bit of planning, you can ensure that you have policies and systems in place to succeed and even grow through this time.