Here at Swanky, we know that summer wedding planning can be difficult. Even though it’s technically the “off season” in Florida, it’s the “on season” for inclement weather. July, August, and September are months with high heat and humidity resulting in possible hurricanes coming through our area. You can still have an amazing summer wedding, all you need is a solid back up plan in place. Here are some helpful hints and pointers for our summer brides !
1. You Can’t Control Mother Nature
Mother Nature is mostly filled with sunshine here in Florida. However, just like any woman she is unpredictable and intense sometimes. The more couples understand and accept that you cannot control the weather ( and neither can your planners) creating a back up plan is the best move to make. One week before your wedding is the best time to evaluate the weather and if you need a PLAN B in action.
2. Assess the Situation & Contracts
If the storm is approaching and you’re unsure ,talk to your vendors! Your venue and planners will be the first people to tell you if this is something manageable or not. Together with your vendors, you should be able to come up with a solid PLAN B for the wedding weekend. Also, creating a guest hotline or phone tree can save you the headache of 100 phone calls that weekend. A mass email/ text or wedding website announcement may be the easiest option in getting the word out for any updates. However, making the call sooner rather than later will give your guests time to prepare and make alternative travel arrangements. Waiting until the last minute to call the wedding will just make the situation more stressful.
If your city/venue has been affected by a storm it’s important to get all your vendors on the same page. This can result in moving to a different location or event date. Usually, if you can get everyone on the same page, you should be able to negotiate a new day for your celebration easily. If a vendor can no longer carry out their services, re read those contracts and see if they refund money or even recommend another place that is capable of same service. Some contracts may have a natural disaster clause in there. Make sure you read the fine print in regards of getting money back, or being responsible for the entire bill.
3. Positive Planner Advice
If your continuing with the wedding here are some useful tools and ideas to keep in mind!
– Consider the timing of the storm, and when your reception is set to start. Keep an open mind about moving the time frame around to keep all guests and staff safe. That way, vendors and their staff won’t find themselves doing cleanup at 2 a.m. and then having to drive home in a torrential storm.
– Rent a generator or inquire about back up plans if there is loss of power during the storm. Look into renting or utilizing an in house one. Generators with around 65 kilowatts should be able to power an event for 250 to 300 guests or more. This may help not only the kitchen, but your band/dj as well! Emergency lights should be up to date in each venue.
– Confirm deliveries for any item coming or going to that venue. Florals, cakes, linens and chairs, just to name a few are important items for your reception. See if they can make deliveries earlier rather than later during or before a storm hits.
4. Staying Protected & Smart
– Transportation for you and your guests is important. Designated a shuttle service, or a few people with larger vehicles to accommodate those that may feel uncomfortable driving during a storm.
– Hotel Rooms and lodging are important to have available in case local guests decide to stay the night and not have to drive home. Most wedding venue resorts have guests staying in suites. An open couch is readily available in those suites in case another guest needed to “bunk up” as the storm passes. You’re all there celebrating for one reason anyways right?!
– Wedding Insurance is a beautiful option to have during summer months. You can get a plan to cover as little or as much you want for your special day. Sometimes a wedding weekend is an investment, and being covered and safe for the unpredictable is always a good option!
