We plan for months, initiate extra help, and pray that all goes well. However, as planners we always consider troubleshooting day of, and have one or two extra plans in the work just in case THAT something does happen. In this post, you will see some common problems we see day of an event that can happen. Don’t stress when reading! There are always back up plans and conversations that are to be had prior to your day.
Weather / Outside Reception Plan
This conversation is a big one for our outdoor venues and nontraditional weddings. Don’t look at the weather too far out in advance as it is most likely going to change (especially in Florida). Make sure you have a back up plan with your venue and coordinator. Also, make sure you know the cut off time to make a rain call, some ask for it 48 hours in advance while others will let you make the call up to 5 hours before your wedding begins. Just remember, old myths say rain is a sign of good luck on your wedding day! Take advantage of a beautiful picture with your photographer in the rain! You can make sure your guests are comfortable, by providing cute umbrellas for them. Have a good attitude and your guests will feed on the good vibes.
On the flip side, it may be super sunny and not a cloud in sight! With destination weddings outside, a good idea is to have a water station of some sort, or a cute bucket of sunscreen available. If the reception is in the evening and outside, a small bug repellent station is a great perk to have! You can find or make cute signs that say, ” Be Smitten and Not Bitten”. Be prepared and research the wind speed if it’s a beach wedding. This can help you make a decision with hair and posing for photos.
Entertainment/Band
Hiring a DJ service or a Band can be expensive and time consuming. Some services may not contact you a week or two out prior to your wedding day. It is important to communicate with your DJ and let him know if there are certain music genres, or songs that are not allowed to be played during your wedding day. This can mean edited songs, or do not play the following requests, “Baby Shark Doo-Doo”.
The other major item to discuss with your band or dj is how to say your name, or the bridal party names. Having the wrong name, or saying it incorrectly is probably one of their worst fears! Make sure you save them the embarrassment by telling them ahead of time how the pronunciation goes.
Decor Items
Yes, decor and florals can get expensive! If you decide to DIY your wedding, that is great! What you don’t want to happen is making your arrangements the night before. Traveling with your homemade goods for your wedding is also a cautious step, as things may fall apart. A hot glue gun, stapler, and double sided tape will be your best friends day of. Don’t get upset when your masterpiece is a Pinterest fail rather than a success. You can always save yourself the stress and let Swanky Soiree decorate your wedding for you!
Flowers are important, and an expensive chunk in a wedding. When booking a florist, it is important for you to visualize the flower and greenery they are using in your pieces. If you don’t know what flower is what, just ask! It’s normal to set up a consultation, and a “mock” day where you can visualize each item and not be surprised day of. Show the florist your dress, tux and linen colors if you have them. That way they aren’t giving you orange flowers instead of pink. Also, make sure they are put together well and flower petals, and pieces of bouquets and boutonnieres aren’t falling apart before photos!
Keep It In Check
Items that are important to have on your wedding day, pack ahead of time! This can consist of rings, marriage license, proper pen to sign the license with, etc.
Among other things to keep in check, are your guests and bridal party. There will always be people running late and muttering how bad the directions or traffic was. It is at the utmost importance to have your bridal party transportation planned out well in advance! Having your bridal party on time for the processional line up is important. Depending on the size of your party it can take a while to get them all loaded up in one vehicle (or multiple).
Transportation for your guests can always be provided with local shuttles, trolleys, even Uber has an event set up. Instructions for transportation should be on your invites, hotel info, and wedding website. Avoid those questions the day of, and you will be less stressed. If it’s a really bad day, make sure your transportation company has their own back up plan, in case the day of their vehicles decides to have a physical break down as well.
Guests & Bridal Party
You have invited your guests and asked your friends and family to be part of your day. You can receive RSVPS way a head of time and get a final count, but there will always be someone who gets sick, has an emergency, or just doesn’t show up. There is unfortunately nothing you can do about it, but still smile!
Bridesmaids, Groomsmen, and parents want to party with you and make sure they have a great time. Don’t let mom stress you out if things aren’t going right, your energy will set how everyone else feels too. If it’s open bar be cautious with your wild friends as they don’t want to ruin your day either by vomiting, or being extra obnoxious with your guests.
Flower girls, ring bearers, any children for that matter are wild cards. As much as it seems like a great idea to have your little niece/daughter/cousin throw petals down your aisle, she may end up screaming on top of her lungs and freeze up with the amount of people staring. We are finding it more common that weddings are choosing to be children free. Set an age limit for guests that will attend.
Food & Beverage
One of the largest expenses in a wedding is your caterer. This is the most expensive because of the amount of guests to feed, and no one wants to run out of food! Heed their advice when you are cutting down hors d’oeuvres for a large reception and they tell you it’s not enough. Running out of food looks bad on EVERYONE not just the couple, or the caterer.
On the other side of food, you will most likely have guests that have allergies, or dietary restrictions. It’s important they are still able to eat and enjoy the atmosphere with out starving. When sending invitations out, make sure there is a space for dietary restrictions and make sure you pass that along with your caterer. Allergies and diets are important, and no one wants to take a ride to the ambulance for going into anaphylaxis.
After reading this, I hope you contact all your vendors and double check everything! Most importantly, enjoy your wedding day and don’t let the little things get you down. As long as your with your favorite human, and the thought of you two together forever should be a win in any book!
