As much as we may prepare for a big event like a wedding, bending over backwards to cross the t’s and dot the i’s so to speak, experiences teaches us that event planners are never fully in control of the situation and surprises can come out of anywhere.
Your job as an event planner is not yet over until you see a smile of contentment on your client’s face over a job well done, a positive appraisal with regards to your effort put into making the event a success.
Here are a few tips to handle some few mishappenings at a wedding without obstructing the bride and groom or stopping them from having the most of their big day.
#1. The unwelcomed visitor
Is it someone who is not on the guest list? Or an Invitee that brought along a plus one without letting anyone know about it? Whatever it is, you would not want to act out towards them in a harsh manner or cause a scene; nonetheless that does not mean you shouldn’t see to the matter.
First thing’s first… When doing the seating arrangements for the wedding, make room for amendments in case you find yourself in this kind of situation. Set some extra chairs and tables aside to use for extra guests or attendees that turn up at the last minute. Inform the caterer to prepare for extra guests and security (if there would be any on-site) on allowing approved attendees who are not on the RSVP list. Ask the Bride and Groom if there are any changes done which will need you to alter some arrangements and planning. The earlier you know, the better things will work out.
#2. A drunk guest
Having a guest who has been heavily intoxicated, roaming around at the wedding you have put in all your hard work just to pull off, will be the last thing you want. Yes, your job is not to babysit a grown adult, but you will definitely have to fix this one before he/she gets out of hand.
One of the best ways to deal with this, will be to alert the bartender or food vendor to refuse giving the person in question any alcoholic drink. You can then find an escort to take the person out for fresh air or offer a cup of water to calm them down. If it worsens, kindly find a taxi to take him/her home.
#3. The bride/groom forgets something
It is very normal for the bride to forget her veil or the best man to forget the wedding rings at home. With all the tension in the air, everyone is feeling overwhelmed and nervous.
This is where you come in, a relief to their stress, a masseuse to their aching back pain. There is no event planning disaster you can’t handle. For things that might have been forgotten at home, get the details of what it is and quickly get one of your well trained staff to go with a driver to pick up the things from the house with the details intact. For the urgent things that might be too far away to retrieve, you could always find an alternative to fill in. Don’t ever try to say there’s no way out, cause there is.
#4. The wedding vendor gets it wrong
After waiting for hours for the wedding vendor to arrive with the flower vase and ribbons to add to the décor, they end up bringing the wrong vase design, and ribbons that are not the color that you had in mind.
Don’t wail or cry out of frustration, you can still make this happen. Ask the vendors if there is any way they can quickly do a switch, if possible, and try to keep calm when talking to them.
#5. Things not going according to schedule
You have done the best you could to plan everything according to schedule, but in the end, it seems like nothing is going according to schedule. The bride seems to be running late, the driver has lost his way while you have the guests waiting upon their arrival.
Your hours of good planning and coordinating can’t go to waste. You can tackle this without breaking a sweat. Be certain that you have extra transportation system in case one messes up; caution them to be on the move ahead of time to avoid any unwanted traffic jam or holdup. Call the vendors to arrive earlier than the scheduled time, to get things sorted out and correct any mistakes or errors.
#6. A bride in pain
No matter how classy and good the bride will want to look all day long, she will definitely be having back pains and feet pains from wearing high heels and a dress heavier than herself.
While she might be in pain, you should have a low decent slippers or flats that she could wear and another lighter yet still elegant dress for her to change during the reception or after-party.
#7. A nervous bride/groom
It’s the D-Day, so you can totally understand how the Bride and Groom might be feeling; nervous, confused, overwhelmed, sad, happy, mixed emotions that seem to be in the atmosphere. Help calm them down; offer each drinks that will help them relax and prep talk. Help keep their nerves under control by being there for them, not only as an event planner but also as an adviser and a friend.