Sure, you’ve envisioned your wedding day as the picture of perfection, but you can’t help but think that, with so many details—and people—involved, something is bound to go wrong. “Obviously some things are out of your hands,” says Marcy Blum, an event planner in New York City. “But you can make some pretty good calls to help avert disaster.” Consider these “what if” tactics as you plan, so you can enjoy your big day even more.
Photo Credit: Danielle Rettig
Set A Schedule
Planning the big-day itinerary can be a tedious task, but it’s key that everyone in the wedding party is on the same page as to when they need to be where. “Print up a full wedding-day schedule, e-mail it to all your attendants and request a reply receipt,” suggests Blum. “Appoint one usher and one bridesmaid—or put your wedding planner in charge—to ensure that everyone is rounded up at each point in the schedule.”
- “Organize a limo or bus for your wedding party,” says Amy Nichols of Amy Nichols Special Events in San Francisco. “Make sure all the bridesmaids are finished getting their hair and makeup done 30 minutes before you all need to leave for the ceremony.”
- Be sure to triple-confirm your vendors. If you’re working with a wedding planner, she’ll take care of this for you. If not, appoint a responsible friend or family member to take charge in case someone is MIA on the wedding day. “Have a master vendor schedule with all of the load-in and out times as well as contact numbers on it,” says Blum. “Call the day before to confirm addresses, routes and pick-up times.”
Mind the Details
- One day-of disaster that you might not have thought of yet, but is pretty common? Feeling light-headed or even fainting. Brides, grooms and wedding-party members can get so distracted by the festivities they forget to eat! Be sure your wedding-day supply kit includes plenty of snacks and drinks (we’re talking water, not champagne).
- Oh, and one last rule: “Never separate yourself from your dress,” says Nichols. “One bride recently had her sister-in-law bring her dress to the venue, but the sister-in-law was over an hour late getting there. It wouldn’t have been an issue if the bride had her dress! Ditto for flying. Carry the dress on board.”
Next: How to Handle the Weather ►
Photo Credit: Hoffer Photography
Weather the Elements
- You've always heard that it's necessary to have a Plan B for an outdoor wedding in case of bad weather—even if you’re marrying somewhere that’s almost always sunny and warm, like southern California. This could mean setting up a tent (with walls) on the grounds of your venue or even moving the entire shindig indoors. Just make sure you have a plan in place that will work on your wedding day. Equally important: the food-prep area. “Keep in mind that if your kitchen is outdoors, you’ll need to have a tent or a place to move the kitchen if it rains,” says Nichols.
- Rain isn't the only bad-weather possibility. Wind can wreak havoc on weddings, too, making guests feel uncomfortable and cold. Consider a tent to block the gusts, or adding portable heaters to your list of rentals to keep guests warm.
- And there's a flip side: the weather can be too hot, so think about ways to ensure your guests don’t swelter at your outdoor wedding. Some ideas include setting up seating in shaded areas, offering bottled water, using portable fans and passing out parasols for guests who might be sitting in the sun.
Next: Control the Crowd ►
Photo Credit: Leigh Skaggs
Control the Crowd
We’ve all been to a wedding where someone over-imbibes and starts acting out—at full volume. Don’t want this to happen at your bash? Make a plan that reduces the likelihood of guests drinking too much alcohol—or doing it too quickly.
- Keep in mind that having a ceremony midmorning followed by an evening reception invites guests to spend their downtime drinking. “Instead, schedule the ceremony and reception as close together as possible,” says Blum. “Five hours total for a wedding ceremony and reception is appropriate. More time than that, or time in between the ceremony and reception will result in guests over-indulging.” Don’t linger over drinks, adds Nichols. “Keep your cocktail hour to exactly that, an hour! Seventy-five minutes max.” No matter the time span, be sure to include plenty of hors d’oeuvres to keep people from drinking on an empty stomach.
- There are other tricks that can prevent guests from being over-served, too. “Guests should never be allowed to serve themselves alcohol at a wedding,” says Nichols. “You also should never just put bottles of wine on a table. Instead, have wait staff or bartenders pour drinks for them, and tell them to stop serving anyone who seems inebriated.”
- When it comes to the wedding toasts, lay down some ground rules for your speakers. “Put a time limit on the speeches, so your friends get the nice stuff out and end there!” says Blum. Nichols recommends being direct. “Tell people that your family and your fiancé’s family don’t need to know about your crazy college days."
- When it comes to toasts, make sure only specific people can take the floor, so there's no 'passing the mike around.'
Next: Avoid Cake Catastrophes ►
Avoid Cake Catastrophes
- If visions of a fallen wedding cake are dancing in your head, rest assured that an experienced baker will know how to get the cake to your reception site without a slip up (and will likely bring along extra icing to do any necessary touch-ups upon arrival).
- If you're having a summer wedding, however, remember that some cake coverings—like buttercream frosting and fresh whipped cream—might not hold up to the heat. In that case, opt for fondant, which is sturdier. “Don’t display your cake in direct sunlight,” says Nichols. “Have it in a cool, shaded area if you have to have it outside, and put it out right before guests arrive. Definitely let your baker know if you’re planning an outdoor reception.”
Photo Credit: Leigh Skaggs
Next: Keep Flowers Fresh ►
Photo Credit: Canvas and Canopy
Keep Flowers Fresh
- The good news about flowers is that you don’t have to take a class in floral design and preservation to make sure they look great all day. The experts say it’s easy, as long as you hire a professional floral designer. “If they’re reputable, they’ll use fresh flowers,” says Blum.
- “If it is a very hot day or your reception tables are in direct sunlight, it’s a good idea to have the staff wait to place your centerpieces on the tables until right before your guests sit down,” says Nichols. “If flowers are outside for a few hours they can easily wilt in hot, midday sun on a 90-plus degree day.”
- Your florist will probably tell you to keep arrangements and bouquets in water, but to take your personal bouquet out of water at a specific time prior to your walk down the aisle. Pat the stems lightly with a towel, so water doesn’t drip down the front of your gown.
Power Up
- There are plenty of horror stories about power outages and blown fuses at weddings, so how can you make sure the party stays lit and the music stays on, no matter how many amps the band plugs in? First, know your venue. “This usually isn’t a problem in most modern hotels,” says Nichols. “But it could be in an older or historic property or at an outdoor venue.”
- If you’re concerned about the power capabilities at your space, be sure to ask the staff whether or not they recommend renting a generator, just in case you use more power than the venue can provide. Also, examine the outlets: Simple two-pronged outlets are a sure sign you may need special connectors or even a generator.
Next: Get Perfect Pictures ►
Get Perfect Pictures
- Sure, you want great wedding photos you can cherish after your big day, but you also want to have time to enjoy the day and not spend most of it standing around posing.
- Lisa Lefkowitz, a photographer in San Francisco, says it’s important to devise a plan. Make a list of your must-have portraits: like you with your groom, of course, and with your wedding party and immediate families, and note how much time should be spent on each. Then discuss the shots with your photographer. “If it seems unrealistic time-wise, you should edit down the number of shots, or shift things around,” says Lefkowitz. “It might be preferable to have formal shots taken before the ceremony, so then after you’re married, you can go straight to celebrating with your guests.”
- Also be sure everyone who’s in a must-have photo is where they need to be at the right time—make sure your VIP wedding-party members’ schedules include photography details, and put someone in charge of guest-wrangling when it’s time. A detailed photo shot list that includes who needs to be where (and when) is the first step to great picture results.
- When it comes to capturing the details you’ve worked so hard to plan, it’s key to have a list of the still-life shots you want: the cake, the centerpiece, your wedding gown on the hanger, place cards, bouquets and more. “Some things, like escort cards, are time sensitive, so it’s good to know when they’ll be placed, so the photographer can get to them before the guests do,” says Lefkowitz.
Photo Credit: Bull Portraits