Serving as an event planner for a wedding, you have a lot of things to take care of and loose ends to tie. Each detail has to be to perfection and be precise- starting from the arrangement of the flowers down the aisle, the décor of the reception, the lighting to liven up the place and bring to life the whole occasion, proper sitting arrangements, and the likes thereof. Your job is to make sure you bring to reality the ideal wedding day fantasy of your client, with each and every bit of element and resource given to you.
Taking charge of the day can be easier with your plans set in place, but one thing you can never take control of is the weather. So for those planning on managing an outdoor wedding event and the weather seems to be acting up, these tips will be your backup plan for any outdoor wedding… Come rain, come sunshine!
#1. Have a backup plan beforehand
Having a backup plan long before the day will get you prepared ahead of time. Your clients will be ability to have various options to choose from and be happy at the end of the day. Consider a change of venue in case of any alterations that might rise up. Inform your client about it in advance to save yourself the stress of disapproval from the customer at the last minute. Make sure they are happy with the decisions. A backup plan will save you from having a stressful time and will give you and the client the desired result.
#2. Pen down your plans
Talking about your plans will do you no good if they are not written down. Have an agenda or memo where you can write down the plans and task to carry out; print it out, and give it to your client for their approval. Give everyone of your teammates a copy of it, to have them all understand what it is you are working together on. By doing so, every one of them will be able to work hand in hand.
#3. Do extensive research when renting the venue
For any venue you will hire, be able to know what they can provide in case of rain. Be certain that there are sufficient outdoor coverings for the guests or whether the space inside can be made available to be used when it rains. Power shortage might occur. Ensure there is a generator on standby to offer power. All these arrangements should be put in place before the wedding day.
#4. Have tents on standby
Some venues may not offer tents or canopies to use; so in that case, have tents on standby. Although you might not use it at the end of the day, it is better to be safe than sorry.
#5. Offer umbrellas to guests
Umbrellas can help keep the guests, and the bride and groom with the bridal train dry. Offer big umbrellas with vibrant colors at the wedding. You could possibly rent them or just buy a large amount of it. It would be nice to have escorts to walk guests to their cars with an umbrella.
#6. Keep the guests at ease
Include in the invitation the change of plan in case of rain. They will be able to get themselves ready and bring along anything necessary to keep dry, if need be. Be able to have umbrellas, towels and other things that can help them look their best for the photos and stay dry.
Wedding events include a whole lot of budgeting and expenses. Help to get the best of what you can offer to your client; cut down on wastage and leave your client and the attendees in a happy mood.