After my amazing vacation, I came home to a stack of mail. As I tossed all the junk, categorized all the coupons, and shook my head at the bills, I came across a familiar face! On the front of the Wedding Merchants Business Academy’s (Wedding MBA) conference flyer, I saw Mr. David Tutera! And right below his face, was the most relatable phrase I’ve ever read:
It’s Not Your Fault, But It’s Your Problem!
These 8 words sum up the life of a Planner! This sentence alone makes me want to attend the conference just to participate in this one session! I’m sure all of the attendees will be sharing interesting event stories where this phrase applies.
As a planner, no matter how much I prepare for an event, share specific information, offer help, or give my expert advice, things happen that I have to handle! Two of my favorite real life examples of this topic bring back fond memories of unexpected wedding day duties!
DIY Bride
One of my lovely brides had a dream of being hands-on with the decor for her ceremony and reception. I love a DIY bride that wants to add special touches to the wedding day. However, I also know how DIY projects can be overwhelming as the big day gets closer.
This bride wanted to put together her own hotel welcome bags, centerpieces, guest favors, and wedding signs. These are all great ideas if you start and finish everything in a timely manner.
Throughout the planning process I regularly checked in with the bride about the progress of each project and I offered my help. The bride was certain she would be able to take care of it all. As the date got closer, I suggested that the bride designate someone or hire someone to complete all of the unfinished tasks. Still, the bride was positive she would be finished before the wedding day.
Unfortunately, the progress wasn’t exactly where it needed to be on the morning of the wedding. Guess who was crafting in the floor of a hotel lobby? I managed to get everything done and out to the venue on time, but it was definitely an unanticipated task added to my to-do list.
Cordless
A couple was interested in having a friend that plays keyboard play music during their outdoor wedding. It’s always nice to have friends and family participate in your event. However, it can be challenging if the service the person is providing is just a hobby for them.
I ensured that we rented the appropriate items for the ceremony music and I sent all the details to the musician. The information I shared with him included his set up arrival time as well as pictures of the equipment so that he could bring the appropriate cords to connect to the system. I also provided a photo of the ceremony space and requested that he bring his own table and seat since his keyboard didn’t have a stand. We reconfirmed all of these items the day before the event.
On the day of the wedding, the keyboardist nonchalantly strolled in 15 minutes before the ceremony (45 minutes late) with no cords, no table, and no seat. I went straight to my emergency kit to find a cord that would work for the keyboard. I also grabbed a chair, table, and linen from the trunk of my car and quickly set it up before the ceremony start time. Crisis adverted!
I didn’t write about these examples to shame anyone (not my style) or to show off my amazing emergency management skills (well, maybe a little). I shared these stories to help future couples and to give insight on the things I learned from these experiences as well!
Couples
Be honest and realistic about your ability to complete a task. Accept help when it’s offered or ask for assistance.
Consider your planner’s advice. You hired him/her for a reason. Let them help you figure out the best option to get things done while saving you time and energy.
When possible, hire professionals to provide services. If you decide to have family/friends participate in the event, please ensure that they understand the importance of their role.
What I Learned
Trust No One! Okay, that’s a little harsh, but after these instances I realized I have to continue to be prepared for the worst just in case.
When couples want to hire non-professionals, I work with them very closely. They receive additional phone calls, emails, and venue visits!
My tagline is “We organize. You Celebrate.” for a reason. The couple gets to enjoy their day and I handle the rest! That’s my job. I understand that “It’s Not Your Fault, But It’s Your Problem!” will always be an underlying theme.
However, during the planning process, it’s a joint effort between myself, the couple, and the service providers. If we all do our best to plan and prepare for the big day, there will be minimal problems and more celebration!