Behind the Scenes Part 2: Tales of Wedding Crisis Management by Wedding Planners — The Double Knot | Certified Planners | Weddings and Events

Pesiri Photography; Planes of Fame Museum

While the phrase, “If you fail to plan, then you plan to fail” is absolutely correct, problems can (and will) still arise during even the most perfectly planned events. However, when you have a professional team on your side, you might not even notice it is happening! Read on for some real-life stories and how we solved them.

The Phantom Photographer: A Close Call

We like to say we are only as strong as our weakest link. I’m sure you have heard that before too. When one vendor doesn’t pull their weight, having a professional coordination team present will help bring those vendors up to our higher standard. As pro coordinators, we are not afraid to ask a photographer to get to work (and sometimes they thank us… we are all only human). Good photographers are constantly on the lookout for artistic moments. However, on multiple occasions, things start happening and the photo team is not in sight. Then you will see our team searching high and low for the photographer team to make sure that moment will get captured. Yes, most moments are planned, however there are others that occur naturally without prior planning. For example, when Great Grandma finally gets up and starts dancing with the couple, or when the flower girl is breaking out the cuteness. Every moment is precious and not just the pre-planned ones. The family will thank our team later after great grandma is no longer with them that they have photos to look back on. Helping our team rise up is part of our job, because Together Everyone Achieves More!

The Rogue RSVPs: Wedding Crasher Showdown

Speaking of things happening that you didn’t expect, what happens if guests show up who were uninvited? A professional wedding coordinator can solve those dilemmas too! We always encourage creating seating charts in advance to prevent timeline delays, but sometimes mistakes happen, or a guest will bring a plus-one without approval. So, our team is practiced with finding a solution on the spot. We can bring out additional settings or move guests from one table to another to better accommodate the size needed. We have even adjusted seating charts on the fly because of a fight that broke out at cocktail hour between two guests who could no longer sit at the same table! We never know what we are going to help with during an event, so it definitely keeps us on our toes! That’s why we want to know about every last-minute cancellation, so we know exactly where open spots are to direct changes towards. Meanwhile, the bride and groom are blissfully enjoying their party! Besides, we all know that ignorance is bliss!

Pesiri Photography; Planes of Fame Museum; Some Crust Bakery

The Transportation Troubles: Roadblock Resolution

Some of the very last details that get ironed out (and sometimes forgotten) during the wedding planning process is transportation. There are just so many logistical details involved in the process of wedding planning that the simple things get assumed or miscommunicated. Remember that if you are not seeing each other before the ceremony, then you will likely be switching vehicles on the way to the reception. So, make it clear what the plan is. We had a couple who were planning on driving to the reception together, but they miscommunicated on who was driving. They finished photos and turned to each other and simultaneously asked each other where they were parked? Come to realize, that neither one of them had a car and the bridal party who they rode in with were already gone. But luckily, the photographer was still there, so they hopped in the photographer’s car and off to the reception they went! Crisis averted! These days, a couple could easily call an uber, but a little clearer communication could have prevented a potential transportation disaster like this!

The Culinary Catastrophe: Last-Minute Rescue

Speaking of miscommunication, what do you do if you realize you are missing something for food service, like plates, forks, serving utensils or if you run out of ice? Do you have someone who can make a run to a nearby grocery store? We have done it. We also have so many items in our emergency kit, that sometimes we can come up with a plan quick. One time, a caterer forgot the cake plates and forks that they promised, so our team made a grocery run. Quite a few times, the weather has turned out to be extra hot, so the guests were extra thirsty, and the ice and water got depleted faster than planned at the bar and beverage stations. So, we made a trip or delegated to a family member for the couple. Another time, we fought for forks from the venue staff who refused to provide them for the outside caterer. Sometimes people struggle to realize that you need multiple sets of forks for an event: one for appetizers, one for salad, one for dinner, one for cake. The venue ended up washing the appetizer forks to have another set ready for cake. No matter what, having extra hands or a professional team on hand to problem-solve in a timely manner is crucial to a successful event.

All of these stories are true. They aren’t common, but they do happen. We hope that our stories have helped you think about how to be prepared for any event. The best way to avoid any chaos at your wedding is to hire professionals for your vendor team and put an experienced coordinator in charge of them. Quite a few of our couples still (to this day) have no idea what dramas happened during their celebration. We strive to keep it that way, so that the only memories they bring up when gushing about their wedding are the good stuff. Cheers! Happy planning!