Ask any wedding planner about their plan b for a wedding or event and you can bet they have one (or even a plan C!) because it is in our client’s best interest to be prepared in many different scenarios. We plan for inclement weather, guest count changes and site logistic challenges to avoid surprises and mitigate risk for our couple. There are some situations that we can’t always plan for and the past few weeks have given us a challenging set of circumstances caused by the COVID-19 health crisis. Couples across the nation are having to quickly make a decision on how to proceed. If you are engaged and nearing your original wedding date, here’s our take on what to expect from your wedding vendors.
Image Courtesy of Sourced +Co.
First and foremost, we recommend to read your existing contracts and local/state ordinances thoroughly as well as seek legal counsel for any areas that you feel need clarification. Second, we in no way are recommending to ignore state/local or federal mandates in response to COVID-19. Only you can choose what is right for your wedding and your loved ones, in light of this public health crisis. We respect the right of any vendor to decide they do not feel it is safe for them or their staff to uphold their contract if it risks exposure.
Venue:
If your wedding venue is privately owned they may allow you to proceed until they receive an official ban or state/local ordinance prohibiting gatherings. There could be guest count restrictions that the venue recommends to follow in order to follow the order as closely as possible without having to cancel or postpone. If the venue is a hall that is managed by the county for example, they may have more requirements to follow CDC/FEMA guidelines. You should expect communication on these restrictions, and what the venue’s plan is as well as any open dates should you need to postpone.
Photographer/Videography Team
Many photographers are well equipped to have the location change, guest count change and are generally very accommodating. In the case of COVID-19 the photographer will be organizing group shots and being in somewhat close quarters for getting ready shots and dance photos so we want to be mindful of their guidance on how to keep a distance which could include using a different lens and maybe not pose the photos hands-on. If your photo and video team are traveling - also consider how this affects them depending on where they are traveling from and whether or not they have any restrictions leaving.
Image courtesy of Sourced+Co.
Food service & Bar Team
The catering and bar teams will need to have a plan for how to take extra precaution such as only using disposables, implementing a one sided buffet so that guests aren’t directly touching serving utensils or choosing a plated meal. The bar team may recommend to also use disposable cups or bottled/can beers to reduce touching the glasses/cup surfaces as much as possible. Double check your contract about any terms specific to guest count minimums or fees based on guest count so that you can make those adjustments once you have a clear idea of the accurate guest count. If you are postponing - request a new contract or amendment to your current agreement to reflect the new date.
Image courtesy of Sourced+Co
Rentals & Florals
This is an area that can be tricky because if you are changing your date we want to make sure that all inventory on your order is not currently reserved on the new date, and if you are keeping your date but have a drastically reduced guest count a rental company may only offer the difference as a credit depending on how close you are to your date. Your planner can touch base with your rental companies and check on inventory, payment terms, refunds and changes. Anytime we change the table count, we will want to run back through your floral order and adjust based on the new number of centerpieces needed as well.
DJ’s & Entertainment
When it comes to your DJ/Band they are there to create the atmosphere that you have crafted whether you have planned an upbeat dance party or classic & intimate dinner for your closest friends & family. Plan to check in with your DJ to make adjustments to your toasts, announcements and order of events if you have already submitted your music planner - if you haven’t completed they can likely give advice based on your details & wishes. If you are moving forward with a smaller celebration ask about possibly incorporating a live stream or zoom video option for guests who would like to remotely celebrate with you.
Planning & Design
If you have a planner, you can expect them to be wanting to jump in and help you through remaining decisions and any changes that affect the design and guest experience. For instance if you have two bars due to guest count but expect that you will have less guests we could re-allocate the amount you budgeted for the second bar and go down to one bar. The difference could be used to upgrade your cocktails or add another appetizer etc. If you are postponing to another season in the same year, we would want to go back over your timeline and adjust for the sunset timing on the new date and also adjust any seasonal items in your menu or floral recipe that are going to change. For the couple who’s date is further out please note that your planner is working diligently for the each client and will first be securing new dates for couples who need to postpone but will reach out to you for check-ins and to keep your planning on track.
All in all, you have your team of vendors so lean on them for support when you need it. It is perfectly okay to need a minute to breathe and to wait & see. No one expects you to have it all figured out yet but just remember that celebrating your love is not dependent on a physical place or date - and no matter what your friends and family will understand any decision that you make.
Stay well friends,
Veronica & The 530 Bride Team