Navigating Wedding Day Emergencies Like a Pro: 5 Tips from a Milwaukee Wedding Planner

Imagine this … you have a beautiful tented reception planned after your elegant, dream church ceremony. During the ceremony, your tent is completely taken our by 60 mile per hour winds and is no longer safe or usable for your reception. This happened two hours before your reception Do you know what you would have done if your reception venue became unusable two hours before your 200 guests were scheduled to arrive?

As magical as your big day is destined to be, let’s face it….sometimes, things don’t go quite as planned. From sudden weather changes to last-minute vendor cancellations, the potential for little (or big) dramas is why having a wedding planner in your corner can be a game-changer.

Below, we have compiled the top five tips to handle wedding emergencies like a pro:

1. Always have a Plan B (and C, and D….) – So the perfect weather forecast for your outdoor ceremony suddenly predicts rain. This happens often in Wisconsin and the midwest, where the weather can turn on a dime. It might seem daunting, but here is a pro-tip: always have a backup plan–or two, or three. This doesn’t mean just grabbing any indoor space available at the last minute. It means thoughtfully planning alternative options that are just as charming and well considered as your original plan. Can’t secure an indoor venue? Consider renting a tent and having it on retainer or just set up regardless of the forecast. It will shield you from the elements but also add to the ambiance. The key is preparation…make every plan feel like it was the first choice.
2. Vendor No-Shows: Build Your Emergency Vendor List – Imagine this scenario: Hours before your wedding, you receive a call–your DJ has a family emergency, or even more startling, your florist has mixed up the dates and won’t be showing up. Without a wedding planner, this situation might seem like your worst nightmare come to life. Typically, wedding planners have an exclusive network of dependable vendors for exactly these emergencies. Picture having access to top-notch, last minute replacements ensuring everything still happens exactly as you envisioned, even with a last minute cancellation from a vendor. This happened once to our team–a DJ had a health emergency three hours prior to the wedding and we had a replacement DJ within an hour of receiving that cancellation notice. No sweat.
3. Emergency Kits: Our Secret Weapon – A missing button, a sudden headache, or a tiny stain on the dress–small emergencies that can cause big worries. Here’s where a little planning goes a long way. Put together a day-of emergency kit filled with essentials: safety pins, stain remover, pain relievers and even snack bars. Every planner at Heather Farr Events comes equipped with a day-f emergency kit that rivals Mary Poppins’ bag.
4. Build a Strong Relationship with Vendors – A strong, communicative relationship with your vendors can be your biggest asset in managing emergencies. When you’re choosing vendors, think beyond price and portfolio; consider how they handle unexpected situations. Establish clear, open lines of communication early on. Discuss “what if” scenarios and ensure there is a plan B that you feel comfortable with. Vendors who feel connected to your wedding and are experienced with contingency plans are more likely to go the extra mile and be able to handle bumps that might occur.
5. Assign a Day-Of Contact – Event with a professional wedding planner in your corner, you’ll want to have another go-to person on your wedding day. This should be a close friend, family member or anyone who understands your vision thoroughly. They will act as your point person, handling any minor issue or decision on your behalf, so you can focus on the joy of the day. This person is who your planner will go to with issues. Ensure this person is briefed on all aspects of the wedding, from vendor contact information to the timeline of events.

Whether you’re just embarking on the exciting journey of wedding planning or you’re a few months away from the big day, having a seasoned wedding planner by your side can be your ticket to a stress-free celebration. If unexpected twists and turns concern you, or if you simply want the assurance that your day will go off without a hitch, we’d love to work with you. From preempting potential issues to handling any day-of surprises with grace and efficiency, let’s ensure your wedding day is remembered for all the right reasons. Get in touch, and let’s create a day that’s as perfect as your love story.