Planner Knows Best...

I wanted to point out an issue that occurred this weekend and thought it could be the first in a series of "But what if THIS happens..." that I get asked so much.  I hope to post a blog about unforeseen issues that arise as they happen so that you can learn and be prepared.

I can't stress enough how important diligent planning is in not only making your Big Day run smoothly; but also to save you money, time and frustrations.  Thinking about every single aspect of each item, vendor, and detail and what could possibly go wrong will help you cover all of your bases. 

I was hired recently by a couple from NYC; coming to be married in Newport, RI.  They have almost everything planned already and felt they needed a Day-Of Planner to help with finite details, timelines, decor, etc.  We met face to face for the first time this weekend with their venue/caterer and found that the Bride and Groom have sent their invitations out already - as they should have - it's a destination wedding and we're only 7 weeks out; but haven't chosen their final menu yet.  What's wrong with that, you ask?  Well, nothing if you're having stations, or just passing hors d'oeuvres.  But, if you're having a served meal, you MUST pick your menu prior to sending invites!  When the Bride realized that she didn't ask her guests to choose if they wanted Chicken, Steak or Vegetarian, I saw a look of panic.

This is yet another example of why it's so important to hire a trained and experienced Wedding Planner to help with your details.  This is also why complete communication with your venue manager and/or planner is THE most important thing you can do.  We're here to help you make your day unbelievable, but need to know everything you're doing along the way to guide in the right direction.

So what do you do in a situation like this?  You have to send out yet another mailing.  There's no way around it.  Wait for your RSVP's to come in and if they're only coming in a trickle, start calling people to confirm.  You can then send out another card and self addressed stamped envelope, to everyone who has confirmed, to get their dinner selections. This is a pain and more money, but a very necessary expense.

You can ask anyone who has worked in the catering and event industry and they will tell you; timing is everything.  If the chef and servers don't know what the guests are eating and how much to prepare, it WILL be disastrous.  If you are in a pinch like this, I find that Wedding Paper Divas is wonderful to work with and you can get things turned around really quickly.  The great thing is that you can also customize with your look and theme of event, as to not lose "your look".

There are always solutions, but prevention is the best route.  Wait, does that line sound like an after-school special?

photo:  Getty Images
Invitations:  Wiley Valentine and The Green Kangaroo