Olivia Lee, owner of Precise Events was interviewed by Samantha Iacia of WeddingWire.com regarding how couples should react to inclement weather situations (especially given the crazy snowy weather we’ve been having on the east coast).
The some of the interview questions were posted on a Wedding Wire blog post! Check out her answers and some responses from other great wedding professionals. http://www.weddingwire.com/wedding-ideas/etiquette-advice/weather-postpones-wedding
Here are the first 5 things you should do avoid or decrease the impact of weather issues on your special event.
- Plan far in advance for events that would be impacted by weather:
If you are planning an event in your backyard, on the beach, during a month that is notoriously rainy or snowy, or in the Caribbean during hurricane session you should know from the start that weather could be an issue. Ask your venue about alternate locations if weather becomes a problem. Before signing contracts, review their policies for acts of nature and make sure the clauses are explicit and that you are protected.
- Keep contracts handy and review them immediately if you find that you may have a problem:
As your event date gets closer, check the weather reports each day to see how the weather is predicted to impact your day. Review your contracts and keep your list of vendors and important people handy so that you can contact them at a moments notice. This is especially important if you did not do step 1 from the very beginning.
- Notify Vendors and meet to come up with a solution or alternate plan:
If you are seeing an issue with weather for your day, most times, vendors are aware also, but if they are not, you must initiate contacts. A conference call or meeting should be held to organize all the vendors. If you are using ANY planning service from Precise Events, we handle this for you. The vendor team will work with you to come up with contingencies if weather does indeed impact the event and guests ability to attend. The alternate plan should have options for postponement and delay. Someone should take notes and circulate the conclusion in writing to all.
- Notify participants and guests immediately:
Your guests will probably be wondering about the weather too. Communicate with them through social media, texting, emails and calls. Utalize your bridesmaids and groomsmen, family members and friends to help with contacting people. Some events have websites or listservs. Take the time to think about the questions that guests may have and try to answer them in one communication. If other good questions come up, then update your “FAQs” so that everyone can get the answers. Often times, hosts change the message on their voicemail to additionally deliver information to guests who may call.
- Make lemonade from lemons:
Not matter what happens, make the most out of your situation. Sometimes there is just nothing that you can do. Mother nature is a force that can not be moved predicted or stopped! BUT you can be joyous and create a memorable moment out of what you have. Remember your special event is a celebration, enjoy and have fun! Everything will be okay.
Just a quick tip, if you have a guest that has a plane delay or cancellation and does not make it, or one that has horrific travel complications, it is nice to send them a nice note or one of the party favors letting them know that you appreciate them attempting to attend.
Photo Credit: TempleSquare.com