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What to Do if Inclement Weather Postpones Your Special Event

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.

  1. 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.
  2. 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.
  3. 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.
  4. 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.
  5. 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

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KarloPhotography-CrystalDavidWeddingPrint0414-1024x683Olivia, Just a super heartfelt, passionate sincere note to tell you "Thanks" again . You really have gone above and beyond the call of duty, and we truly appreciate it. Aside from the one glitch with the air conditioning, the night was perfect. We really appreciated having you by our sides to help us execute our BIG DAY!. We never had to worry about any of the little things, because we knew you were there to help us. AND thank you for picking up our ceremony programs. Most of all, thank you for your help off the clock. This ordeal with our venue seemed hopeless, but with you in our corner, we could not be ignored. We really, really appreciated that.  Our wedding would not have been nearly as smooth without you. You are invaluable. Thank you from the bottom of our hearts!

Crystal & David

home slider image 4Two years ago, I was the maid of honor at my friend’s wedding. She planned the whole $30,000 + wedding herself and she did a great job. BUT, by the rehearsal day she looked older and had lost her voice. By the day of her wedding, she and I were doing so much running around, I know I was exhausted before the wedding even started. She couldn't even enjoy the reception because one of the guests had an issue that she had to deal with. After that experience I knew that I did not want to end up like my friend. I was convinced that although I am extremely organized, when I got married, I needed someone by my side the whole time. Boy did we get our money’s worth. The day of, I was calm and relaxed. I didn't lift a finger or think about anything other than being married to Ben. Fantastic job Olivia and all the ladies at Precise Events.

 

Emily & Ben

00SimpleKiss_2011MarchI truly can’t say enough about how crucial Olivia (owner of Precise Events) was in the planning and execution of our wedding. I had no idea what I was doing or where to start and she jumped right in and helped with everything. She started with what MY vision was for the wedding and we went from there. She gave her opinion on ideas, but in no way was I pressured to use them unlike some wedding planners I've heard about. As it turned out her ideas were far superior to mine and were fantastic! She checked in on a daily basis to make sure things were running smoothly and anything I couldn't handle she took over. The day of the wedding, she was non-stop- from making sure everyone was where they were supposed to be on time and helping to decorate for the ceremony/reception to making sure we ate and had everything we needed, to packing up and taking us to our hotel. I can’t stress enough that having a wedding planner, especially like Olivia and Precise Events, is a must in planning a wedding. I highly recommend using Precise Events not only for a wedding but to also plan any event (anniversary parties, business events, etc).

Kate & Dave