When I think about the wedding day and all that this moment entails it is truly one of the most dynamic and can be one of the most complicated days to coordinate and execute simultaneously.  There is so much thought of details to consider.  There are so many unexpected variables to prepare for along with the ones that will appear right on the spot that will require calmness, thought, and a command decision within seconds.   Then, there are venue guidelines and instructions to understand.  Set-up plans offered the day before the wedding/event, however, most of the time set-up is only offered the day of the wedding because there could have been a wedding in the venue the day before.  Multiple vendors {caterer, baker, florist, production team, musicians, dj, photographer, videographer, rental company, etc. and my staff of course} to walk through the flow of details with.  Multiple revisions to your detailed Itinerary.  Prior too… multiple walk through’s as needed, thinking through guests parking, and making sure the flow from parking to the ceremony has clarity.  Wedding Party schedules for hair, make up, getting dressed, arrival times, etc. Varied number of guests to anticipate the crowd flow, needs, and movement from ceremony, cocktail hour, to the reception. Identifying how best to utilize your hostess and ushers along with where to place them at different points of the day.  Getting ready pictures and video footage sometimes in multiple locations.  The game plan for appropriately responding to late guest arrivals.  Mind you…I have not even mentioned the ceremony flow just yet.  By the way, the night before, there was a wedding rehearsal to execute in preparation for the big day.  : )

Wedding Rehearsals…are truly the dress rehearsal for the big day and hold great importance to the flow of the ceremony.  I tell my wedding parties…”I will get you down the aisle, and once you get the there, the Officiant is in charge…when the ceremony is complete…then I have you back in my care”.  How will the wedding party flow to the music selected?  How will they go down the aisle?  Individually or together…every wedding is different.  How will the Bride’s Dad/Escort give her away…will he give her hand to the Groom?  What is the order of service?  Well, that varies from Officiant to Officiant.  Each are different and that is discussed and finalized between the Bride, Groom, and Officiant.  When needed only or when I’m asked, I can offer samples of what I’ve seen over the years.  How will they recess out based on the song selection?  We typically prep the Ushers to release the rows, though my staff is on stand by just in case that doesn’t go as planned.

As I fast forward in thought from pictures after the ceremony, cocktail hour {only one hour…not 2-3}, to moving guests into the reception as they pick up their place cards or review the seating chart to be seated in prep for the Wedding Party Introductions, 1st dances, dinner {yes feed your vendors too…I like to make sure all vendors eat for sure}.  Reverse… the big question…OMG how do you handle RSVP Guests?  This varies from wedding to wedding based on the discussion between Bride, Groom, and Planner.  In my experience, rsvp guests are seated first and any open seats, if permission is given to seat the non-rsvp guests, then we have utilized that option.  And…I have at requests {to only seat guests who are on the rsvp list/seating chart}.  Then, we thank the “visiting guests” for attending and graciously let them know that we are at capacity.  Let’s be honest, this is never an easy conversation.  However, the RSVP is a mandatory requirement to place it in the mail back to the Bride & Groom to confirm your attendance or decline.  Let’s honor the importance of knowing that the entire “expense” of this beautiful celebrated day impacts  the Bride/Groom and/or Parents.  Just a side bar note…this is truly a fact to honor.  Fast forward again to complete the night with toasts, other formal elements, of course finally getting the party started to the last dance and the final good by exit of the night.  Then, later that day or night…sometimes the next day… the break down and clean up.

These are thoughts to the details of the day and there is actually much much much more!  : )  Coordinating and executing a wedding day by no means is an easy task or job to handle.  So many details to think through each and every time.  It’s not cookie cutter, even if you’ve been in the same venue and worked with the same vendors.  Elements will be different.  Sometimes it feels like a musical production or a play with so many moving parts with a seamless beautiful melody even when the unexpected happens behind the scenes, there is still a beautiful flow happening right before your eyes…when it’s done with great thought and preparation in the details of the day.

And I’m still learning and getting better at it myself.  : )  Nishaka