Getting started
Contingency management is a fundamental concept in event planning. When I talk about attention to detail, I am not only referring to the harmony of each element of the event, but above all to the attention given to the planning.
The guest list, the arrangements with the venue, the caterers and performers, the services to be offered and the choice of music: each aspect requires due attention.
However, in event planning, the unexpected is always around the corner and a good event planner knows how to react. Resolving the unexpected is an integral part of our work, ensuring the success of the event even in the face of the most unexpected challenges.
Attention to detail is the key to creating an unforgettable experience.
Plan B
Thinking you are immune to unpredictable weather is a common mistake made by couples getting married in mild seasons or climates. Even if the forecast looks promising, Mother Nature may have something else in store for your special day.
Since the weather is out of our control, it is essential to have a contingency plan in place to deal with any adverse conditions, such as rain, snow or sleet, regardless of location or season.
Once the contingency plan has been defined, it needs to be shared in detail with the delivery team. This way, everyone is ready to make a decision in real time.
The Heat
Plan B is usually prepared for rain, but don’t forget to be prepared for the heat. During the summer season, high temperatures can cause inconveniences such as dehydration, sunstroke, annoying insects or gusts of wind…
Such scenarios require the right measures to ensure maximum comfort for your guests: elegant wedding bags with fresh water and sugary sweets can be prepared. Personalised fans, white umbrellas and appropriate covers can be provided to protect guests from the sun.
To keep friends and family well hydrated, we can also create a station with water dispensers or hand out single-serve cups of water with fresh, tasty ingredients. Refreshments should be placed in strategic locations, such as at the beginning of the ceremony aisle or at the entrance to the reception venue, to make them easily accessible to all guests.
The Wind
Of the many aspects to consider when planning a wedding or special event, one that is often underestimated but crucial is the wind. Even a light breeze can cause disruptions and unexpected problems. Candles that fail to light or stay lit, veils that flutter uncontrollably, glasses and flowers that fly off tables and even sheets that float in the air can become an unexpected and annoying reality.
Windy conditions can not only affect the look and feel of the event, but also pose a threat to the safety of guests. If wind is expected or common in the area, it may be advisable to avoid fragile objects or open flames in decorations, or consider the use of large, well-anchored aerials to ensure stability and safety.
Mosquitoes & other insects
We also have to consider the presence of mosquitoes and other annoying insects.
To avoid unpleasant inconveniences, we can provide bottles of insect spray to protect guests from bites.
In some cases it may be necessary to consider spraying the area in advance to minimise the presence of mosquitoes during the ceremony.
The emergency Dress Kit
When planning a wedding, one of the most important aspects is the bride’s dress. That’s why it’s essential to have an emergency kit to deal with any unforeseen circumstances. A diligent wedding planner knows that the unexpected can always happen, such as a small tear in the delicate lace or an accidental stain on the dress.
The emergency kit takes care of every detail. Anti-stain wipes, special detergents for stubborn stains and even chalk to cover up any residue are all on hand. This ensures that the bride’s dress is always immaculate and perfect for the big day.
The dress is one of the most important elements of the wedding and being able to deal with any minor mishap quickly and professionally is crucial to the success of the event.
Every bride can feel safe and relaxed, knowing that any unforeseen event will be handled masterfully.
4 fundamental elements
I would like to share with you the 4 basic elements to face an unexpected event with confidence and security.
- Keep calm. The unexpected may come unexpectedly, but panic is not the answer. Staying calm will give you a clear view of the situation and allow you to quickly identify the problem and possible solutions.
- Trusted employees and suppliers. It is important to work with trusted suppliers who have a solid contingency strategy. A good wedding planner will have a network of reliable professionals who can adapt to sudden changes and ensure the success of the event. Having the right staff is also a key to success. If you can count on the people working with you, it will be much easier to deal with unforeseen events. By spreading the workload and delegating problem solving to specific team members, you can handle more situations at the same time.
- Timely communication. Timely communication is essential when dealing with unforeseen events. Let employees and suppliers involved in the event know what has happened and how it will be resolved so that everyone is aligned and ready to respond. Clear and timely communication will help avoid confusion and resolve the problem effectively.
- Flexibility and adaptability. Being flexible and adaptable is an essential trait of the successful event planner. Unforeseen events may require last-minute changes to the programme or logistics. The ability to quickly adjust to new circumstances and find alternative solutions will help keep the event on track.
Successfully dealing with unforeseen events is a sign of great professionalism and commitment to our clients, demonstrating that we have considered every possible scenario to ensure the success of the event.
Attention to detail is the key to creating an unforgettable experience.
Make your dreams come true with us!
Have you got the perfect idea for your dream wedding?
Contact us today and let us work together to make your dream a beautiful reality. Book your free consultation with Simona Celani, your trusted wedding planner.
