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Wedding Planning Tips From Planners & Coordinators

You're free to make as many plans as you like. Even if you have the greatest suppliers, a super organised bridal party, a driven mother-in-law, and a razor-sharp day-of planner, things may still go wrong. You can never be 100% sure that your wedding will go off without a hitch, regardless of how well you believe you've planned everything. It's not going to work out (sorry!). There is always an issue. Not convinced? You should check this out. Looking for the ultimate Wedding Reception Venue in Melbourne? Look no further, Vogue Ballroom is here.

The most well-prepared brides, however, always have a backup plan (and a backup for that backup plan). Just what is it? Invest in a superb wedding planner. An excellent wedding coordinator is like wonderful wedding insurance, as one HuffPost Weddings blogger put it. The need for further explanation has been eliminated. But if you still need more persuading, allow us to elaborate. It is safe to say that hiring a wedding coordinator will solve all of your problems. She will act as your guardian angel. Planners for weddings need to be creative, adept with finances, and skilled negotiators. They are the ones with the David Copperfield-style tricks up their sleeves to repair anything. We met with Amy Shey Jacobs, the creator of Chandelier Events NY, a wedding and event planning company, to get the lowdown on 13 potential snags and the solutions a savvy planner would use. (Today is your lucky day, because we're going to share some of our most closely guarded secrets with you. What if?

Is There A Large 'whoops!' In The Event Timeline?

Make sure you have a timeline set up before you begin. Timeliness is of the utmost importance to wedding planners, so they'll lay out everything from when vendors need to arrive to when the ceremony starts to when you walk down the aisle. The inclusion of a timeline provides a sense of direction and structure for all parties. Again, we must stress that there are some matters about which you have no say. Anything from bad weather to traffic to an injury (hopefully not you or the groom). Your day-of schedule needs buffer time in case unexpected events arise. Celebrations of marriage are like living things in every way. Plan for some wiggle room in your schedule so that no one gets too worked up if something goes wrong. In the event of an unforeseen delay, your planner will examine the timeline and determine where necessary cuts can be made and how to make up for lost time so that neither you nor your guests are inconvenienced.

What If The Ceremony Is Rained Out?

It's time to just "leave it be" and accept things as they are. Any professional wedding planner will also tell you how crucial it is to have a backup plan in case the weather turns bad. Be confident in your actions regardless of the weather, so you can deal with Mother Nature's verdict with grace. Many future brides worry that their special day will lose some of its lustre if it is moved from its original outdoor setting to a more conventional wedding venue. That’s simply not true. Both the inside and outdoor settings will be meticulously planned by your wedding coordinator. Guests' stilettos should not get stuck in the grass. You don't want guests to come prepared for rain by bringing umbrellas to your outdoor ceremony. If you want your wedding to be remembered as the best one ever, all you have to do is make sure your guests have a great time. (As well as non-humid.)

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Is There A Blemish On Your Gown?

Let us start by saying that we understand your predicament and our hearts go out to you. The second thing we'll say is, where is that Emergency Kit we were supposed to have on the wedding day? Use white chalk, a Tide Stick, or (if nothing else works) club soda. If you can help it, avoid rubbing. Use the dab technique solely. Keep in mind that you (probably) spent the day in a white gown. A spill or stain is practically begging to happen on it. If taking that one mandatory shot entails lifting your 50-pound gown over a pool of mud, you should probably avoid red wine and chocolate. However, you can be well-prepared for such an accident by checking with your dress designer ahead of time to find out which stain removers work best on your fabric, and then keeping a supply of those removers in your emergency kit. Let Vogue Ballroom Wedding Venue help you create the most magical day of your life.

Is The Cake Arriving Late?

Don't worry about it. The cake doesn't have to make a big entry until you're ready to cut it." But what if you REALLY wanted to show off your dessert for the whole of the reception? We're sure you did. You (or your cake designer) spent a significant amount of time and effort crafting every sweet touch. But such is life. Worst-case scenarios are possible. Make sure your wedding planner notifies your photographer the moment the cake is placed on a table so she can shoot a few stills of it before it's carried into the room. Then place it on a movable table and send it out for a grand appearance prior to the cake cutting." If it is extremely late, request boxes from the caterer or chef and send visitors home with portions of cake. Breakfast with cake!

The Sound System Stops Functioning?

It has been documented on occasion. Jacobs advises future brides to come up with a "power plan" ahead of time. Do you think a generator will be needed? Where exactly can They find an electrical socket, if anywhere? Does this chore sound as tedious to you as it does to me? The result is then, et voilà! ) (Wedding coordinator, please remove that.) In order to anticipate potential power problems and make contingency plans, wedding planners will often coordinate with the venue director to arrange a pre-wedding meeting with the musicians. You can still have fun with your band if the power goes out by playing some songs acoustically. Have an electrician on call in the event of a power outage at your house wedding venue.

Your Heel Snaps Off?

Is this some sort of positive omen? Break a heel, break a leg—pretty close, right? You could, uh, cut the second heel if your heel breaks (We know, it sounds blasphemous to us too, but it's that or throw the shoes out completely). Actually, having a spare pair of shoes is the wisest course of action. As the night wears on and your feet begin to feel fatigued and swollen, you may desire these nonetheless. To ensure you enjoy the appearance with your gown (just in case pair #1 is out for the count before the wedding even begins), choose something that is comfy (a sandal, Converse, or a pair of ballet flats). Find a bridesmaid who has your shoe size if all else fails. She has a duty to perform it, right?

Your Friend Unexpectedly Shows Up With A Date?

This is more common than future brides would want to admit (and please don't be this person). Rather than worrying about "if" this happens, let's focus on "when" it does. But you should tell your wedding coordinator right away. “ Show kindness and forgiveness despite their errors. And have your planner find some more room for them. The situation must not devolve into something out of The Real Housewives of Beverly Hills. (Although no one would hold it against you if you fought when you got back from the honeymoon.) Usually they always advise the brides to get a few extra of the specific chairs they want, as well as extra chargers, plates, and whatever else they might need for their reception. On the other hand, last-minute cancellations are also common. The standard procedures are still in effect. Let your wedding coordinator and caterer know right away so they can make the necessary adjustments. You may relax about the seating arrangement. Not much will change if your table seats eight instead of ten.

Is Your Officiant Running Late?

If you want the day to get off to a nice start, the officiant is the vendor who needs to show up the earliest. Then there will be plenty of time for any necessary dress rehearsals on the day of the event. However, to avoid any hiccups with the ceremony's start time, all brides should be putting the time on their invitations for at least half an hour before the actual ceremony's start time. It gives us a bit of wiggle room as we wait for our visitors to arrive. Arrange for servers to circulate with (non-alcoholic) beverages. In order to set the mood for your guests as they mingle, They suggest that you perform some music with your quartet. A relaxed and friendly atmosphere can be achieved when people are socialising and having a nice time without feeling rushed. Afraid the pre-wedding festivities may derail your plans? Please review the first bullet point.

Is Your Makeup Artist Absent?

You should always be prepared for the worst, and they can tell you from personal experience that you need to carry your weapons at all times. Make sure your bridal bag has your go-to mascara, concealer, and lip gloss, all of which should not leave any streaks. "If you're comfortable doing so, apply your own cosmetics, but remember the basics. Avoid things like shimmering surfaces. And avoid dark lipsticks that will make your lips appear black in images. Makeup complete, have your photographer come in for a test shoot (she may already be in the room snapping all your gorgeous getting-ready photos). You can see if you've hit the sweet spot to stand out and look FAB actually by taking a few test shots.

The Wrong Flowers Were Sent By The Florist?

Florists are not magicians, despite the common misconception. They are powerless to revive a withering flower or free one held up in customs. They have the ability to think outside the box and come up with creative solutions to any issue. It's not worth getting worked up over if the bridesmaid bouquets aren't an exact match in colour; we're confident they'll be beautiful nonetheless. Or if there are less peonies and more ranunculus than you requested in the centrepieces. Believe it or not, you are not being targeted. Nobody is attempting to hide anything from you.

Simply put, we need to make do with what we have. In the days leading up to the wedding, you can always ask to view some progress shots. Then, schedule the flower delivery for the day of the event, leaving plenty of time to correct any last-minute problems. Have someone there to "check them in" (if a planner isn't available, a reliable friend will do). In just a minute, your friend can send you some images via text message to prove that you received the promised goods.

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You Get A Surprise Toast From A Toaster?

Ugh. Or perhaps we could just say UGH? You and your groom can devise a red-alert plan in which he praises an annoyingly intoxicated friend, gives them a hug, and then takes the microphone before they can say anything they'll regret. To take things one step further, Jacobs recommends providing your wedding planner with your curated selection of toasters if you intend to limit the number of toasts. The master of ceremonies (DJ, bandleader, or venue director) will be responsible for protecting the microphone, and your planner will make sure of it. We may soften this by saying, "With their dear life."

When Taking Guests To And From The Wedding, The Bus Doesn't Show Up?

An irate guest is a stranded guest. Don't give that chance to yourself. Get a stellar recommendation for your ride first and foremost. Even if you are confident that you have hired the best, you should confirm everything with them three times. Having the dispatcher's contact information is insufficient. The real driver's cell phone number is something we always make sure to get. ” Someone should be in charge of organising the bus routes and times, filling the buses, and making sure that everyone on board has a copy of the wedding's location. In case your visitors need to get there on their own, leave them with directions and contact information for other modes of transportation (such taxi numbers) in their rooms. Vogue Ballroom is your perfect wedding venue in Melbourne delivering fairytale weddings for the bride and groom.

Do People Show Up With Checks In Hand?

Everyone understands that bringing a wrapped present is a huge social faux pas. However, not everyone is contributing to the happy couple's new house. To add insult to injury, not all honeymoon activity registries are being filled (although we think you should). Checks and cash should never be left alone on a table. You should have your wedding planner coordinate with the venue director to store the funds somewhere secure and designate a single individual to collect the funds at the conclusion of the night. If we're talking about cash, it's also a good idea to have this person be in charge of tipping all of your service providers. Wedding planners are like fairy godmothers; you wouldn't believe the number of potential tragedies she's prevented with a wave of her wand.


One blogger said it best when she compared a great wedding planner to great wedding insurance. They have the David Copperfield-style tricks up their sleeve to fix anything. Wedding and event planner Amy Shey Jacobs, founder of Chandelier Events NY, met with us. Get a timeline planned out in advance. It's important to build some wiggle room into your daily schedule in case something goes awry.

The prospect of having to shift their wedding from an outside location to an inside venue causes anxiety for many would-be brides. Try using white chalk, a Tide Stick, or even some club soda if nothing else works. Avoid rubbing if at all possible. Make sure the wedding planner alerts the photographer as soon as the cake is placed on a table so that she can snap a few pictures of the cake. Brides, says Jacobs, should have a "power plan" in place in case of a power outage, and she encourages that brides and musicians get together before the wedding to discuss what would happen if the power went out.

An extra pair of shoes is a prudent precaution to take. Act kindly and forgiving towards them despite their faults. Nothing should get to the point where it's like an episode of "The Real Housewives of Beverly Hills." Facilitate the distribution of (non-alcoholic) drinks by having servers walk about with them. They advocate for you to give a concert with your quartet.

Make sure your favourite mascara, concealer, and lip gloss are in your bridal bag. Despite popular belief, florists do not do magic. If the bridesmaids' bouquets don't all have the same exact shade of pink, don't stress over it. If you want to minimise the amount of toasts at your wedding, according to Jacobs, you should give your wedding planner your chosen selection of toasters. Somebody needs to coordinate the wedding bus routes and times, and make sure that each passenger has a printed copy of the wedding's address.

Content Summary

  1. It's up to you how many plans you come up with.
  2. No matter how meticulously you've planned your wedding, there is always a chance that something unexpected will happen.
  3. I'm sorry to say that it won't work out.
  4. Always there is a problem.
  5. The best brides, however, never get caught without a fallback (and a backup for that backup plan).
  6. Do yourself a favour and spend the money on a professional wedding planner.
  7. One HuffPost Weddings blogger compared a good wedding planner to superb wedding insurance.
  8. You may rest assured that having a wedding coordinator take care of everything for you.
  9. She'll watch over you like a doting angel.
  10. Wedding planners need to be resourceful, financially savvy, and good negotiators.
  11. We spoke with Amy Shey Jacobs, owner of wedding and event planning firm Chandelier Events NY, to get the scoop on 13 potential obstacles and the solutions a clever planner would apply.
  12. We're going to spill the beans on some of our most closely kept secrets to you today, so consider yourself lucky.
  13. Get a timeline planned out in advance.
  14. The introduction of a schedule gives everyone involved a sense of purpose and order.
  15. It's important to build some wiggle room into your daily schedule in case something goes awry.
  16. Schedule some wiggle room into your day so that no one gets too riled up if a hiccup occurs.
  17. It's time to "let it be" and stop fighting reality.
  18. Having a contingency plan in place in case the weather turns poor is something else that every competent wedding planner will stress to their clients.
  19. Be sure of yourself and your choices, rain or shine, so that you can accept Mother Nature's decision with poise.
  20. Your wedding planner will carefully arrange the indoor and outdoor spaces.
  21. To avoid having guests show up to your outdoor ceremony with umbrellas, you should probably warn them.
  22. Make sure your guests have a fantastic time, and your wedding will go down in history as one of the best.
  23. Try using white chalk, a Tide Stick, or even some club soda if nothing else works.
  24. Just dab it on like crazy.
  25. Never forget that you (probably) spent the day wearing a white dress.
  26. Inevitably, it will get dirty or stained.
  27. You may be well-prepared for such an accident, though, by first consulting with your dress designer to find out which stain removers work best on your fabric, and then stocking up on those removers to use in the event of an emergency.
  28. When it's time to cut the cake, the cake can make a quiet entrance.
  29. You should prepare for the worst.
  30. As soon as the cake is set on a table, have your wedding coordinator inform your photographer so she can snap a few shots of it before it is brought into the reception hall.
  31. Then, send it out for a big show before the cake cutting on a moveable table.
  32. Cake at breakfast, why not?
  33. Five, Jacobs suggests that prospective brides establish a "power plan" in advance.
  34. Planners will typically collaborate with the venue director to set up a meeting with the musicians before the wedding to discuss any potential power issues and prepare backup arrangements.
  35. A loss of electricity won't stop you from having a good time with your band if you're prepared to play a few songs acoustically.
  36. In case of a power loss at your home wedding site, be prepared by having an electrician on call.
  37. The prudent thing to do is to always have a backup pair of footwear handy.
  38. Attempt to locate a bridesmaid who also wears your size.
  39. We shouldn't be concerned with "if" this occurs, but rather "when" it does.
  40. However, you must inform the wedding planner right away.
  41. Act kindly and forgiving towards them despite their faults.
  42. And make some more room for them in your agenda.
  43. Most wedding planners tell women to stock up on extras of everything from the chairs to the table settings to the favours before the big day.
  44. However, it is not uncommon for people to cancel at the last minute.
  45. Make sure your wedding planner and caterer are aware of the change as soon as possible so they can accommodate it.
  46. Regarding the sitting, you can unwind.
  47. The officiant is the service provider who should arrive first to get the day off to a good start.
  48. Then, on the actual day of the event, there will be plenty of time for any necessary dress rehearsals.
  49. If the bride wants to make sure that the ceremony begins on time, she should insert a half-hour buffer between the time listed on the invitation and the start time listed on the wedding programme.
  50. Facilitate the distribution of (non-alcoholic) drinks by having servers walk about with them.
  51. They recommend playing some music with your quartet to help establish the mood for your guests as they interact.
  52. You should always expect the worst and have a plan B ready, and they can tell you that you need to keep your weapons on you at all times because of their own personal experience.
  53. Lipstick, concealer, and mascara that don't smear should be staples in your bridal kit.
  54. Do your own makeup if you're confident doing so, but don't forget the essentials.
  55. Also, avoid wearing dark lipsticks that may photograph poorly.
  56. When you've finished applying makeup, call your photographer in for a practise shot (she may already be in the room snapping all your gorgeous getting-ready photos).
  57. You won't believe this, but you're actually not the target.
  58. There is nothing anyone is trying to keep from you.
  59. To put it briefly, we'll have to work with what we've got.
  60. Ask to see some work-in-progress photos in the days leading up to the wedding.
  61. The flowers should be delivered the day of the event, with extra time built in for any unforeseen delays.
  62. Ensure that there is someone there to "check them in" (a planner, or at least a trusted friend) at the beginning of the event.
  63. If you want to cut back on the amount of toasts during your wedding, Jacobs suggests sharing your carefully picked selection of toasters with your wedding coordinator.
  64. Your planner will make sure the emcee (DJ, bandleader, or venue director) is responsible for safeguarding the microphone.
  65. You shouldn't take the risk of doing that.
  66. First things first, make sure your ride comes highly recommended.
  67. Someone needs to plan the bus schedules, ensure that enough people are on each bus, and give out printed directions to the wedding venue.
  68. Leave visitors with directions and other contact information (such cab numbers) in their rooms in case they need to get there independently.
  69. Never leave your chequebook or cash alone on a table.
  70. Your wedding planner should work with the manager of the venue to establish a safe location to keep the cash, and one person should be designated to collect the money at the end of the night.

FAQs About Wedding Planning

A wedding checklist is useful for organising the many moving parts involved in the big day. However, there is a method to the chaos, and following a wedding preparation checklist will make the entire event go off without a hitch.

Setting a date and reserving a location for an event is important since it allows you to better visualise the event's location and season, both of which can significantly impact your outfit choice. This is one of the many reasons it's crucial to stick to the wedding planning checklist; there are plenty more.

One of the first and most crucial things to do when arranging a wedding is to create a website where visitors can view updated information. Don't forget to put the wedding's date, location, travel details, room block information, and more on the website.

While it is customary for the groom's family to organise the rehearsal dinner, the bride and groom should determine who will be responsible for the event well in advance so that a venue can be reserved and details can be worked out at least six months before the wedding.

If you choose the perfect wedding planner, you can have the wedding of your dreams. However, first meetings with planners are like first dates; you want to ensure you click and share similar goals before committing to working with them for the next year.

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