The idea of postponing events has crossed almost every couple’s mind since March of 2020 to present day. If you are one of the many couples that in fact made the difficult decision to postpone your social function, you might be asking yourself, what now?
Here are some tips and insights on what to do when you have officially postponed your wedding. (i.e. venue and vendor addendums are signed, and guests are notified):
Do not reinvent the planning wheel:
Our team along with so many other planners have had to postpone planning efforts by large time frames – some over a year! We encourage our clients along with industry professionals to not ‘reinvent the planning wheel.’ Dependent upon how close you were to your official wedding date and the status of your planning process, the work truly should carry over, meaning you should only reboot planning efforts in line with the time frame where you left off.
For example, if you were at the week of your wedding when you postponed your celebration, then most, if not all, planning efforts were finalized. Regrouping on some of the details below will be a must for any couple but the rest of the planning efforts should hopefully remain intact.
RSVP Collection and Tracking:
Once your guests have been notified of your newly scheduled wedding date, keep them informed! If you have a wedding website this is an incredible platform of communication for reminders to your guests as you gear up travel and revise room blocks for their information.
We also recommend starting the RSVP process slightly earlier than the first time around. Given the situation with the pandemic currently, some guests simply may not feel comfortable traveling. It is best to get an idea of your new count for the new celebration early on if at all possible.
Reconsider your Layouts:
With new social distancing protocols, it is important to keep your guests’ comfort and safety a priority. It will be crucial to revamp your layout with your designer and/or venue coordinator. Each component of the layout such as guest table arrangements and placement, dance floor size, food, and beverage display should be considered. The purpose is to spread your event out in an effort for guests who still wish to socially distance to have the ability to do so.
An important component of your reboot efforts is going to involve your stationery or graphic designer. Whether it is your save-the-dates, invitations, or day of, paper products ensure the dates and information are all updated to avoid any confusion.
One of the most sensitive topics for Wedding Planners has been the recreation of the timeline with postponed clients, especially those who were within 2 months of hosting their celebration. The reason being, the timeline is essentially the only tangible product a planner curates over months of planning with a couple. Wedding Planners sell their time, not a product. To redevelop the master schedule, planners are having to double if not triple existing planning efforts at no additional costs to the client. Most small businesses are suffering but it goes without saying that planners and clients must work together to agree on what is practical when reworking the timeline.
For consideration – If you are adjusting a timeline by even 1 hour:
The load in/out details change
The production schedule changes
Hair and make-up schedules adjust
Photo and video schedules adjust
Staffing details for the planner’s team adjust
And so forth
The hospitality industry and its clients are all feeling the impact of what COVID-19 has created. The best supporting advice we strive for as a company and encourage all hospitality professionals to do – is the right thing. Doing the ‘right thing’ within whatever means possible is what the hospitality world needs and in addition to doing the right thing I encourage clients to do the same.
We are all in this together.