Being a Problem-Solver!
Being a Problem-Solver!
How I deal with big issues on a wedding or event day!
As a wedding and event coordinator, one of my main jobs is to problem solve. That is, when something becomes a problem, I need to step into the issue and find a way to solve it - one way or another! My ability to problem solve efficiently and effectively is crucial to creating smooth and successful events.
One of my recent brides told me, "Thank you rolling through the punches and coordinating behind the scenes. I've heard many stories I had no idea existed!" That right there is why you need a coordinator like me! I can problem solve an issue either before you know about it, or without you even knowing about it! Some event and wedding problems I've had in the past are issues with other vendors, family drama, timeline problems, fashion emergencies, and of course, weather issues. Let's go through these so you can have some examples of how I've tackled these problems.
Problems with Vendors
Ideally, I would love to be added to your event planning team as soon as possible. Why? For lots of reasons, but in this case, it's because I can stop a lot of vendor issues from happening when I can recommend vendors to you. When I make recommendations, it's because I have worked with that vendor in the past. I got to see first-hand how well they accomplished their job, if they did the things they said they would and what kind of professional they are. Those criteria immediately eliminate some of the reasons you might have problems with vendors!
One of the major advantages of having a coordinator on the books when you are booking other vendors is that I can be involved in asking questions, looking at contracts and being part of the communication process from the beginning. I can make sure we have the right information from them before we get close to the wedding date! I can also step in to mediate if there is a conflict or misunderstanding with one of your vendors, while looking for a solution that will satisfy both parties. This might include renegotiating terms of a contract, clarifying expectations or even finding alternatives if necessary.
When you book a vendor before booking my services, and I haven't worked with them before, it's hit or miss on whether they will be good! Sometimes, I'm surprised by how good they are and they get added to my preferred vendors list. Sometimes, they bomb and I remember NOT to work with them again, and NOT recommend them in the future. Things a vendor might bomb on:
- communication with either one of us (primarily not responding to a message in a reasonable amount of time)
- no contract (HUGE RED FLAG - run!)
- being late (for no reason, not for legit reasons)
- having unprofessional behavior (i.e. drinking too much or yelling at someone)
- not being prepared (missing equipment, supplies, etc)
- not working during your event (on their phone so much they aren't doing much anything else).
Family Drama
Family drama is a big source of tension and problems during a wedding or event! You are literally having two families (or more!) come together to celebrate, and each family, or person, has their own way of doing things. Each of you may feel loyal to your families, but also to each other! Please go ahead and tell me about things like this, because I can help!
Usually I get comments like, "Grandma/auntie/mom/mother-in-law wants it done this way, but we don't. Please keep it this way." Then I know when they come up to me with an idea, I can thank them for the suggestion, and then say something like "I love that idea! We've (or I have) decided to go this way today, but I appreciate your input!" Sometimes a family member just wants to be heard. So I listen, and then advocate for the couple. And yes, if someone moves something, I will go move it back to the way you wanted it. Haha!
My role with family drama is to remain calm and diplomatic, acting as a neutral party. I definitely allow my clients to make me the bad guy - "Erin told us to do it this way instead!" or have me intercept - "Hi Mom and Stepdad! Thanks for coming! I have special seats for you over this way! Can I show you?"
I can show family members to a private space for discussions (away from guests), redirect their attention to something else, or even try to remove them from the situation entirely, to a vehicle or parking lot to cool off.
Weddings are emotional times, especially if you haven't seen or talked to family in a while - it may bring up all sorts of topics and feelings. I try to take on that drama on the big day, so you don't have to!
Timeline Problems
We always have the best intentions when we work on a timeline for the day of your event! But nothing is perfect, mistakes happen and sometimes things take longer than we think. Timing issues can throw off the entire flow of an event, so it's essential to address them quickly and efficiently.
Having a coordinator is the BEST way to get your timeline back on track! I can reassess our entire timeline, identify bottlenecks or delays, and make adjustments as needed. I can talk to vendors to keep music playing or delay dinner. I can get appetizers out earlier and get the bar started, as I had to do in a recent wedding when the ceremony got moved indoors and guests were stuck waiting. I've had to pull a couple from their photographer when they spent too much time taking photos during the reception, and we had other things to do in order to keep guests from leaving! Once I had servers come out really late with dinner, so it pushed the program start time. I should have started the program while people were waiting! A lot of times, I can switch things or move them around a bit, or have something go shorter than it was originally planned.
These changes are easy for me to do, as I'm usually always talking to other professionals at your event throughout our time together. It may be harder for you to do when you have guests wanting to see or hug you, people you need to network with, or certain things that need to be done during an event, like a program or activity. Having someone else in charge means that someone else is managing these changes!
Fashion Emergencies
These happen. And they are common! I always bring my emergency "Shit Kit," with all kinds of essentials for fashion emergencies (and other kinds of emergencies!). If something is forgotten, I try to see if someone can drive to get it, if we can have it delivered, or if someone else has an extra. I can provide temporary quick fixes or find alternatives to minimize your stress!
Weather Issues
In Oregon, so many of our outdoor events are subject to weather - rain, snow, hail, sun, smoke, heat, and more! Weather can impact the logistics of our event, and the comfort of you and your guests. One of my roles is to monitor weather conditios leading up to your event and have contingency plans in place. We might need to delay a ceremony or adjust the timeline, move a location from outdoor to indoor, or rent a tent ahead of time. Weather on the Oregon coast has a mind of its own - I had a wedding that was supposed to take place outdoors, but it started raining about 2 hours before the ceremony and while the bride was still getting ready. When she arrived, I explained the situation, while their guests were inside at the reception building and on the front porch, trying not to get wet. With some quick thinking, I was able to rearrange the reception area, create a photographic space for the ceremony, hide some unsightly areas of the reception, discuss changes with the wedding party, and add in a private first look with the bride, groom and photographer at their original ceremony location. The groom and bride ended up being married inside, with all of their family and friends bearing witness, and everyone saying warm and dry.
In each of these areas, you'll see that I think on my feet, communicate to all of those involved, and remain calm under pressure. By looking ahead to potential issues and quickly finding solutions, I can assure you that you can relax and enjoy your special day without worrying about the details.