Rules for a Hurricane Wedding

As some of you may know, I first became introduced to the wedding planning industry after my own lovely wedding which took place only two days after Hurricane Isabel devastated the Southeastern Virginia in 2003. And while I hope you will never be faced with dealing with 2/3s of your State loosing power and your Governor issuing a "State of Emergency" on your wedding day, with the approach of Hurricane Earl I felt the need to share some key tips for executing a happy hurricane wedding.

If a Hurricane strikes three, two or even one day before your wedding day there is some good news. Usually the weather after such a storm is pristine - clear skies, mild weather... simply beautiful. However, the bad news is depending on the severity of the storm many basic services and resources may be compromised such as roads that are flooded, landscapes that may be littered with fallen trees, and electricity, gas, telecommunications services which may be out for days if not weeks. But, as most of us in the Event Industry know, in many cases the show must go on. And if your Great Aunt Lulu is able to make the trip, the Officiant is able to show up and if your adoring Fiance and you are able to walk down the aisle... "I dos" will be said! Here are just 5 things to keep in mind for your wedding if it happens to be in the path of a Hurricane.


It takes a Village or in this case a "Team":
The most important element of a Brides wedding (besides the Groom of course) will aways be the Team... yes, I said "Team" of people that it will take to make the day possible. Consider two types of Teams for your wedding.

• The Pro Team - These are the "Professional Wedding Vendors" you have hired for your wedding day. They include your Planner/Coordinator, Ceremony Site, Reception Site, Caterer, Baker, Florist, DJ/Band, Rental Companies, Mark-up Artist, and another service providers needed to create the event. This is were all of the detailed research, expense you've invested, and quality of professionals you've selected for your special day will pay off. The most Professional Vendors will have not only have tremendous skill and experience but will have plans, solutions, and capabilities to deal with emergencies. For example: Chariots for Hire, a local Horse drawn carriage company, actually have a tractor trailer available to transport the Horse & Carriage through flooded areas.
  
• The Support Team - These are the friends and family you've chosen to be a part of your very special day. Usually these people were chosen because they are reliable and genuinely care about your happiness and well-being. Also keep in mind that a wedding is a huge commitment for a Bridal Party. From purchasing dresses and accessories to fittings and rehearsals - your Bridal Party is investing a great deal of their own personal time and money to insure you experience the wedding day of your dreams. But their involvement doesn't end there. Often times it is your "Support Team" of friends and family that you will turn to for advice, encouragement, to laugh with, and offer so much emotional support. In the case of an emergency you may have to ask even more of them and so it may be important to let them know you may be calling on them if an emergency hits to help out. Don't just assume they will know that in advance that you'll be calling on them and be mindful that they may have to deal with their own family concerns too - just ask them in advance if they wouldn't mind helping if needed.

Tangible Vision:
During the planning process your taken great care to create a vivid vision of every single detail of your wedding.

• Bridal Binder - Most Brides have their planning materials in a binder - keep it handy!
  
• Share the knowledge - Your Planner/Coordinator should have copies of all of your materials such as contracts, diagrams, contact lists, timeline, etc. If a picture is worth a thousand words then our concept illustrations help to give our Brides a library of information at a glance, creating a quick blueprint of the wedding.
  

Communication:
Can you hear me now?!? Being about to share information, trouble shoot and make last minute changes smoothly and without confusion is going to be key.

• Vendor Communications - Talk to your vendors before the storm hits! Confirm delivery schedules, appointments, and reservations (such as hotel rooms for the night of). Express your concerns and discuss their procedures. If you haven't already done so, talk to your venue about Rain Site options or if they have a generator on site. Also, review the cancellation policies again. Most locations will honor your reception on another date - giving you the option of a "Wedding Celebration Party" on another day following your wedding instead of a "Wedding Reception" on the day of your wedding. This way you are all on the same page.
  
• Point of Contact - If you already have a professional Wedding Planner/Coordinator you place then your are more than likely in good hands. Your Coordinator (and their own team) will be more than able to handle the many moving parts of your wedding day. Just be sure to provide them with the most up-to-date contact information for yourself, your Bridal Party, and your Vendors. If you do not have a Planner be sure to discuss your designated Point of Contact with your Vendors since the odds are you will be far to busy on your wedding day. Many Vendor Contracts only list one authorized Point of Contact so you you have an alternate be sure to not only inform them but see if they require any written authorization forms from you prior to the day of.
  
• Information Network - Your Participants should have phone lists. Your Coordinator and Bridal Party (usually Bridesmaids) should have lists for Bridal Party Members and Vendors.

Logistics:

• Transportation - Make sure you have your transportation plan in place not only for yourself and Bridal Party but for any deliverable that need to be transported during your wedding day such as programs, favors, placecards, etc. If you don't have a plan already in place with your Professional Wedding Planner/Coordinator then you and your Bridal Party will have to take on the task of planning and executing a transportation plan. Note: During power outage Gas Stations may not be accessible so be sure to fill your car with gasoline before a storm hits.
  
• Communication Devices - Try to write down the landline telephone number of each location you will be at that day such as Hotels, Church, Reception Sites, etc. Remember to charge your cell phone and make sure you have a landline phone available. Note: Cable Provider Telephone Service will not work in a power outage however, Analog Phone Service will.
  

Emergency Basics:
Typically your Coordinator will have his/her "Emergency Kit" on site but if you'd like to have a few additional items handy here are a few recommendations.

• Batteries (in a variety of sizes)


• Boom Box/Radio (with CD Player & CDs for ceremony music)


• Bottles of Water (a case of water is a great idea)


• Food (Consider snacks like crackers, energy bars, dried fruit snacks, etc.)


• Toiletries (including Deodorant, Bounces dryer sheets which helps repel bugs, tissues, breath mints, hand-sanitizer, clear nail polish, disposable razor, brush, hair pins/combs, lint brush, candles & matches, safety pins, etc.)

Bonus!
Ok, here's a bonus tip...

Be Positive and cherish the day! - Let go of the negativity and the things you can't control. Forget the old saying, "What can go wrong, will go wrong". Instead, trust in the high-quality Professionals and Vendors you've chosen and "What can go right, will go right". Be Positive, thankful for your support team, and remember that not only is everything thing going to be "ok" but at the end of it all you will sharing one of the most important days of your life with the people who love and mean the most to you. After all, no one lies in bed at the twilight of their life wishing they'd spent more time away from their family and friends. Special events are milestones go by faster than you can imagine so enjoy them!