The Wedding Crasher You've Never Invited - If You’re Planning a Wedding During the Coronavirus, You Need to Read This
Disclaimer: Since this blog was posted, on Tuesday, March 17th, Orange County officially bans gatherings, closes bars, and limits restaurants https://www.ocregister.com/2020/03/17/orange-county-expected-to-ban-all-gatherings
Cruise ships are quarantined. The largest conferences and events are canceled. Music festivals are being rescheduled. As if wedding planning isn’t stressful enough, now brides and grooms such as yourself have to strategize plans B, C, D, and E. As a person whose life is heavily integrated in the event, technology, and health vertical, this time is devastating to us.
Late one evening, I received a text message from a bride who is getting married in July of this year, and she said, “With this coronavirus pandemic, guests are not RSVPing anymore to my wedding.” That was when it hit me hard. Oh my goodness, so many of my clients are probably extremely stressed and are asking the same questions. “Should we cancel our wedding?” “Should we reschedule or postpone for the end of the year?” “What the heck should we do?”
While I may not have all of the answers, being in the industry for quite some time, I want to let you know one thing: I’m here for you. If you are my client, you would know that this is at the top of my mind right now. More than ever, it’s incredibly crucial for us to stay coordinated, collected, and communicative.
If your wedding is approaching or you are getting married sometime this year, take no chances. I encouraged you to make an abundance of caution and implement these tips I’m about to share with you:
Schedule an emergency (virtual) meeting with your coordinator, event coordinator, and all respective vendors. Discuss the emergency operations plans and determine how they may impact aspects of your wedding, such as personnel, security, services and activities, functions, catering, and staff. Work with them to prepare for the critical prevention strategies and develop a contingency actionable plan that addresses various scenarios, which you may encounter during a COVID-19 outbreak. Advise vendors to talk to their assistants, second shooters, bartenders, chefs, etc. Let them know that sick employees showing any signs of cold or flu-like symptoms should not be working the event.
Communication is EVERYTHING. Include relevant vendors, family members, and the wedding party in every conversation in regards to your wedding day. Also, don’t forget your guests, especially the ones who are coming from out of town! Let guests know that you will continue to keep them updated via your wedding website or through email.
Advise guests who are sick to rest and stay at home. Your elderly guests are at high-risk, and we want to minimize this as much as possible.
Talk Contingencies. Now is an excellent time to chat with your venue coordinator and other vendors regarding their cancellation and rescheduling policies even if your wedding is held later this year. Now is also a great time to review your contracts with them.
Take everyday preventative measures. (Cover your coughs and sneezes with a tissue, then throw the tissue in the trash. Wash your hands often with soap and water for at least 20 seconds. Avoid touching your eyes, nose, and mouth with unwashed hands. Drink lots of water).
I’m still planning to hold my wedding. What are some event preventative measures I can take for my wedding day? If you are still planning to host your wedding, have alcohol-based hand sanitizers by the welcome table, bar, dessert bar, and any high-traffic area throughout the venue. Ask your venue to step up their cleaning of handrails, doorknobs, touch screens, and bathrooms throughout the evening. Talk to your DJ and MC by letting them know that they need to disinfect microphones between each speaker. Before the food is served, let the DJ or MC know to make an announcement and remind guests to wash their hands before eating. Let all vendors know that it’s important for them to wipe down every equipment. As far as the table setup goes, keep the chairs and table further apart from one another.
What should you tell your guests who will still be attending your ceremony and reception? Before your wedding, advise all guests to adopt a no-handshake, no-elbow touch (since you cough into your elbows), no high-fives, and hugs policy. I know this is going to be extremely difficult, especially if you have an open bar, and a guest has one too many drinks. However, at this time, let’s love from a distance.
Photo booths. If you are planning to have a photo booth, talk to your vendor and ensure that there is at least one photo booth attendant at all times. Also, let your guests know that only the attendants are allowed to use the touch screens. The vendor should be told to not bring any props/prop table.
Hotel Bookings and Resort Reservations. Hotels are also taking their cleaning and hygiene protocols even more rigorously. Reach out to their guest assistance team and confirm what their individual booking policies are. In regions affected by government-issued travel restrictions, can they waive change fees or offer full refunds?
Wedding Dresses & Etc. Most wedding dresses, table linens, party favors, stationeries are manufactured in China. Check with your local boutique, designer, and store by calling in and ask them if this holds. If so, your dress may be experiencing a delay in shipment.
For Vendors. Clean, organize and sanitize all of your equipment before each use. Now is the time to update your contracts, review your cancellation/rescheduling clauses, be mindful of business expenses, stay connected with your clients, and be proactive.
Earlier this week, I jumped on a call with a bride who said, “I’ve never cried more in entire my life.” The money, the time, the efforts, but more importantly, the thought of loved ones not being able to attend her wedding devastated her. Around the world, we hear the same heart-wrenching sentiments. Here’s what we know to be true: the news is radically evolving - every minute, every day. While there are a lot of uncertainties right now, the brides and grooms who are more settled are the ones who are prepared. If you have questions for me, please leave them down below, and I will try to help you any way I can. The health of your guests and your big day are my highest priority, and I will continue to monitor upcoming events relative to Novel Coronavirus (COVID-19). Please take care of yourself. Share facts vs. speculated news. Spread knowledge vs. fear. Let’s be kind to each other and support businesses that are impacted by this pandemic. We will need your help during this difficult time.
For your reference, here are some helpful and credible links for you to check out.
For up-to-date news from official sources
Centers for Disease and Prevention: https://www.cdc.gov/coronavirus
World Health Organization: https://www.who.int/emergencies/diseases/novel-coronavirus
For Vendors/Business Owners
Sign this Petition: https://www.change.org/p/donald-j-trump-federal-aid-package-for-events-industry
