The Importance of Pivoting and Rain Plans...

An exercise in critical thinking, quick decision-making, and the importance of planning with flexibility. (Think neuroplasticity, plus creativity.)

This weekend, I had the pleasure of working with a truly beautiful couple, inside and out. It was my first Nigerian-Cuban wedding. Not my first multicultural wedding. However, this was my first Philly wedding. And it just so happened that the unexpected happened.

After months of careful planning, reviewing, and revisions the big day was finally upon us. The couple had chosen a team of truly talented wedding professionals and we were all in communication ready and awaiting the days events. What I did not plan for, was a call from the hair stylist telling me that the CIA was at the Kennedy Center, only minutes away from the venue, thus blocking off many of the streets. I was also unaware of there being a festival at City Hall that day, thus adding to city traffic. (Learning curve! Surprise! I'm human, learning from my mistakes.)

Fortunately, I had built in plenty of buffer time in our timeline to accommodate traffic and a couple of wedding day mishaps and or emergencies. Well, we used all of that and some. Let me explain...

Careful Planning:

• Reviewing the decor plan with my extremely competent coordination team was integral to achieving the desired look for the wedding.

• Reevaluating the original arrival plan to adapt to traffic and need.

• Creating a cohesive timeline that allowed time for pivoting.

• Constant communication with other wedding vendors to ensure smooth transitions throughout the day.

• Limited city parking meant that vendors and guests needed to have information for loading (for vendors) and nearby garages (for both).

The Pivots:

• The GPS took my team and me to the wrong location to unload. The pivot was going to the correct location, and instead of taking one person with me to the hotel to retrieve items for special moments later in the evening, both assistants stayed to set up the decor.

  • Secondary pivot for this to this, was to retrieve the 3 specific items after the 3 PM church ceremony.

• The ceremony started late due to traffic and bladders. Keeping the Father informed and guests occupied alleviated frustrations.

• Execution of the new plan. This took work. In order to accomplish this goal, I had to work with the maid of honor to have me added to the hotel's list as their guest, ensuring I was able to receive a key to enter the room. (Another learning curve I will use with future weddings.)

  • Before I left the church, I encouraged guests to leave the church sooner rather than later to avoid traffic and join us for cocktail hour at the venue.

  • I then went to the hotel, informed the receptionist who I was and why I was there. I was then able to retrieve the items I was sent for.

• A few blocks from the venue, I called my assistants so they could unload the items from my vehicle and quickly deposit them in their respective places.

• After finding parking at a nearby garage, 1 block away from the venue, I received an urgent call from the bride stating she could not find her traditional dress. It was still at the hotel (NOT in plain sight).

  • With quick thinking and fast decision-making, I knew the best way to resolve this would be to take a round-trip Lyft/Uber.

  • Confirming the dress pattern with my assistant, who was with the bride, I was able to return to the lyft with the dress in a garment bag.

  (All the while, my assistants and I were in constant communication, and they were able to speak with the venue manager and other vendors, giving them play-by-plays.)

I know you're probably thinking, OMG that's a lot. And yes, it was, but that is why it is so important to have a great team working with you. Each vendor was notified early in the morning that traffic was very tricky due to unforeseen roadblocks and to allow extra travel time.

On the subject of Rain Plans.

Sometimes things don't go exactly to plan. In the words of the amazing artists Andre 3000, "you can paint a pretty picture but you can't predict the weather." Therefore rain plans are extremely necessary.

I recently had a wedding that was to be entirely cocktail style.

The original plan: No assigned seating, mix and mingle styled event. Only select tables were to have a couple of reserved chairs for parents. Dinner was a food truck. (Shout out to DMV Taqueria! Absolutely delicious.) Serving staff was poised to bartend and assist in general food service.

The rain plan: Assigned seating, including cocktail tables, to ensure everyone had a place to sit and eat. Food truck was still a go. The lead server and I had discussed a few days prior the options of a buffet or seat and serve style dinner. Buffet would consist of a few different options being placed on a table versus seat and serve, which would be guests writing their names and orders on a sheet at their table and the servers running food out per table. We discussed it again, and decided to ask the food truck captian which option they thought was best, and proceeded to carry out the plan.

***This is why it is extremely important to have a team of vendors who want the couple and their guests to have the best possible experience. It shows in their willingness to communicate and pivot with their fellow vendors as a team to accomplish the goal. The Wright People are indeed the right people for the job, if you're ever in need of service staff.

Everyone agreed that seat and serve would be the best option. Tara, the lead service member, introduced the plan to the guests with the assistance of the DJ, DJ Alex. She informed everyone that they would need to find their seats and fill out the order form and someone would be by to deliver them to the food truck.

This process took a few minutes, but all together dinner took about the same amount of time it would have if guests went outside to order.

And yes of course there were a few hiccups, but overall, the night ran on schedule and everyone was able to enjoy dinner and dancing.

Lastly, shout out to the amazing photographers who also pivoted and worked with the rain plans. (Clear umbrella pictures = Chef's kiss) Stephanie and Bettina...

Anyhoo, I hope this helps!