The ABCs of Being a Planner, Part 1
No, this doesn’t stand for anything but chicken when menu planning… Okay, bad joke! But in all seriousness, there are a number of foundational building blocks upon which every truly successful planner is built. To be honest, many of these skills are inherent in those of us who gravitate towards the industry, because planning jobs allow us to capitalize upon our strengths. However, most of these skills can also be learned and honed, which is why I’m here to help!
These days, many people are turning towards planning their own small weddings or intimate gatherings. For those of you who are at home scratching your head while trying to navigate the planning process- sit back, relax, crack open a bottle of chilled chardonnay, and read on!
A- Attention to Detail, Always
Well-orchestrated events are truly works of art made up of hundreds, even thousands, of meticulously thought through elements that all come together and sing. So many factors, both logistically and creatively, go into designing and producing a successful event, and if you are planning your own soiree, I’m sure you know by now that it is no easy task!
If I have learned anything from years of working in the industry, it is this- no detail is too small for your attention. There is literally no such thing as “flying by the seat of your pants” in my lexicon. I would never depend upon “just figuring it out” when I get on-site. Sure, I’m always prepared to trouble shoot, pivot, and potentially go into crisis management mode (insert gif of a duck swimming, looking completely calm on the surface while its feet are frantically kicking beneath the surface). However, I try to stack the odds in my favor for a smooth run of show by paying attention to and accounting for every single detail before stepping on-site.
Sure, okay, that all sounds great. But how do I actually stay on top of everything, you ask? As a general rule, I like all of my design and planning work to exist on paper, in the form of to-do lists, spreadsheets, and my own proprietary documents such as work plans and timelines. These are documents that I have created, and therefore I’m familiar with them, comfortable with them, and they make sense to me based upon my work style. Do I need to confirm my floral order on March 23rd, exactly three weeks prior to my event? That’s not just going to exist in my brain, I’m going to ensure that it gets noted on a work plan so that it doesn’t fall through the cracks.
In addition to keeping my planning on point, I always have my design completely ironed out ahead of time. For example, if possible I like to put together a complete table set, inclusive of floral samples, in order to make sure that everything fits well, looks good, and feels right. It might sound hyperbolic, but pay attention to every last detail, down to the angle of the floral vessel, the size of the wine glass, and exactly what fabric your linen is. Your food and beverage tasting is a great time to put all of this together. The more you account for ahead of time, the happier you will be with your finished product, and the less likely you are to be scrambling to solve problems and make under-the-gun decisions on the day of!
B- Be Ready to Pivot
Your hydrangeas are wilting in the 85 degree July heat. You ordered only Wellfleet oysters but the caterer brought Chatham oysters instead (a much different flavor profile and mouth feel). By the way, are those storm clouds on the horizon during your tented event? Did the bar provider ever send over that certificate of insurance? Speaking of liquor, where the heck are those cases of champagne?! They need to be chilled for at least two hours, and at this point it feels like everything is starting to run behind.
The truth is that things (plural!) are going to go wrong on the day of your wedding or event. There’s no getting around that, it’s simply the nature of productions that happen in real time with tons of factors and moving pieces. Be, and I can’t stress this enough, ready to pivot. Come prepared with plans B and C, but also arrive with the understanding that you will have to think on your feet. The ability to unflappably pivot is an essential skill for any successful planner.
An image captured during a site visit. Does this remind anyone of the hotel in the Shining?
This is only part one of a multi-part series addressing all the ABC’s of being a planner- let’s see if we can get through the entire alphabet, shall we?! Let me know if you find this type of content helpful and informative by reaching out to hello@harlowandhaven.com!