By Michelle Owens, WPICC of Mo & Co Event Coordination
For wedding planners, a double header weekend can be both exhilarating and challenging. With two weddings back to back, it requires meticulous planning, seamless execution, and a touch of finesse. Whether you’re a seasoned pro or embarking on your first double header, these tips will help you navigate the the whirlwind with ease:
Create Detailed Timelines
Start by crafting detailed timelines for each wedding, down to the minute. Include everything from vendor arrival times to ceremony start, cocktail hour, dinner service, speeches, and dancing. Having a clear schedule will keep everyone on track and ensure a smooth flow of events.
Assign a Lead Coordinator
Designate a lead coordinator for each wedding. This person will be your right-hand throughout the weekend, overseeing the execution of the timeline, managing vendors, and addressing any last-minute issues. A capable lead coordinator is invaluable for a successful double header.
Communicate, Communicate, Communicate!
Effective communication is the backbone of any successful event, especially during a doubleheader weekend. Keep in constant contact with your team, vendors, and clients. Share updated timelines, contact information, and any changes promptly to avoid confusion.
Prepare for the Unexpected
Double header weekends often come with unexpected surprises. Be ready for anything by creating a comprehensive emergency kit. Include essentials like safety pins, sewing kit, stain remover, band-aids, phone chargers, and even a backup set of wedding vows!
Streamline Setup Breakdown
Efficiency is key when you have two weddings in one weekend. Coordinate with vendors to streamline setup and breakdown processes. Clearly communicate load-in and load-out times, venue rules, and any specific requirements for each event.
Utilize Checklists
Checklists are your best friend during a doubleheader weekend. Create separate checklists for each wedding, detailing tasks for setup, ceremony, reception, and teardown. Tick off items as you go to make sure nothing is overlooked.
Delegate Tasks Effectively
You can’t do it all alone, so delegate tasks wisely. Assign specific responsibilities to your team members, assistants, and vendors. Whether it’s setting up decor, coordinating with the DJ, or overseeing the dessert table, clear delegation will ensure a well-oiled machine.
Stay Organized and Hydrated
With long hours and non-stop action, it’s easy to forget self-care. Remember to stay hydrated, nourished, and energized throughout the weekend. Pack healthy snacks, water bottles, and perhaps a caffeine boost to keep you going strong.
Have Backup Plans
No matter how well you plan, there’s always a chance of something not going according to plan. Have backup plans in place for common hiccups such as weather changes, vendors no-shows, or technical issues. Being prepared will save the day.
Celebrate Small Victories
Amidst the hustle and bustle, don’t forget to celebrate the small victories. Whether it’s a seamless ceremony, a perfectly timed first dance, or a happy couple’s beaming smiles, take a moment to appreciate the magic you’ve helped create.
Rest and Recharge
Give yourself some well deserved downtime to unwind, reflect on the weekend’s successes, and prepare yourself for your next adventure!
Feedback and Reflection
Once the double header weekend is over, gather feedback from your team, vendors, and clients. What went well? What could be improved? Reflecting on the experience will help you refine your skills and approach for future events.
Celebrate your Accomplishments!
Lastly, take a moment to celebrate your achievements. Double header weekends are no small feat, and successfully pulling off two weddings in a row is something to be proud of. Treat yourself to a spa day, a nice dinner, or simply some quality time with loved ones.
As you embark on your double header weekend, remember that meticulous planning, effective communication, and a positive attitude are your greatest assets.. With these tips in mind, you’ll be well-equipped to create unforgettable moments for two couples!
Cheers to a successful weekend of love, laughter and happily ever afters!
Michelle found her passion and love for events over years of working in customer service, retail, hospitality and event coordination assistant positions. It wasn’t until she entered the corporate world that she realized she wanted something more; the creative freedom to plan and execute unique events all over the world, while meeting and working with great people in the meantime.
“My favourite part about weddings, parties, and celebrations is the people. I’m a total people person, and to be surrounded by such happy, wonderful and passionate individuals who are all in one place to celebrate wonderful moments- that is why I do what I do”
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