TICK TOCK … Are you on the Clock?

by Lesley Pinder, WPICC, of Lesley Pinder Wedding and Events

How are you with Time Management? Do you manage your own personal time well? How are you managing your weddings within the designated timelines given for ministers, venues and vendors?
We all represent different Cultures; however, weddings can be best described as a production.
“All the world’s a stage, And all the men and women merely players;” Shakespeare.

It all comes down to ensuring that we (Wedding Planners) are not overwhelmed by long and drawn out weddings. Our skills and expertise in a detail oriented, profession has placed us in a category all on its own.

Our name is our Brand. Time Management is IMPORTANT.

Time Management is EVERYTHING.

Gone are the days when brides insist on being “fashionably late”. Twenty to thirty minutes late for your own wedding is inconsiderate and disrespectful to your fiancé and guests. Once the officiant, bride, groom and witness is present, then why not begin.

An average destination wedding in the Bahamas should be no longer than six hours. Wedding planners often begin preparation anywhere from 24 to 72 hours prior to wedding day.

An extravagant set up could include constructing props, erecting stages, special lighting and equipment that require extra time and support staff. Planning ahead and setting up early minimizes this on the day of.

“The Logistics”… On the wedding day, from the crack of dawn, we
are liaising with make-up artists and hairstylists and requesting periodic updates to ensure that the Bridal Party dressing is running on time and smoothly in preparation for the photographer for pre-wedding (dressing) images. We are also responsible for ensuring that vendors ie. Catering teams, entertainment, décor and any other additional add on vendors are
set and ready for a room check at least ninety minutes prior to the designated start time. This can be referred to as “setting the stage”, the Prelude.

Act One, Scene One … An “on time” wedding. The Bridal party procession begins at the designated time. If late, couples may be subjected to late fees at ceremony venues. Why incur additional costs? Once the ceremony is completed, here’s where it can get tricky. WHY?
Some photographers that we have dealt with, without prior instruction or guidelines use this time to take hundreds of images without being mindful of time. I suggest confirming a timeline prior to the wedding to avoid any unnecessary delays. You may also want to have your assistant present to manage this session. Sometimes family members or extras can delay this process further for their own personal images. Venues may also require temperature checks and sanitization before entering which can also create delays. After a long wait time, cocktails eventually run out and
guests often get antsy. We all want our clients to have fabulous images, but our guests are just as important. Additionally, catering companies are also concerned about food quality.
Some foods are not suited for extended periods of time under prolonged heat.

Act One, Scene 2 … Guests are seated, the Bridal Party arrives, and the reception begins.
Most venues in the Bahamas include four to six hours of rental time in their contracts. This timeline can include either ceremony and reception or reception only at venues. This means that once the Bridal Party and guests are seated, it’s up to the MC, DJ (Entertainment), Catering Team and Wedding Planner to ensure that things flow like clockwork. More like a production, right?
Exactly! The meal, cutting of the cake, wedding formalities (speeches, bouquet and garter toss) and dancing should all be factored in when managing the overall event. MC’s should announce prior to, about time limits to avoid lengthy toasts. DJs should study their audiences and play the music that’s entertaining and enjoyable for all. Having done this, your event should move along smoothly. Once the time has expired, venue staff begin the process of breaking down and clearing away unless further arrangements have been made for time extensions.

Finale … What’s DONE is DONE. We secure the couple’s personal items (wedding accessories and cake) with a designated family member or friend, complete the necessary room checks, beverage inventory and final billing and it’s on to the next. Your wedding event went magically well. Another successful event under your hat. Hopefully, you didn’t overwork
yourself in the process, and at the end of the day, your client, guests, vendors and venue personnel are pleased with the overall time management and execution of the event.

Just like CLOCKWORK

Lesley Pinder, WPICC of Lesley Pinder Wedding and Events, is a veteran in the field of Wedding and Event Planning.  With more than 16 years of experience, Lesley continues to lead the industry in the Bahamas with trendsetting, inspiring approaches to the planning and execution of weddings and events,  She is a master of the art of execution and offers her clients a variety of services from assistance with intimate settings to coordinating elaborate and multi-layered large events.  Her Motto…”Dare To Be Different” en capsules her personality and approach to taking her clients’ vision and making it a reality.