5 Tips For Avoiding Wedding Day Disasters [With Wedding Day Emergency Kit List]

Picture this: It’s a perfect blue sky day, and your guests have all arrived at your gorgeous outdoor ceremony venue. 

Everyone is seated, eagerly awaiting your entrance. Just as you pull up, you spot a dark rain cloud forming overhead. Do you have a plan for this?

As magical as your wedding day is supposed to be, sometimes things don’t go as smoothly as expected. From sudden weather changes to last-minute vendor cancellations, unforeseen problems can (and do!) occur. 

This is why having a wedding planner by your side and a well-stocked wedding day emergency kit can be so valuable.

Here are our top 5 tips for avoiding wedding day disasters:

wedding planner looking at color pallete swatches with a checklist on a clipboard, to show preparation for wedding day emergencies.
Photo Credit: Jenna Shriver Photography

1. Always Have a Plan B (and C, and D…)      

So, the forecast for your beautiful outdoor ceremony suddenly calls for rain or strong winds. It might seem overwhelming, but here’s a tip from the pros: always have a backup plan—or two, or three. 

This isn’t about scrambling for any available indoor space at the last minute. It’s about thoughtfully planning alternative options that are just as charming and well-considered as your original vision.

Think ahead and secure an indoor venue that can serve as a cozy alternative. If an indoor venue isn’t an option, consider renting a tent with accessories such as tent walls, flooring, lighting, and generators.

Additionally, consider the comfort of your guests. Have umbrellas and rain ponchos on hand, and maybe even a few cozy blankets if the temperature drops. For extreme heat, make sure there are plenty of shaded areas and hydration stations.

Pro Tip: Backup plans and their accessories all need to be budgeted for. If you’re struggling with where to start check out our blog post “How To Build A Wedding Budget” for more help!

The key is preparation; every plan should feel like it was the first choice, ensuring that no matter what Mother Nature throws your way, your day remains just as special and memorable.

At Weddings by Kristy we know things don’t always go as planned that’s why we arrive at every wedding prepared and ready to pivot. Get in touch with us today!

A desk with wedding planning binders for wedding vendors, timelines, floor plans, and budgets. This photo shows  planning for any wedding day emergencies with a wedding emergency kit.
Photo Credit: Jenna Shriver Photography

2. Vendor No-Shows: Build Your Emergency Vendor List

Hours before your wedding, you get a call—your DJ has unexpectedly canceled, or even more startling, your florist has confused the dates and won’t be showing up. 

Without a wedding planner, this situation might feel like your worst nightmare. This is why wedding planners like us have a network of reliable vendors for just these emergencies, allowing us to quickly secure top-notch replacements. 

But not having a planner doesn’t leave you without options. Great vendors will most likely have secured backups for you.  

Alternatively, you can create your own list of backup vendors. Consider reaching out to those who were your second choice, or look into additional recommendations from your venue’s preferred vendor list. 

This step can act as a safety net, giving you peace of mind. If a vendor issue arises, you’ll have reliable alternatives just a phone call away, ready to step in and save the day.

Solid tips like these and more can be found in our FREE Wedding Planning Checklist– which includes budgeting guidance, expert advice, and self-paced action steps for each phase of the planning process!

A photo of a wedding planner opening her wedding day emergency kit with contents inside.
Photo Credit: Jenna Shriver Photography

3. Wedding Day Emergency Kits: Our Secret Weapon

A missing button, a sudden headache, or a tiny stain on the dress—small emergencies that can cause big worries. 

Here’s where a little planning goes a long way. Put together a day-of wedding emergency kit filled with all the essentials: safety pins, stain remover, pain relievers, and even snack bars.  

Every wedding coordinator at Weddings by Kristy brings with them a day-of wedding emergency kit that rivals Mary Poppins’ bag.  

Here’s a peek at the most commonly used items in our emergency kit for wedding day: 

Wedding Day Emergency Kit List:

  • Mouthwash/Floss/Mints
  • Toothpaste/Toothbrushes 
  • Crochet hook (for buttoning & bustling)
  • Makeup Remover Wipes
  • Handheld Fan
  • Bluetooth Speaker
  • Spray Deodorant
  • Feminine Products 
  • Q-Tips/Cotton Balls 
  • Eye Drops/ Lens Cleaner
  • Bobby Pins/Hair ties 
  • Nail Polish/Files/Clippers
  • Hair Spray/Hair Gel 
  • Dry Shampoo 
  • Stain Wipes/Stick
  • Wrinkle Release Spray
  • Lint Roller
  • Fashion Tape
  • Advil/Ibuprofen 
  • Tums/Pepto Bismol
  • First Aid Kit 

Watch Kristy’s full Wedding Day Emergency Kit reveal HERE!

Photo of wedding planner recording herself unveiling her wedding day emergency kit and her wedding day emergency kit list. This photo has a link to the video.
Photo Credit: Jenna Shriver Photography

4. Build Strong Relationships With Your Vendors

Building a solid, communicative relationship with your vendors is crucial for managing emergencies. 

When selecting your vendors, focus not just on pricing and portfolios, but also on their ability to handle the unexpected. Is this person a professional who you fully trust to do the job they’ve promised to do? If not, they’re the wrong vendor for you (no matter their price point).

Establish clear and open communication from the start. Discuss potential “what if” scenarios and make sure there’s a backup plan that everyone is comfortable with. Voice any concerns you have early and often. Remember: Your vendors can’t read your mind.

Vendors who feel invested in your wedding will step up when it matters most.

Make sure you secure the right vendors for you out the gate! Read our recent blog posts on How to Choose A Wedding DJ and 10 Questions to Ask a Wedding Planner Before Securing Them, to get you started!

Photo of wedding planner adjusting groomsmen by placing a pin on the tux from her wedding day emergency kit.
Photo Credit: Julia Romee Photography

5. Assign a Day-Of Contact

Assigning a designated go-to person on your big day is essential. This should be a trusted friend, a supportive family member, or anyone who deeply understands and resonates with your wedding vision. 

They will serve as your on-the-ground point person, empowered to handle any minor hiccups or decisions that may arise, allowing you to fully immerse yourself in the joy and magic of your special day.

However, it’s important to note that this role complements, rather than replaces, the responsibilities of a professional coordinator. 

Your designated person can act as your liaison, or spokesperson, communicating with your planner or coordinator on your behalf. This ensures that you’re not pulled away from the festivities for any questions or issues that might come up.

By trusting them with this important role, you can rest assured that your day will unfold seamlessly. While your coordinator manages the vendors and details, your point person can alert the coordinator to any questions or needs of you or the wedding party.

This leaves you free to cherish every precious moment.

Not loving the thought of navigating these potential mishaps and logistics? We’re here to help. Check out our services to see if we’d be a good fit for you.

Photo Credit: Lauren Barkume Photography

Keep an Eye on the Big Picture

Above all, remember what this day is truly about—celebrating your love and commitment. 

While it’s natural to strive for perfection in every detail, often it’s the unplanned moments that become the most memorable. 

Ultimately, your guests are there to share in your happiness, not to critique the day.

Whether you’re at the beginning stages of planning your dream wedding or counting down the days until you say “I do,” having a seasoned wedding planner by your side can make all the difference.

If unexpected bumps in the road have you feeling anxious, or if you just want peace of mind knowing your day will go off without a hitch, we’ve got your back. 

From preparing for potential challenges to handling any last-minute curveballs with ease, let’s work together to make sure your wedding day is one for the books.

Reach out today to learn more!

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Kristy Silva, Wedding Planner

Meet Kristy

Hey there! I grew up in the dry heat of Phoenix, AZ but now live in my favorite swamp, Washington D.C. My dream job? Owning a cat cafe. Just kidding (kind of). I’ve wanted to be a wedding planner for as long as I can remember. But not just any planner. The cis-heteronormativity of the wedding industry kind of gives me the ‘ick,’ so I’ve built a team to help all couples celebrate their love in a way that feels good to them. Not how society says ‘this is what a wedding should look like.

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