Managing your event during quarantine
We are in the middle of the Coronavirus outbreak. You might be feeling stressed and confused, and if you are a bride or are planning a big event, it’s understandable if you are feeling especially anxious.
All over the world, measures are being taken to slow down the spread, dramatically impacting our day-to-day life and routines. The new guidelines of self-isolation can be quite stressful if you see yourself having to postpone or maybe even cancel your big day. We know this is the last thing you want to do, but even if you were allowed to carry on with the event, people would be too stressed to enjoy it, even you!
That’s why we came up with a few tips to help you during this unprecedented time that will ensure that you still have the party, event, wedding of your dreams.
Reframe the situation
No one would choose to have their event take place during a pandemic. This is particularly challenging because so much is still unknown. You can’t turn to your event planner, parents, or friends for advice on how they coped when their event got canceled due to a virus outbreak.
Not all is lost, keep in mind the positive aspects. If the date of your event isn’t being affected but you still need to have meetings with vendors, ask them if you can have them by video conference, or if they can mail or e-mail you samples! Maybe there were things you wished you had more time to decide or select, or a special guest that wasn’t going to be able to make the original date.
Reach out to your vendors
If you don’t have a list including all your vendors and their contact information yet, now would be a good time to create one. That will help you to not only keep track of every vendor working on your event, but also prioritize the ones you should reach out to first. Keep in mind that this is a hard situation for the vendors too, as all clients are reaching out with the same fears and questions. Be kind and give them enough time to get back to you, we’re all in the same boat!
We know every event is different but in general the big vendors we recommend you reach out to first are:
Wedding planner: If you have one this might make things a tiny bit easier as they probably are already reaching out to your vendors for you to assess the situation. If this is the case, keep in contact with your planner and let them know about any concerns or preferences you might have with regard to a new date.
Venue: If you are doing this on your own, we recommend you reach out to your venue first. Ask them if your event is within the time frame that requires you to postpone it. If your date hasn’t yet been affected but you fear that either it will eventually get cancelled or you would prefer to have your event take place at a later date, ask your venue if they are willing to let you change your date and what future dates they may have available. Be cautious as the next two months are uncertain to all parties involved and, if you can, try to look for options after June 2020. (This might change depending on what region you are planning your event).
The next vendors will depend on how your venue responds. If you are able to find a new date for your event, then reach out to all other vendors and check if they have availabilities for that date too. If you are unable to determine whether you’re going to postpone your event yet or haven’t been able to find a new date with the venue, consider reaching out to your other vendors and letting them know about the current situation. Ask them how they are handling the pandemic.
Most vendors are being extremely flexible and willing to work with clients. Don’t forget other important vendors such as caterers, photographers, videographers, band/entertainment, florists, officiants, rentals, lighting, calligraphers, etc.
Keep your guests informed
It’s also important to keep your guests in the loop about updates to the event. These are stressful times for everyone, especially guests that are coming from abroad or out of state that need more time to plan their travel. That does not mean they need to know every detail of what is going on, but if you know your event is going to be cancelled or postponed, you should let them know as soon as possible. This is especially true if your event is just on the cusp of that two-month timeline we previously mentioned.
On that front, we at Viviane Calligraphy are here to help. Whether you are already a client that needs to change your plans or a new client that would like some help with letting your guests know, please reach out to us! Your postponement or cancelation does not need to be a sad text or post on social media. One cute option is to send an e-card, much like a save the date, you can share with a large group either by text or e-mail. Whether you have a new date or still finalizing one, let your guests know either way.
Try to stay positive
This is probably hard right now but try to focus on the tasks ahead. This will pass. If you stay organized and on top of things, you will be ready to pick up where you left off. Organize your to-do list. Focus on some extra research and creative ideas to implement at your event. Maybe add some custom favors to let your guests know you are extra appreciative of their presence and patience with the change of plans. Check out our Pinterest board or Instagram for some extra ideas or custom stationary options or reach out to us with any ideas or questions.
We are all going through the same uncertainty, so rest assured everyone will be more than happy when things go back to normal and they are able to celebrate your event with you!
Ask friends and family for support
Don’t be shy and do reach out to family and friends for support. Any person that has planned an event will be able to sympathize with your current situation and maybe even provide you with good suggestions and reassurance. Right now, the best thing we can all do is remain as close as possible while we practice social distancing, so pick up the phone and call that friend you haven’t spoken in a long time or that family member you haven’t seen in a while; try video conferencing with a group of friends.
There’s no immediate solution but we can all do our part in keeping everyone safe.