Problems Solved! Be Prepared for the Challenges of Destination Weddings

Destination weddings can be full of problems and challenges, but planning ahead leads to solutions that save the day.The temptations of having an outdoor destination wedding are hard for many couples to resist. But there are just as often a myriad of risks and hidden problems to consider. Our experts tackle some of the issues that couples and planners may not have considered. Problem: Property description and amenitiesSolution: The Hilton Fort Lauderdale Beach Resort has a unique, round balcony overlooking the Atlantic Ocean. But, as with many destinations, what makes the property special also provides for an equally unique set of challenges. The first is trying to describe the property, which can accommodate weddings of up to 200 people, to couples who are not local. “When couples do not live close, it can be challenging to discuss the venue details over the phone,” says Brittany Manzie, a National Association for Catering and Events (NACE) member and catering manager of the property. “We try to paint the picture of weddings at our resort through verbiage and photos, but in today’s world, that is not enough. Celebrating couples have become more visual.” This is where technology has saved the day for many resorts and destination locations. Live-streaming videos of the locales and using Facetime have meant couples can better envision their days.When planning events at an outdoor site, Christi Bick, CPCE, principal event designer with Blondevents in South Florida, suggests being prepared by thinking of everything you can possibly imagine: Is there nearby indoor space to use as backup? What is the availability of electricity and parking? Is there space for catering equipment, climate control, and food preparation? Problem: TemperatureSolution: Since weather is unpredictable, it can present a challenge at anytime. “As a resort on sunny, Fort Lauderdale beach, we do experience wind and humidity at times.  At one of our weddings this past August, we experienced high humidity. Knowing this the day prior, we were able to offer the bride and groom options to keep their guests cool and comfortable, while upselling the resort’s services. As guests arrived, we butler-passed a glass of champagne and chilled oshibori towels that were soaked in eucalyptus and mint overnight,” says Manzie.Amenities like these offer guests a cool and refreshing atmosphere while they wait for the ceremony to begin. At this particular wedding, pink was the color of choice, so the team used the color to create a beverage to immediately cool the guests down. As guests walked into cocktail hour, they were greeted with a triple grapefruit fizz cocktail that consisted of fresh grapefruit juice, grapefruit vodka, and grapefruit soda with a pink sugared rim.  Alan Ehrich, CPCE, executive chef at the Audubon Nature Institute in New Orleans, says to remember to keep the food cool. Offer fruit, small plates of light foods—like grain salads—along with iced tea and lemonade stations.And don’t overlook mosquito sprays and wipes along with hay for areas that might get muddy. The thoughtful details and fun details go a long way in helping folks not think about the heat. For fun items, consider flip flops in a basket or logoed sunglasses. Problem: WindSolution: For outdoor properties, wind can also be a problem. “For windy events, our banquet team presents a basket, matching the event’s theme, filled with bobby pins and hair ties for the ladies attending.  It is all about creatively thinking ahead to creating the ‘WOW’ factor and ensure your guests’ comfort so you can execute a successful event,” says Manzie.Also, ensure the florist comes prepared with a sturdy arch that is heavy enough to withstand strong winds. When placing linen on the tables, use clips to secure them to the tabletop. Weights attached to the bottom of linens keep the wind from blowing the linen up onto the top of the table.  Tent place cards cannot be used at an outdoor event because of wind, so consider alternatives such as seashells, framed place cards, or even a decorative seating chart placed on an easel. And if winds become too strong or rain and storms threaten the happy day, ensuring your backup plan includes an indoor or tented option is key to saving the day.Problem: GlareSolution: It can be a delicate process for the photographer to capture that perfect moment. “Timing for events on our rotunda is a key element, especially for photographers.  We try to plan the ceremonies as the sun is setting,” says Manzie.  “This helps alleviate shadows in the couples’ photos and squinting eyes from the sun shining in their faces.”No matter what challenges a destination or outdoor event faces, there are always backup plans to meet the needs. The key is to be prepared so couples can have the event of their dreams. WPM__Bonnie Fedchock, CAE The National Association for Catering and Events, NACE