5 things that can ruin a wedding for guests, according to a professional planner

• A professional planner told BI about the things that can ruin a wedding for guests.
• Scaling back on staffing could lead to guests waiting in long lines for food and drinks.
• Forgetting to secure room blocks can create additional stress for guests traveling to the wedding.

Weddings are beautiful celebrations of love, but that doesn’t mean they’re all perfect.

Sometimes, the experience can fall short for guests who’ve had to sit through a hot outdoor ceremony or wait all night for a proper meal.

When planning a wedding, it’s easy to get caught up in the overall design and forget the smaller details that will really make a difference for attendees.

That’s why Business Insider spoke to professional wedding planner and designer Beth Helmstetter about the things that can ruin a wedding for guests. Here’s what she had to say.

Scaling back on staff can negatively impact guests’ overall experience.

When couples have a tight wedding budget, they often need to select a few areas to reduce expenses. However, Helmstetter said one area to avoid scaling back on is staffing.

Not having enough staff, such as bartenders and servers, can lead to guests spending more time in long lines for drinks and food than partying on the dance floor.

Instead, you want to ensure you have enough personnel available to keep the event running smoothly. Helmstetter recommends having, at a minimum, one bartender for every 50 guests and one server for every 10 guests.

And, if your budget forces you to cut back, she suggests reducing spending on areas that don’t directly impact the guests’ experience, like florals.

Overlooking the weather can lead to guests feeling uncomfortable.

One thing that will definitely hurt a guest’s experience is being uncomfortable.

“Obviously, you can’t control the weather, but you can anticipate comfort,” Helmstetter said.

If the wedding involves being outdoors in warmer weather, she recommends providing solutions for guests, like fans, parasols, cooling towels, and Evian sprays. Meanwhile, for cooler evenings, it can be great to have things like cozy blankets and heaters available.

Failing to advise guests on proper attire can also prevent everyone from being comfortable.

Helmstetter also told BI it’s important to advise guests on what to wear based on the venue and environment.

“We always want to make sure we inform guests of what they can expect, and this goes beyond just saying black tie, cocktail attire, resort attire,” she said.

It’s also helpful to mention things like whether the wedding is going to be outdoors on grass or cobblestone, so guests can better choose what shoes to wear.

“Similarly, if you’re going to be in a region where it’s really, really hot during the day, but maybe it gets very cool at night — Southern California is a perfect example of that — letting guests know that will help them determine what to wear,” Helmstetter told BI.

Forgetting to secure room blocks can create additional stress for guests.

One thing that can really ruin an experience for guests is stress. After all, they shouldn’t have to wonder if the hotel they found online is safe, clean, or easily accessible from the wedding venue.

Securing room blocks — hotel rooms specifically set aside for event attendees to book at a pre-set rate — can help make guests’ travel plans easier and more stress-free.

“We always recommend securing a couple of room blocks at a few price points as early as possible,” Helmstetter said. “Sometimes room blocks even give you preferential rates, which is nice for your guests to be able to take advantage of as well.”

Couples can share this information with guests early by adding it to their wedding invitations or website.

Rushing through your seating chart could lead to some awkward moments at dinner.

Sitting next to people you’ve never met or have nothing in common with can be an awkward, daunting task.

“If you’re creating a seating chart with no intention and you’re just randomly placing people together, I think it’s a missed opportunity to create a really special experience for your guests,” Helmstetter told BI.

She recommends placing people together based on factors like common interests, hometowns, professions, and sense of humor.

She said that trying to seat guests next to people they might be more compatible with is a really intentional way to help everyone have a good time.

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