Today I’m going through the questions that we had during our planning process as well as some tips on how to handle the hurdles that arise in the planning process.
How large of a guest list is considered safe?
The answer to this question is that any number of guests is a risk right now. The higher the guest count, the higher the risk. We decided to keep our guest count at 25 which included the two of us, the photographer, and the officiant who was also a very close friend of ours. We also chose to not invite older adults including our parents which was a tough decision but this was the only way to ensure that they would be safe.
Tip: Review the CDC guidelines for events and gatherings when you are planning your event. They will be the most up-to-date recommendations for the current environment and help you assess the risk. There is also a COVID-19 Event Risk Assessment Planning Tool that shows the risk level of attending an event, given the event size and location.
Will we invite guests who have to travel?
We invited 5 guests who had to travel to attend the wedding. This was not ideal but they were essential to my big day. The guests were young, not high risk, and they took every precaution possible while traveling. If they flew, they flew Delta airlines which have been following strict COVID-19 guidelines according to the media and the traveling guests’ experiences.
Tip: Guests who have to travel increase the risk at any event. Disclose this information to the other guests attending so they can make the most informed decision when they RSVP.
Do we want to open the wedding up on zoom?
We wanted to keep this wedding intimate, and since we had kept our big wedding plans the same for 2021, we decided to only have our parents and a few extremely close family members on zoom.
TIP: Zoom is a great option and it allows people to feel like they are still attending the wedding in the comfort and safety of their own homes. We even had my Sister-in-law do a reading via zoom so she could participate in the ceremony. If there are a limited number of people on zoom, you are able to connect with them after the ceremony and they’re able to share their thoughts with you
. How was information distributed to guests?
Since we wanted to include very detailed information about the event ten days before the event, we sent the invitation via email and requested RSVP via email and text.
TIP: If you already have a website created for your wedding and you want to send a message to all your invited guests, use the website to send the messages and also create another tab for COVID-19 information. However, if you are sending the message to a limited number of guests, email works great.
What is considered essential information for guests to learn from the invitation?
We wanted guests to know as many details as possible to make the most informed decision possible of whether to attend or not. We made it very clear that there was no pressure and everyone should do what was best for their families, co-workers, social bubbles, etc. The ceremony set up, guest count, information about traveling guests and the food and beverage details, and photography details were sent to guests in addition to the regular details such as time of event and location.
TIP: The more information, the better. It helps the guests see that the bride and groom are also concerned about COVID-19 and understand how the safety and health of their guests have been taken into consideration.
Will it be ceremony only or will we keep it open for people to stay for a reception?
Since we had the guests from out of town staying at our home, the seven of us were going to stay out on the deck for the remainder of the evening. We decided to offer the option of leaving after the ceremony and pictures, or to stay for drinks, food, and some mingling in which case everyone’s masks would be removed.
TIP: Receptions are always fun! But keep in mind that this increases risk as masks come off and people become comfortable. Make sure there is a reasonable amount of time between the ceremony and reception where guests who would like to leave can greet the bride and groom after the ceremony and leave before the reception begins.
Should we serve food and beverages?
We love food and drinks so this was something we definitely wanted to offer. For the least amount of cross-contamination possible, we reached out to both Naanstop and Chai Pani Decatur for pre-boxed meals. Both restaurants were accommodating, reliable, and their menu items were delicious! Naanstop even offered to pre-bottle their cocktails for us which allowed us to serve 2 signature cocktails that guests could have with an appetizer as they were waiting for the ceremony to begin! This made it easy for the guests who chose to leave after the ceremony to take their food and drinks with them. We did not want to serve a cake. Instead, we ordered Sublime Doughnuts and boxed each one separately for everyone to take home as a favor.
We only served beverages in closed containers. For the toast, we passed out individual champagne bottles. We had Tip Top cocktails and the rest of the alcoholic and non-alcoholic beverages in cans.
TIP: Pre-boxed meals and closed containers are the safest method of serving food and beverages. Many restaurants are willing to work with you for your event. If possible, support local your businesses!
What is our contingency plan if it rains?
If it rained at the time of the ceremony, we were willing to move the ceremony time the morning of the wedding. If it was raining all day, our plan was to allow the invited guests to zoom into the wedding and have the ceremony in our sunroom with just us and the guests who were staying at the house. The guests would be able to drive by and pick up their food, champagne, and favors from us (while we were masked of course). Luckily, we had perfect weather the day of the wedding!
TIP: Have a backup plan and communicate it well. You do not want guests to arrive and be grouped together uncomfortably in an enclosed space or have to turn them away because you feel uncomfortable inviting them inside.
How to approach hair and makeup services?
I reached out to a vendor, Bristle and Bride, with whom we have worked with before and trust. Hair and makeup can be scary services since you can’t wear a mask and the artists are in close proximity to you for an extended period of time. However, I discussed my expectations, the COVID-19 measures being taken, and also provided them with details about the environment they will be working in. I had guests at the house and I let the artists know this before they arrived in case they were uncomfortable with the situation.
TIP: Hair and makeup are scary services during COVID-19 times. However, there are measures being taken by hair and makeup artists for their clients’ safety and their own safety. Choose a hair and makeup artist you are comfortable with and discuss expectations on both sides before the day of the services. If this will be too stressful for the bride the day of the wedding, I would suggest forgoing these services.
What are some other precautions that can be taken at events?
Have extra disposable masks for anyone who may not have one, plenty of hand sanitizer, keep chairs properly distanced and ask guests not to move them. We had a restroom available for guests that was near the entrance to the house. There were plenty of sanitizing wipes, hand sanitizer, and soap available for the guests.
TIP: Have someone guiding guests as they arrive and enforcing the safety guidelines throughout the event. This is where coordinators can be very helpful at small events!
The planning phase is stressful and nerve-wracking. The environment is constantly changing day-to-day, there are so many more details to think about related to COVID-19 in addition to planning a non-COVID era wedding. But with proper foresight and planning in keeping your guests safe, creating a fun and memorable experience is more than possible!
