Case Study: Behind The Scenes In Coordinating A Self-Planned Wedding For A&J
At Melt Weddings, we offer a range of services to meet each couples’ needs... From complete Wedding Planning, to individual elements (like supplying a Bar service or sourcing a venue), and, of course, On-The-Day Coordination.
Recently, I had the honour of coordinating a wedding for a lovely couple who had meticulously organised every aspect of their day.
In today’s blog post, I’m going to take you through the journey of working alongside A&J, from our initial meeting to the unforgettable wedding day itself.
Photograph by Zara Davis Photography
Meeting The Visionaries
From the moment I met A&J, I knew they were dedicated to crafting a wedding that truly reflected their personalities and love for their guests. When I first heard the mention of alpacas, I knew I was going to enjoy working with this couple - and whilst I was right, I was so unprepared for how much I would enjoy it.
The Bride herself is an Event Planner with her local council, so I was confident the planning, paperwork and attention to detail would be second-to-none… They truly poured their hearts into every detail. My role was simply providing support and expertise on the day, ensuring that all their hard work was executed to perfection.
Our On-The-Day Coordination Package includes a pre-production meeting, so that I can get to know the couple, understand their plans so far, see if there is any support they need pre-production, and find out what it is they expect of me on the day.
Photograph by Zara Davis Photography
It became clear to me in our initial meeting that A&J had everything under control. In fact, they were selling themselves short… Whilst I like to give encouragement and reassure the couple that they have everything under control, I was quietly confident that this was an understatement.
Bridging The Gap
Taking on the role of Wedding Coordinator for them, my focus shifted from planning, to ensuring seamless execution; serving as a trusted partner and orchestrating perfection.
Now, I will never say a job was ‘easy’, because each job has its challenges (this one included), but the expert planning of the bride and groom beforehand made this job so enjoyable to be a part of. From the impeccable running order I was provided, to the emphasis on guest experience, the thought that had gone into every aspect of the day was sensational.
On the day, I was joined by the venue’s day manager, who was keen to get involved where she could. We both worked hard to ensure everything ran like clockwork, and made sure to have a laugh together too. We managed vendors, made decor adjustments when required, oversaw the timeline and addressed last-minute issues to guarantee a flawless celebration.
Photograph by Zara Davis Photography
Although A&J had meticulously planned their wedding, my role was pivotal in orchestrating the transitions between various aspects. From greeting guests, alpacas (Simply Alpacas), buses and suppliers (Zara Davis Photography and Johnstone Films), to coordinating the set-up of 3 separate musical entertainers (The Falkners, Bridge Strings and Nia Evans Harpist), an artist (Ben Hughes Art) and a balloon house (It’s Your Parties), the day had so many moving parts that needed to be kept under a watchful eye.
Because of this, A&J were able to savour every moment without worrying about the logistics of their day.
Overcoming Challenges
I’d like to think that no-one could tell anything was wrong at any point in the day.
At the end of the day, it’s important to keep your cool and keep smiling - part of the job is hiding what you don’t want people to see, like falling flower arrangements, technological difficulties or a lack of signal interfering with supplier contact when they’re lost or running late.
Photograph by Zara Davis Photography
A Perfect Pairing
The wedding was a truly stunning day and I wish A&J could hear every person’s (supplier and guest) response to the work they had put in. There were gasps, tears and exclamations like no other… It was breathtaking.
From the handcrafted decor items to the personalised wedding favours, A&J thought about every details. It felt truly authentic to them, creating a heartwarming experience for all.
What made it truly special for me was the attention to the guest’s experiences. A&J had provided each guest with a book on their place setting, scheduled endless entertainment, supplied buses to get everyone to the venue from their home town (which was about an hour away) and indulged in family-style eating. It was an inclusive day for everyone to enjoy.
Photograph by Zara Davis Photography
I will never forget seeing the inner-child release from the older guests when they entered the bubble house. Red in the face and in fits of laughter, it was such a special touch. One guest lay on the floor of the inflatable for what felt like a lifetime, watching the balloons fly around above her as if she was stargazing.
And it was a blessing for me that it was a Coeliac-friendly wedding! Everything was gluten-free which took a weight off my shoulders, as I didn't have to worry about eating the wrong thing or cross contamination. I could just get on with my job. The catering team (Nyama Catering) were so caring and never let me go without, and the wedding cake (Project Cakery) was absolutely divine! It’s safe to say that I ate well that day.
As a Wedding Planner, being a part of A&J’s day was an immense privilege. The experience highlighted the power of collaboration and the beauty of melding their detailed planning with my dedication to executing their vision. The wedding was uniquely theirs and I feel blessed to have been a small part of it.
From all the team at Melt Weddings, we wish A&J a very happy marriage.
Written by Siobhan Tinnion
Events & Marketing Manager
