As a wedding coordinator we always want to keep
everything positive and lighthearted.
While we focus on the budget friendly alternatives, the special details
to make the day flow better and offer advice to avoid certain situations. Here’s the story several vendors and clients
have asked about… what is the worst thing that has ever happened during a
wedding?
“911 what’s your emergency? Hi my name is Jennifer, and I’m the wedding
coordinator and one of the property’s site managers and we have a guest that is
laying on the ground unconscious due to alcohol consumption.” This happened to me several years ago and I
relive this moment every time one of my clients requests a full open bar with a
company I’ve never worked with at their wedding. The venue I worked for already had rules in
place for no kegs & no doubles or shots to be poured at the bar due to a fight
that had broken out during one of their first years being open. As always, I had spoken with the catering staff
and bartenders to remind them no doubles or shots were to be served throughout
the evening. It wasn’t until this
incident did we learn that one of the bartenders had been serving a few
gentleman double jack and cokes all night long but what the bartender didn’t
know is ALL of those double jack and cokes were going to the same "favorite
uncle" of the bride. About three hours
into the reception, I was asked for a trashcan and mop due to a guest might be
getting sick. Our staff quickly sprang
into action retrieving cleaning supplies to invest the situation. I can remember it like it was yesterday… I
approached a large male (over 350 lbs) hunched over his seat with his head
laying on the guest table. I noticed he
was covered in sweat and he seemed to be going in and out of
consciousness. Luckily, there were a few
EMTs onsite and they quickly accessed the situation. The family wanted to take him home so that
wedding reception could continue. As
they began to move him, he collapsed onto the patio floor, they got him up once
more and he collapsed again that’s when I quickly responded by letting the
family know I was calling an Ambulance.
After fighting off a few if the family members (because they didn’t want
to get into trouble or have him go to the hospital) I called 911. The ambulance arrived and for the next 24
hours the favorite uncle spent Easter Sunday weekend in the hospital getting
his stomach pumped to save his life. He
is doing well now, but after that moment there was no way to finish the event with
a happy fairy tale ending. That bride
left in tears and her dream wedding was ruined because a vendor disrespected
the venue’s rules and regulations.
I vowed right there to use this as a life lesson
and to never have another bride’s day ruined because of overserving. That’s why I still have the portion in my
contract that states no doubles or shots shall be served if liquor is
present. My contract states that I have
final say in the bar and that I have the right to cut any guest off that may
need it. The biggest element in my
contract states no vendor shall drink while preforming any services contracted
for the event date. Professional vendors
should never drink while they are under contract. They should remain focus at the task at hand,
plus if anything was to go wrong, we as vendors are liable. There are reasons why I require additional
event insurance and encourage my couples to only hired professionally insured
& certified vendors. I also have
distanced myself from venues and vendors that encouraging over drinking and/or create
ways to keep my client happy (only allow beer and wine or have them hire
professional companies like Bartending Unlimited at certain venues or working
with certain vendors).
No one wants the belligerent and loud guest to
overtake the dance floor without their shirt on or wants to request the removal
of the intoxicated bridesmaid from trying to help the couple cut their
cake. There isn’t a venue site manager
or catering staff that wants to clean up after a guest has vomited (if they
even make it to the restroom). Most
venues will retain your full security deposit if vomiting occurs or if damages
are caused by intoxicated guests.
As a wedding coordinator, I could write a book
from the stories I’ve heard from venues, catering staff members and other
coordinators from around the world. We’ve
found mini bottles at dry weddings (which scares me because we are not
controlling the servings), I’ve found vomit under a guest table before, I’ve
even heard when the catering staff removed table linens they found a gentleman
asleep under a table... One of my consulting friends has seen her bride carried
out because she could no longer walk. No
couple wants to spend their honeymoon hungover.
Some people may think these stories are funny and laugh but remember the amount to time and money spent planning this amazing day ruined by a few guests. Now most of these stories come from my younger years of event planning
but every year we as professionals learn more and more. And now more than ever, I surround myself
with professionals that have the same beliefs and passion to create memories to
last a lifetime without jeopardizing our client’s well-being. We would like to offer a few tips and
advice to help you control your guests and still have fun!
·
Hire 1 professional bartender per every 70
guests when only beer and wine is being served.
Hire 2 per 70 guests if liquor is present. No one wants to wait for alcohol and these
professionals are trained to count drinks and to spring into action if someone
isn’t used to drinking on a hot summer afternoon.
·
Offer several fun beverage stations
throughout the day. Bring snacks and a
cooler of water, Gatorade, juices and sodas for your wedding party as you get
ready. Have a separate cooler of
beverages and snacks for all of your vendors to have access as they are setting
up for your event. Offer bins of bottled
water during pre-ceremony photos for wedding party and family members. Have your catering staff offer lemonade or at
least ice water during outdoor ceremonies (this allows your guests to hydrate
prior to your cocktail hour). Make sure
to have non-alcoholic beverage (lemonade or punch) stations during cocktail
hour (some “drop off” catering companies only supply enough tea for the
meal). Offer coffee and hot chocolate
during cooler months with cake. Another
great and easy party favor is to offer water bottles with your monogram for
guests to take as they leave (guests will appreciate the rehydration on the way
to the hotel or home).
·
Don’t pre-game with your wedding party. I know it sounds like fun to drink the night
prior or all day with family and friends but your wedding day should be looked
at as marathon not a sprint. The
ceremony is legal binding contract that is a BEAUTIFUL emotional moment between
two people and shouldn’t be looked at lightly.
Your wedding party shouldn’t “ping-pong” down the aisle or be the “life
of the party” all night, because if they are either of those they are probably
not going to see the end of the event.
Your wedding party should set an example by NOT walking around with a
drink in each hand. They are there to
help make memories with you not take the spotlight off of you. They should
be the ones staying after to help your parents load gifts and personal
belongings.
·
Limit alcohol selections at the bar or if
you are going to offer a signature drink; have your bartenders pre-make & LABEL contains XYZ alcohol. This way your guests won’t see liquor bottles
and ask for other mixed drinks. Make
cute signs for the bar letting your guests know what their selections are
and/or types of wine, beer and names of signature drinks. Signature drinks will have your guests
talking so be creative!
·
Offer more than just peanuts at your
cocktail hour. Offer 2-3 passed hors
d’oeuvres while you are busy taking photos with family and the wedding party
(make sure those get to them too). Save
the fruit and cheese display for later in the evening and serve it with the
cake/dessert. Even better, offer late
night snacks (mini grilled cheese, sliders, or late night breakfast bar)
because everyone is always hungry after a night of partying.
·
Provide a shuttle service to and from the
hotel you have room blocks. 14 passenger
vans are not that expensive and your guests will appreciate your
thoughtfulness.
·
Provide a picture frame in each restroom
with local taxi cab and/or safe ride contact information. Guests can take the information discretely.
Unfortunately, alcohol will effect each and every
one of your guests differently. It will
depend on if they are a man or a woman, if they drink on regular basis, their
age and health along with their family history.
Are you going to know each of your guests’ drinking habits…NO but you
can help control the evening by following the above tips and have strong
conversations with all of your vendors and venue to let them know the
expectations of the type of event you want to host. Remember you are hiring each of them, so make
sure they have a clear idea of their job description and your anticipations.
Remember although it’s a private party, the
bartending and catering staff has the right to card/ID each and every guest to
insure proper drinking age. They have
the right to choose not to serve any guest that appears to be over
intoxicated. Beware of local rules and
regulations on cash bars. We recommend
speaking with Contonna Peterson with Bartending Unlimited about any questions,
comments, concerns involving alcohol. ALE
laws requires all alcohol to stop being served 30 minutes prior to an
establishment from closing (end of your event or your exit). We encourage to use this rule for private
parties also to allow your guests
to know the party is winding down and the bar is closed.
Although I am a certified mixologist and have been
a professional bartender for over 15 years, I am not an expert on the subject
but I am very experienced in the subject matter. I wanted to share my story not only to my
clients but to my students and vendor industry friends. I am passionate about event planning and
coordinating weddings and I am completely aware that every weekend is a
blessing but I am also always on my “A GAME” watching an average of 150 guests because
my clients trusted me to watch over their family and friends and to keep them
safe. I am responsible for each guest,
vendor and my staff during an event. So
for the vendors and clients that think my rules are harsh… safety first because
I can’t bring back a loved one from an accident. I try and teach my students and staff to
stand up for their beliefs because at some point and time they will be
questioned; and it’s how they handle that situation that will show their true
character. Professional vendors will
applauded & request to work with them again and clients will thank them
because they did the job they were hired to do.
Be safe and follow our Facebook Fanpage to see fun signature drinks and
free tips of the day to create memories that will last a lifetime. #CHEERS
grt
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