How to Plan for Unexpected Spring Weather on Your Big Day

So you’ve settled on the perfect date for your wedding. And it’s in the middle of spring!  The flowers will be out, the birds will be chirping, and wedding bells will be ringing—you just can’t wait until your big day arrives! But have you thought about how you’re going to plan around the weather?

Oh yeah! When it comes to spring, there are a variety of weather patterns you’ll have to watch out for. So get started now. Don’t let unexpected spring weather crash the party on your big day. We have some tips to help you plan for the best and prepare for the worst when it comes to unexpected spring weather.  

Avoidance #1: Rain

When people say make sure you plan for unexpected weather, one of the first things people think about is rain. And rightfully so. Rain is always the biggest unexpected guest to show up at your wedding. So be prepared to not let rain wash away your happy moments!

Set aside money in your budget for a tent or extra umbrellas. They’ll come in handy when you’re trying to enjoy your day. Besides, wedding pictures under umbrellas are the new trendy look.

Avoidance #2: Wind

Everyone prays for a cool breeze to blow through their venue during their outside wedding, but no one asks for the winds of a thousand hurricanes to tumble through. Wind has the potential to blow your entire wedding away if you don’t weigh anything down. From your hair, to the dresses, to the programs, wind can certainly ruin a happy moment.

Secure everything with zip ties, make sure the tent stakes are deep in the ground, and that anything paper is weighed down with a paperweight. The extra precautions you take will be worth it.

Avoidance #3: Sun

Just like a cool breeze, everyone wishes the sun will make an appearance on their big day. But not so much sun that it scorches anything left uncovered.

To beat the heat, plan for the hottest summer day imaginable, which means rent a tent, buy sunglasses and sunscreen, and install fans and parasols throughout the venue. Everyone wants to party and have a good time—not melt in the heat. And trust us, when it comes to wedding dresses and tuxedos, you’ll want somewhere to cool off.

Avoidance #4: Cold

Spring is one of those seasons where it could be warm one day, and wintry cold the next. And it can even happen within the same day, with the evening sending chilly temperatures your way. So it’s best to plan for the heat, as well as the cold. Most of your guests might not think to grab a light jacket when it’s warm around noon, but they’ll need it when the sun goes down.

Plan to have heat lamps set up, a nice cozy bonfire, or plenty of blankets to go around. These items will keep your guests warm, but also make for pretty candid shots for you to look back on. And hey, while you’re at it with the bonfire—why not make s'mores?

Avoidance #5: Bugs

So yes, we know that bugs aren’t necessarily unexpected weather, but they are unexpected (uninvited) guests. No one enjoys a creepy crawly walking across the table—or their food. And don’t get me started on itchy bug bites or bee stings.

Provide your guests with all-natural bug spray or lavender essential oils. They’re not as harsh smelling as other types of bug repellants, but are still packed with all the protecting power you’ll want.

Isn’t planning for unexpected spring weather fun? Although you can’t stop the weather from happening, all you need to fight it from taking over your big day is a little bit of planning. And we hope our tips helped you start thinking about weather preparations!

Have you had to deal with bad weather at a wedding? If so, let us know in the comment section below or share it with us on our Facebook page.

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The Event Guide: Outdoor Events in Autumn

Happy October!

As we make our way through the autumn season, the weather gives us a whirlwind of emotions. From rain and breezy 60°F forecasts, to hot and humid afternoons, we never know what’s in store for us. For event professionals, planning around weather conditions can be tricky, especially when it decides to throw curveballs. Don’t live in fear of the weather, though! We have some tips on how to create beautiful fall events, even with the wildly unpredictable fall weather.

Inclement Weather

We know it happens, and sometimes it can come out of nowhere! So don’t let inclement weather catch you off guard or surprise you—plan for it! Suggest to your client that renting a tent, canopy, or a shelter/pavilion is a great way to help fight the elements. Whenever I helped coordinate events, we always planned to have a covering for the guests, as well as for the food and entertainment—trust me, no one wants soggy food or a ruined sound system.

As for your decorations, the wind is a horrible beast to slay, unless you have your own personal stash of pixie dust, also known as sand. Weigh down your vases and ensure that your swags are securely fastened. The wind can even knock over speakers or signs, so make sure to have them weighted down as well.

Comfortability Factor

Your clients waited until Fall to host their event because they didn’t want their guests sitting in 90°F heat. But now, they’re facing the unpredictable autumn temperatures. However, there are ways to prepare. For cooler temperatures, you can use outdoor space heaters, start a bonfire, or provide throw blankets to keep people warm. If the weather looks warm, consider these items:

• Fans
• Misting machines
• Insect repellant
• Sunscreen
• Plenty of water

Oh, and we almost forgot to mention the dreaded nighttime, light-attracted bug: the moth. To keep these little dust-covered animals to a minimum during your evening event, use yellow or softer lighting as opposed to bright white lights.  

Decorations

Now for the best part of all—Fall decor! This event season is all about the color combos, cozy beverages, roaring bonfires, and decorations that complement the beautiful rust-colored leaves that cover the ground. 

• Color Combos

You might be worried that the Fall season seems a little dreary and drab. But with the perfect color combo you’ll have a warm, fall-appropriate, and elegant event. The 2015 color of the year is Marsala, which is a member of the red-brown family. Try pairing it with glamorous shades of gold and metallic to really make it pop. 

• Fall Accents

Now, we’re not suggesting that you break out the orange pumpkins, but you can decorate your tables with more fall foliage to capture the autumnal effect. You can paint gourds with dashes of metallic colors, or use pine cones, twigs, and red leaves to surround some rustic candles. And did we mention mums, dark roses, and coleus for the flower arrangements? Make sure to stay tuned for more details on fall-appropriate flowers in our next edition of the event guide.

Autumn, with all of its beautiful colors, is a perfect time to host an event. Just remember to make your guests comfortable, plan for the weather, and take advantage of the beautiful autumn world around you. Happy Fall planning!

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Snow Days: Every Event Professional's Frenemy

So, you’re snowed in. You've got events to plan and this means you have contracts to get signed, clients to meet, vendors to contact, invoices to send--the list is, well, endless, and Mother Nature has put a real damper (and a frozen one, at that) on your workflow.

Snow Storms are an unwanted visitor that many have been forced to welcome and the stress of things being out of your control can be a bit overwhelming. But here’s the good news: with Inspherio, you’re still in control. This snow storm is just another obstacle on the event planning path, and it’s important to remind yourself that you WILL overcome it.

Inspherio is right there on your desktop and laptop, cell phone and tablet. It’s here and there, everywhere, just for you and your business. You have to cancel that client coffee meeting because you’re not quite sure which large lump under all that snow is your vehicle--Inspherio has your calendar, safe and sound, ready to reschedule that meeting AND send an update to your client alerting him or her of the change.

You still need to make the employee schedule for the wedding your company is in charge of next week--Inspherio has the list of your professionals and is waiting to put them where you need them.

The bride needs to sign that contract you drafted so you can get the ball rolling for her upcoming wedding, and she’ll be wanting a copy of every single invoice--Inspherio’s got you covered. Click send and you've done your part. Have your client sign contracts electronically, view and pay their invoices through their client portal, and keep their events progressing. If anything, the bride might be the only hassle you’re dealing with, because Inspherio is here to keep things nice and simple for you.

Maybe you’re all caught up on work, all events schedules are in place and clients are satisfied, and you’re still stuck inside but determined to conquer your business from your bed. Now’s the time to hop on Inspherio and set up an email marketing campaign and reach out to leads. You aren't the only one snowed in and it’s highly likely there are potential clients out there trapped like you, checking and rechecking their email hoping for something exciting to happen. Be that excitement and let them know you’re ready to plan that event they were dreading doing on their own!

Now take a deep breath and relax; we’re here to help you power through #snOMG! Check out how Inspherio can you manage your business.

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