Takin’ Love by the Horns: Making Sure the ‘Bleap’ Doesn’t Hit the Fan

18 Mar

[I know, hive, my titles are ridiculous.]

By the time Mr Big and I made it up to the Hunter Valley, we set about unloading all of the things into our villa at the hotel and then at the reception hall. I had pictures of all of these things, but unfortunately my phone decided to die and wipe all of it (and I hadn’t transferred all the photos over to my laptop, doh!). So instead of showing you photos of us lugging things around, looking relieved and freaking out at the same time, I’ll just quickly list down what we did so you get an idea how hectic it was.

On Thursday we:

  • Unloaded most of the décor into the reception hall for setup. This was included, but not limited to: our photobooth props, my dancing shoes (highly recommended to brides who are planning on changing to another pair of shoes; if you can, leave them at the reception hall!), the place cards, décor for the head table, and décor for the gift table.
  • Unloaded and setup the band equipment at the reception hall (so.much.stuff!)
  • Unloaded everything else at the hotel villa. Mostly ceremony stuff, since we weren’t allowed to keep these at the ceremony space.
  • FBIL Muso did a sound check at the reception hall (we weren’t there when it happened).
  • Finalised the seating chart and names with our reception coordinators.
  • Gave information to our event stylist on what and where we wanted certain pieces of décor, including, the rose in the bell jar, our Belle and Beast/Adam figurines, and the adorable bride and groom dolls that Cousin Fray made us.
  • Filled all of our wedding favours at the hotel villa with the assistance of my family from Indonesia (and found out we didn’t have enough Chocolate Rocks!).
  • Excitedly took pictures of the setup (which were then lost when my phone died).
tamburlaine setup

This was probably taken during the time we set up. / Photo via Affections Weddings and Events Hire, Facebook page.

On Friday we:

  • Bought more Chocolate Rocks, yay!
  • Finished off the wedding favours with the Chocolate Rocks and packed them up for transport to the reception hall.
  • Dropped off the wedding favours and place cards at the reception hall and instructed our reception coordinators to set up our favours on the morning-of the wedding.
  • Setup all of the reception décor, including place cards.
  • Practiced our dance at the reception hall and found out we didn’t have much space. Enter improvisation here.
  • Had a band rehearsal at the reception hall.
  • Took more excited pictures of the setup (which again, we lost when my phone died).

And finally, on Saturday we:

  • Technically didn’t do anything at the reception hall, however, DJ Jeeves did the DJ setup at the reception hall while we were out and about trying to do a bajillion-and-one other things.
  • Went through the Chinese tea ceremony with Lady Luck (our “good luck lady” and GM Xbox’s awesome wife)

Folks, we did a lot during those three days. I had put 1000 and 1 contingencies in place, but even then things were bound to go wrong (I had no lofty expectations otherwise). But there were some things which I should have done or made sure of prior to the day, so here’s some advice which I wish I had known during the lead-up to our wedding:

  • Make sure to emphasise times with people who are helping out. If I had been a little bit more assertive on this fact, all cars would have been available on Thursday morning and we would have been more organised than we were. Unfortunately, I didn’t make it clear that I wanted everything packed and ready to go by 10:30AM, and we were pushed for time.
  • Make sure you communicate what needs to be put out on the day. I didn’t tell my reception coordinators that we needed chalk for one of our props, so they hid it away because of two factors: (1) the presence of little kids, and (2) chalk + little kids = mess. So that meant we had no chalk for our Xbox Achievement sign (which sucked, but ah well).
  • Be fervent on getting the sizing of your dance floor. We were told 5 metres x 10 metres. We definitely did not get 5 metres x 10 metres. But luckily, we improvised (and were able to practice beforehand). This brings me to…
  • IF you can practice dancing at the venue beforehand, I highly recommend it. Mr Big and I were able to get the feel of the dance floor purely and simply because our reception coordinators let us have the room, all set up, prior to the day.
  • I cannot express to you how important that inventory list was! Unfortunately, me and DoC Auto were the only ones who had a copy of the inventory list (my printer really sucks) and so, only we really knew the elements of all. the. things. So, hive, if you are self-planning your wedding and getting friendors and friends to assist, print off several – and I mean, several – copies of the inventory list!

And that’s it. Even despite the 110% effort and work we put into planning the day, there were some mistakes, some things missing, but I wouldn’t change it for anything.

Who else had a hectic lead up to their day? Any other self-planners have tips and tricks to share? recap-logo Missed a recap post? Catch up here!

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