Let’s face it - weddings are magical, but they can also be mildly chaotic. You’ve poured your heart into planning every last detail, and yet, sometimes things just… wobble. Maybe it’s the weather playing up, a supplier going AWOL, or that one uncle who turns up uninvited….
But here’s the good news: most of the “disasters” that can pop up on your big day are completely avoidable - or at the very least, manageable. And honestly? A little imperfection often makes for the best stories later on.
Let’s talk through a few of the most common hiccups we see in our role as destination wedding planners and how to swerve them with style.
1. The Case of the Vanishing Vendor
Picture this: guests are seated, champagne’s flowing, and you’re moments away from walking down the aisle… except the DJ hasn’t shown up. Or the cake’s delivered to the wrong venue. Or the florist's number suddenly goes dead.
It happens more often than you’d think - and it’s never fun.
How to avoid it:
- Confirm every supplier at least a week before the wedding - double-check times, locations, and any special access instructions.
- Ask for backup contact numbers. One mobile number isn’t enough when someone’s stuck in traffic or their phone’s on 1%.
- If you’re working with a planner (hi!), we’ll manage all of this for you - timelines, logistics, the lot.
Honestly, having a dedicated point person who knows the full plan inside out? Game-changer.
2. The Weather Does What It Wants
We love an English garden wedding or a sunset ceremony in Puglia - but Mother Nature sometimes has other plans. Rain, wind, heatwaves (or, in some cases, all three in one afternoon)... can be dramatic.
What to do:
- Always have a backup plan. A stylish marquee, a nearby indoor space, or even clear umbrellas can save the day.
- Prepare your guests—if it’s a hot day, provide fans and water; if there’s a chill, think blankets or fire pits.
- Embrace it. Trust us: a little drizzle can look utterly romantic in photos.
3. Wardrobe Woes and Shoe Struggles
Tears are lovely. Torn dresses? Not so much. Whether it’s a zipper that won’t budge, a veil that gets stepped on, or heels that become instruments of torture, wardrobe malfunctions are sneaky little things. Having an emergency wedding day survival kit can help avoid any surprises!
Emergency kit must-haves:
- Safety pins, fashion tape, a mini sewing kit, stain remover wipes, blister plasters, and a spare pair of flats.
- If you can, have your seamstress or stylist nearby during pre-ceremony prep just in case something needs a quick fix.
Oh, and break in your shoes. Please.
4. When Tech Plays Tricks
Microphones that crackle, slideshows that won’t load, or live streams that freeze just as you say “I do.” Technology is brilliant - until it’s not.
How to stay ahead of the glitch:
- Do a proper run-through with your AV supplier (and don’t assume the venue has everything you need).
- Keep printed copies of speeches or readings just in case.
- If streaming for faraway loved ones, use a platform with a solid reputation, and test it on the day.
A tech-savvy friend on hand in case anything goes wrong? Absolute gold.
5. Timelines That Go Topsy-Turvy
It starts small. The makeup runs 20 minutes late, the car arrives early, the speeches overrun… and suddenly dinner’s cold and the band’s setting up mid-toast.
How to stay on track:
- Create a detailed but realistic timeline with room for natural pauses (because people will want to chat and wander).
- Assign someone - ideally your planner or coordinator - to keep everything gently moving.
- Buffer time is your best friend.
Weddings breathe better when they’re not being micromanaged minute-by-minute, but structure still matters.
6. The Guest List Gets... Tricky
Families are complicated. Old friendships can be fraught. Plus-ones you didn’t invite somehow turn up. And someone always seems to bring a child when it was very clearly an adults-only affair.
Tips for a smoother ride:
- Be crystal clear on your invitations and wedding website. Seriously - spelling it out helps.
- Have a thoughtful seating plan. Keep potential drama-makers apart if you can.
- If emotions run high, assign a trusted friend or planner to gently step in (or distract as needed).
Remember, the guest list is your call. And you’re allowed boundaries.
7. Food Fails and Menu Mix-ups
You chose that menu for a reason. So when a guest’s dairy-free dish arrives smothered in cheese, or your canapés vanish before you’ve had one it can be frustrating.
Avoiding foodie fiascos:
- Confirm menu choices in writing with your caterer -including all dietary needs.
- Ask for extra portions of key items (yes, even the cake).
- Plan a moment where you and your partner actually get to eat - don’t rely on grabbing a nibble between hugs.
A good caterer won’t just serve food; they’ll help you feel nourished, looked after, and celebrated.
8. The Emotional Curveball
Sometimes, it’s not the cake or the tech or the seating plan. Sometimes, it’s just… a lot. A wedding is a huge emotional moment. And yes, that might mean tears, overwhelm, or that moment where someone (you, your mum, the best man) needs to step outside and breathe.
What helps:
- Build in quiet space. A small private room or 10-minute pause post-ceremony can work wonders.
- Surround yourself with people who ground you.
- Remember: tears, nerves, and even the occasional wobble are completely normal. This is a big deal. And that’s okay.
Final Thoughts – Imperfection is Inevitable (and Beautiful)
Here’s the thing: no matter how carefully you plan, something unexpected will happen. And often, it’s these very moments—the hiccups, the surprises, the honest reactions—that make your day uniquely yours.
You don’t need perfection. You need joy. And a bit of laughter. And someone by your side who knows how to handle it all when things go sideways.
If you’re still feeling slightly overwhelmed with the process, Matthew Oliver Weddings can help. We are luxury wedding planners that live and breathe for the logistics, the chaos, the calm, and every beautiful moment in between.
And if the flowers arrive the wrong shade? We’ll make it work. With style.