This story was originally published on June 22, 2022, and last updated on May 17, 2023.
How do you plan for the weather when also planning a wedding?
As a wedding planner, I find the weather is often the least of my concerns not because it doesn’t matter but because it’s one of the very few things I can’t control on a wedding day. So if you find yourself living in your weather app the month of your wedding, please: Put the phone down. Refreshing your screen isn’t going to change a damn thing.
That doesn’t mean there aren’t certain tips and tricks that’ll help you and your partner(s) plan a wedding amid extreme weather. Here’s my advice, as a professional planner:
1. Consider the most vulnerable.
When it comes to the weather, people often start from a place of “I really don’t want my wedding guests to be uncomfortable,” which is important but also too broad a question. Rather, I suggest you start with “If the weather is extreme on our wedding day, who will be most severely and most negatively impacted?”
Often, these are folks who live with certain conditions and/or are particularly young or particularly old. In my experience, there are usually less than 10 of them at any given wedding and thus, it’s easier to make meaningful accommodations because we’re focusing on a select group of people vs. everyone.
As you plan, don’t forget to communicate with these folks. What do they need to be comfortable? While they may not want you to fuss, it’s important to include them in any planning because we don’t want to assume things about their needs.
On a related note: Consider this same question when it comes to the needs of your vendor team. Beyond their needs as fellow humans, “most vulnerable” can also apply to the literal equipment they need to do their job. Examples include cameras, video equipment, A/V and other DJ equipment, and musical instruments — all of which can be sensitive to weather.
Nearly always the folks responsible for these items will require, often in their contracts, that you provide them cover for extreme weather. Check those contracts and communicate with your team so they know what options, if any, they have.
2. Assess how much you and your partner(s) are willing to invest.
Any weather plan is going to cost money. Whether it’s buying 100 clear umbrellas two days before the wedding or putting down a $1,200 non-refundable deposit on a tent, you’re looking at a huge financial investment late in the game. Can you afford that?
Try to approach the answer without shame. People often don’t appreciate that the fact that there isn’t a solid weather plan at a wedding isn’t because the couple is stupid but because they simply couldn’t afford to spend even more money on a day that has already cost them tens of thousands.
A good middle ground can be to help guests help themselves. Whether it’s a group text, a BCC’d email, an announcement at a rehearsal or pre-wedding festivity — you can clue people into the fact that the weather might not be optimal and as such, they should plan accordingly. Theoretically, these are adult humans who have, at least once or twice, taken care of themselves in similar situations. Remember that.
3. Make a plan — with deadlines.
If it’s two weeks before your wedding and the weather app shows nothing but thunderstorms or driving snow or blistering heat and your wedding venue(s) aren’t equipped for that kind of weather, yes, make a plan. As you make this plan, pay attention to deadlines.
Nearly always, a wedding venue will have a specific date that they need you to tell them if you are changing to a different layout or location. This isn’t because they’re trying to force you into a choice but because they need to organize their team’s own schedules for set-up and teardown.
If that “make a weather-related decision” deadline isn’t in the contract (and it may very well not be), ask the venue. One way to phrase this: “When would be the ideal deadline you would hear from us on if we decide to change our plans because of the weather?”
Mark that date and use it as your guiding star as you develop your plan.
4. Wait.
The fourth step is also the hardest: Now you’ve got to wait. Seriously. There’s often nothing else for it because, no matter how much we hope, weather’s gonna weather.
As you wait, pay attention to that deadline you set for your plan. When the time comes, make a call. Believe me: You’ll feel better for it even if the call isn’t the one you hoped to make.
5. Adapt.
So, you and your partner(s) made your decision and the day of your wedding dawns even worse/even better than you hoped. Now what?
You adapt.
A sudden downpour strikes right before the ceremony? Cut the post-ceremony cocktail hour short. Record-setting heat happen for your fully outdoor wedding? Make sure there’s easy and accessible water and optimize for shade. No one’s going to make you and your guests brave the elements, if it’s at all possible.
That said please remember that despite common misconception, wedding vendors cannot, in fact, perform miracles. Be respectful of your team’s time and availability, and trust their opinions as people who do this work a lot more often than you do.
As you navigate the weather while planning your wedding, I encourage you to remember that unless we’re talking about the kind of weather that actively endangers people — you know, like hurricanes, tornados, and thunderstorms — nearly always, weather doesn’t ruin a wedding day.
In fact, in my experience, it often makes it more memorable. So follow the steps above, stay loose, and you’ll be surprised at the fun you can have even if Mother Nature has other plans.