Here it is again: that time of year that it could be hailing on one side of the highway and sunny on the other. When it comes to planning an event, weather is always the one factor that will have the final say. Proper planning is the only way to overcome the challenges and uncertainty posed by our ever-changing conditions. As an event florist in Texas, we always try to plan for the worst and hope for the best. Coming up with plans A, B, and C is a necessity in the event world, and our job is to make sure our client has what they want regardless of what the weather does. While vendors can only do so much, it is very important for our clients and their coordinators to make sure an event can take place come storm, rain, sleet, or hail! The biggest factor in creating these successful backup plans is the venue.
The venue is the #1 thing that should be carefully considered for your wedding, and it should be booked in conjunction with the right coordinator. It is important to have a planner who is familiar with the venue space and knows what to do when planning for a weather dilemma. The coordinator is normally familiar with the laws and permits needed for tenting, alcohol, and local vendors. Austin vendors are accustomed to working with our fickle weather, and can provide the venue with heaters, tents, or A/C.
While you are enjoying your day, coordinators are normally behind the scenes juggling all the tasks making the magic happen at the venue. This includes managing communication, decor, and directing load-in’s. When the weather starts to shift away from your favor the coordinator should always already have a plan that is just an email or phone call away to the vendors to switch to Plan B.
Plan B’s that don’t involve sacrificing key elements of your event design typically require your event or wedding venue to have an indoor space that can accommodate the ceremony and the reception. Anything that takes place outside should have a back-up space that can be covered if it rains or snows. Additionally, venues should have accessible parking and entry accessibility. Catering is also dependent on the venue since some venues have a set list of preferred vendors and/or need a pop up kitchen.
For our flower team it is important to know the venue to know the overall theme/style of your event and how to coordinate the setup, flip, and breakdown. Certain Austin venues require additional insurance policies and/or have formal rules as to what is allowed and not allowed at their venue. If we are working at a venue downtown or in the Hill Country we like to make sure we bring more weighted floral options as wind gusts are quick and relentless with anything they can blow over and break. Historical venues or museums always require more team members to help set up to make sure everything gets unloaded and out of the way as soon as possible. It is important for your florist to know what is allowed and not allowed at their venue. A walk through with all of your vendors is always a great idea. Everyone can meet, do a run through, and get familiarized with the venue and caterers rules/regulations.
Our flower installations take a few more hands on deck as they require a very large set up within a short period of time. One of our most frequent favorite flower installations was designed downtown at 800 Congress for Kara and Zach’s urban secret garden style wedding. We designed an arch-shaped willow style cascading greenery and flower installation to create a 10 ft long and 15 ft wide stunning wedding frame that completely transformed the space. After the ceremony the couple used it as their personal couple’s head table chandelier to have over their heads. It was so elegant, timeless, and spectacular.
Our job is to make sure you get the look you are going for stress-free, on time, within budget, and flawlessly executed. For us to be able to do our job it is super important to have a venue that can be as flexible as the weather and always plan ahead to prevent any worst-case scenarios. Go to our ‘Contact Us’ page to tell us a little bit about your day and check our event availability. We’ll reach out and make sure we are a good fit for you and your Austin area event wedding, corporate event, gala flower and decor. We are Austin’s premier floral designers!