At Melt Weddings, we offer a range of services to meet each couples’ needs... From complete Wedding Planning, to individual elements (like supplying a Bar service or sourcing a venue), and, of course, On-The-Day Coordination.
Recently, I had the honour of coordinating a wedding for a lovely couple who had meticulously organised every aspect of their day.
In today’s blog post, I’m going to take you through the journey of working alongside A&J, from our initial meeting to the unforgettable wedding day itself.
Meeting The Visionaries
From the moment I met A&J, I knew they were dedicated to crafting a wedding that truly reflected their personalities and love for their guests. When I first heard the mention of alpacas, I knew I was going to enjoy working with this couple - and whilst I was right, I was so unprepared for how much I would enjoy it.
The Bride herself is an Event Planner with her local council, so I was confident the planning, paperwork and attention to detail would be second-to-none… They truly poured their hearts into every detail. My role was simply providing support and expertise on the day, ensuring that all their hard work was executed to perfection.
Our On-The-Day Coordination Package includes a pre-production meeting, so that I can get to know the couple, understand their plans so far, see if there is any support they need pre-production, and find out what it is they expect of me on the day.
It became clear to me in our initial meeting that A&J had everything under control. In fact, they were selling themselves short… Whilst I like to give encouragement and reassure the couple that they have everything under control, I was quietly confident that this was an understatement.
Bridging The Gap
Taking on the role of Wedding Coordinator for them, my focus shifted from planning, to ensuring seamless execution; serving as a trusted partner and orchestrating perfection.
Now, I will never say a job was ‘easy’, because each job has its challenges (this one included), but the expert planning of the bride and groom beforehand made this job so enjoyable to be a part of. From the impeccable running order I was provided, to the emphasis on guest experience, the thought that had gone into every aspect of the day was sensational.
On the day, I was joined by the venue’s day manager, who was keen to get involved where she could. We both worked hard to ensure everything ran like clockwork, and made sure to have a laugh together too. We managed vendors, made decor adjustments when required, oversaw the timeline and addressed last-minute issues to guarantee a flawless celebration.
Although A&J had meticulously planned their wedding, my role was pivotal in orchestrating the transitions between various aspects. From greeting guests, alpacas (Simply Alpacas), buses and suppliers (Zara Davis Photography and Johnstone Films), to coordinating the set-up of 3 separate musical entertainers (The Falkners, Bridge Strings and Nia Evans Harpist), an artist (Ben Hughes Art) and a balloon house (It’s Your Parties), the day had so many moving parts that needed to be kept under a watchful eye.
Because of this, A&J were able to savour every moment without worrying about the logistics of their day.
I’d like to think that no-one could tell anything was wrong at any point in the day.
At the end of the day, it’s important to keep your cool and keep smiling - part of the job is hiding what you don’t want people to see, like falling flower arrangements, technological difficulties or a lack of signal interfering with supplier contact when they’re lost or running late.
A Perfect Pairing
The wedding was a truly stunning day and I wish A&J could hear every person’s (supplier and guest) response to the work they had put in. There were gasps, tears and exclamations like no other… It was breathtaking.
From the handcrafted decor items to the personalised wedding favours, A&J thought about every details. It felt truly authentic to them, creating a heartwarming experience for all.
What made it truly special for me was the attention to the guest’s experiences. A&J had provided each guest with a book on their place setting, scheduled endless entertainment, supplied buses to get everyone to the venue from their home town (which was about an hour away) and indulged in family-style eating. It was an inclusive day for everyone to enjoy.
I will never forget seeing the inner-child release from the older guests when they entered the bubble house. Red in the face and in fits of laughter, it was such a special touch. One guest lay on the floor of the inflatable for what felt like a lifetime, watching the balloons fly around above her as if she was stargazing.
And it was a blessing for me that it was a Coeliac-friendly wedding! Everything was gluten-free which took a weight off my shoulders, as I didn't have to worry about eating the wrong thing or cross contamination. I could just get on with my job. The catering team (Nyama Catering) were so caring and never let me go without, and the wedding cake (Project Cakery) was absolutely divine! It’s safe to say that I ate well that day.
As a Wedding Planner, being a part of A&J’s day was an immense privilege. The experience highlighted the power of collaboration and the beauty of melding their detailed planning with my dedication to executing their vision. The wedding was uniquely theirs and I feel blessed to have been a small part of it.
From all the team at Melt Weddings, we wish A&J a very happy marriage.
Written by Siobhan Tinnion
Events & Marketing Manager
Any Wedding Coordinator knows the importance of their Emergency Kit.
Unexpected challenges arise and our job is to fight fires in the background, ensuring guests and, most importantly, the nearly-weds do not read any sense of panic from us.
Enter: A Wedding Coordinator’s Emergency Kit.
Think Mary Poppins and Hermoine’s Undetectable Extension Charm all rolled into one.
Every Wedding Coordinator will have their own list of holy grail items - which have likely proven life-saving time and time again… This post unveils some of the must-have items we carry to make our job that little bit easier…
Before we can get into the items you need in your emergency kit, it is crucial to highlight the importance of the vessel in which you choose to carry these items
Consider where this bag will be going - up stairs, in fields, down country paths - and buy accordingly. It might be wise to buy something with wheels for ease of transport, and lots of pockets for easy access and organisation. Alternatively, you could get a collapsable hand truck - which is great if you think you’ll need to be moving lots of bits about, as you can’t always rely on the other vendors to have one (or lend it out!).
Don’t be afraid to spend some money on it - it will probably be to your benefit after all.
Now you’ve sorted your large bag (which will hold most of your emergency kit and will stay stowed away for the majority of the day), you need to consider what you’ll use to carry the necessities around with you. We’d recommend a cross-body or bum bag - both can be discreet and keep your hands free from clutter.
All that’s left to do is fill them…
The most popular items are easily spray deodorant and oil blotting sheets - these are must haves!
You’ll also want to carry a hairbrush, comb hair spray, hair bands and bobby pins (in different colours); tissues, mints, and floss; eyelash glue and tweezers; lip salve (tube not tub!); tampons and sanitary pads; suncream and aloe gel; nail files, clear nail varnish (can help prevent chips from worsening or tights from laddering) and nail varnish remover; body tape (you won’t believe how useful this is), cotton buds, hand sanitiser and baby wipes.
2. First Aid Kit
We always hope that we won’t need to delve into our First Aid Kit, but, more often than not, someone needs something…
The most popular items in the First Aid Kit are definitely blister plasters.
You’ll also want painkillers (I stock a mixture of Anadin, Ibuprofen, Kwells and Pepto-Bismol); hayfever/allergy relief tablets; 4Head stick; insect repellant and bite cream; and a standard First Aid Kit including: plasters (hypoallergenic), antiseptic wipes, eyewash, instant ice packs, heat retaining foil blanket, gloves, first aid tweezers, first aid scissors, micropourous tape and burn gel sachets.
3. Repairs Kit
Whether it’s a broken heel, a drop of prosecco or a stretched strap - your repairs kit needs to be able to handle all circumstances.
Our most popular item is absolutely the sewing kit - proving time and time again why we have it in our Emergency Kit. From minor repairs to outfit malfunctions, we ALWAYS reach for this.
You’ll also need an assortment of safety pins and pearl pins; fabric scissors; Tide stain pens and chalk pens; a mini tool kit (including pliers, screwdrivers etc.), utility knife and super glue; twine, cable ties and fishing wire; an assortment of batteries; glass cleaner wipes; and an assortment of black duct tape, gaffer tape, scotch tape and double-sided tape (you never know which you’ll need for a quick decor fix).
4. ‘Just In Case’ Kit
Your ‘Just In Case Kit’ will be home to things that you’ll reach for less-frequently, as it’s going to include things that other vendors tend to have provided or are on hand, but it would be catastrophic if no one had one…
Top prize here goes to the bottle opener. Imagine you’ve ordered 40 bottles of corked wine and there’s no corkscrew… Here you are to save the day (again!).
You’ll also need water and snack bars (whilst you should be able to obtain food and water on the day, you need these things on hand if you don’t have a lot of time); ivory and blue ribbons (in case the bride needs a quick bouquet fix or has forgotten her something blue); white/black cards and white/black pens (for last minute messages or seating adjustments).
5. Miscellaneous Items
The miscellaneous items are pretty crucial and come out fairly regularly. You’ll want to make sure you split these between your large and small bags according to how frequently you’ll use them (i.e. lighters definitely need to go in your small bag).
Of the miscellaneous items, the lighters (make sure they’re mini tube lighters to  fit in your small bag and  reduce the chance of burning your fingers), cross-body phone strap and (fully-charged) portable charger (and 2 cables) prove so useful time and time again.
You’ll also want to find space for a portable wireless speaker (the bride may have forgotten to bring one for when her and her bridesmaids are getting ready) and an extension chord (to ensure there’s room for everyone to charge their phones, curl their hair, and boil the kettle); a lint roller; bin bags; a torch; at least one clear or white umbrella; a handheld steamer; spare shoes (for you and the some white flip-flops for the bride); your trusty clipboard; and some spare black socks for the groom/groomsmen.
Your Emergency Kit will probably need to be tailored as per the wedding’s location, climate and theming, but the basis of it will remain the same.
As a Wedding Coordinator, you need to be able to adapt and handle unforeseen circumstances - and this is all down to the preparation. You’ll have done everything you can before the day… now it’s down to the communication and problem-solving skills of you and your team. A well-equipped Emergency Kit can make all the difference in producing a seamless and memorable day.
Be sure to share your Emergency Kit Essentials with us in the comments below.
NB: Make sure you are regularly checking the expiry dates on products like hygiene items, medications and food. It’s no good having something with you if you can’t use it.
Written by Siobhan Tinnion
Events & Marketing Manager
'Thank you so much for all of your hard work and support to ensure that our wedding day went so smoothly.
Hiring a coordinator was one of the best decisions we made for our wedding day and we most certainly couldn't have planned such a memorable day without you!
A & J, August 2023
'The team were attentive, friendly and busy ensuring the event went smoothly with no hassle for me, and I could ask for nothing more. In my opinion, exceptionally good value for money... They certainly have my whole-hearted recommendation.'
A & N, April 2023
'Your support and input from start to finish was truly invaluable and this was reflected in the end result. The entire event ran without a hitch and I cannot recommend your team highly enough...'
'You were absolutely amazing. You guys did everything and it all just went so smoothly and I couldn't be happier.
We had the best day!'
K & L, April 2023
'We couldn't recommend Melt enough. They did the set-up for the sound and lighting at our wedding and the end result couldn't have been more stunning.
They were so easy to work with and couldn't have been more helpful and attentive during the lead up to the big day.
Massive thumbs up from us.'
C & D, March 2023
'Thank you for making our wedding party as special and spectacular as it was. We will be sure to recommend you and will of course be in touch for any future parties and events. THANK YOU!'
C & L