As a wedding planner, you know how much technology has become an integral part of our wedding businesses both in the pre-event planning phases and on-site during the wedding weekend, especially for Destination Weddings where you may be relying a lot on vendor partners or venues that you do not normally work with! From live-streaming the ceremony for loved ones who couldn’t attend, to curated lighting and tech visuals adding a special layer to the experience! But with all the advantages technology brings, there’s also the potential for tech-related hiccups if you don’t follow this list of pre-event to-do’s; The last thing you want is a tech glitch interrupting the flow of a couple's big day.
Here's a comprehensive guide on how to prevent and manage tech issues, so you can ensure your clients enjoy a seamless, high-tech celebration.
1. Secure Your Internet Connection
A strong internet connection is essential for everything from live-streaming the nuptials, printing out last minute diagram updates, downloading music changes, or guest ability to upload photos to any shared photo drives and albums.
Pro Tips:
Venue Check: Confirm the venue has high-speed Wi-Fi, and ask if you can have a dedicated network for your event. This ensures no other guests will be using any of the bandwidth.
Backup Hotspot: Bring a mobile hotspot as a backup in case of connectivity issues. Many providers offer day-pass plans for international use if your wedding is abroad.
Test Ahead: Conduct a tech rehearsal, ideally a few days before, to ensure all devices connect smoothly and that your hotspot provides adequate speed.
2. Have a Backup for Specialty Music
Many clients opt to have special song versions for their processional ceremony music, or a mash up for their choreographed first dance. These moments matter most and as a wedding planner, you want to ensure you have plan A-B-C-D-E if something were to go awry with the musicians music.
Pro Tips:
Duplicate Music: Create two back-ups of all specialty music. Here I’m referencing any pre-selected songs such as processional, recessional ceremony music or intro music to the reception, parent dance songs or first dance songs! Be sure to pre-download all pre-selected specialty songs onto a USB in case the musicians need it last minute, also put them on a playlist on multiple devices (such as a tablet or another smartphone) in case the primary one encounters issues. Even with the best of bands and entertainers - things happen - so doing this will ensure you’ve got your vendors covered even when tech fails us.
Offline Access: Download your playlists for offline use to avoid any internet disruptions affecting your music. Wi-fi can go down for any reason especially at destination weddings in remote locations. Be prepared to work exclusively off line!
Backup DJ Gear: Whether the couple hired a DJ or live band, confirm with them that they are prepared to bring backup equipment (like additional speakers and microphones) to avoid last-minute panics.
3. Set Up a Live Stream Backup Plan
Several destination weddings will opt to have elderly guests attend virtually during the ceremony or just to live stream it to those who couldn't make the long journey. Ensuring they can watch without interruptions will make them feel like part of the couple’s special day.
Pro Tips:
Reliable Platform: Use a trusted platform like Zoom, YouTube Live or partner with an Audio Visual company who can recommend the best platform for your event. Platforms designed for live streaming are more stable than social media apps and offer quality streaming.
Multiple Devices: Set up two devices to capture the ceremony from different angles and as a redundancy in case one device fails.
Test, Test, Test: Run a rehearsal to confirm lighting, sound, and camera angles. Ensure to have the AV team check the video quality and sound from a remote location to ensure everything is smooth on the receiving end of the audio-visual.
4. Power Up with Extra Batteries and Chargers
From phones to cameras, nearly all tech devices need a reliable power source. Running out of battery in the middle of the ceremony or reception simply, cannot happen. As a wedding planner, you have to be prepared for yourself, your team, the vendor partners, the couple and the guests! You must think ten steps ahead!
Pro Tips:
Portable Power Banks: Bring multiple high-capacity portable chargers and ensure each device is connected to one.
Extension Cords & Power Strips: Ensure there are accessible outlets and consider power strips for multiple devices if you’re using a lot of equipment.
Device Rotation: If possible, rotate devices during breaks to ensure every device has enough charge when needed.
5. Hire an on-site Tech team
Managing technology can be stressful, and having someone dedicated to this can prevent minor issues from becoming major distractions.
Pro Tips:
Assign a Tech-Savvy Pro: Hiring a professional AV team, especially for larger setups is a must. They will manage audio quality, video production, all tech rehearsals and lighting to ensure the best high-end deliverable to your clients.
Preparation Materials: Give them a checklist with instructions for managing the live stream, music, lights, and any other tech that matches your timeline and full run of show.
Tech Rehearsals: You should schedule both a dry run a few weeks out as well as a full rehearsal a day or two prior to ensure quality audio visual from start to finish.
Collaborative Contacts: Provide the AV team with contact information for any vendors that they will cross over with and connect them in advance such as venue, lighting, photographer and videographer, band, etc.
Backup Plan Review: Go through backup plans with all parties involved so everyone knows what to do if something goes wrong.
6. Safeguard Against Weather Interference
Outdoor destination weddings are beautiful but bring the potential for weather-related tech issues, like rain affecting speakers or wind disrupting microphones.
Pro Tips:
Protective Covers: Use weatherproof covers for outdoor speakers, microphones, and lighting if the wedding is outside. Transparent covers won’t detract from the aesthetics but will keep equipment safe.
Weather-Related Contingency Plan: Have an indoor backup space or a tent available for the ceremony and reception if there’s a chance of rain. Discuss timing with the AV team to make any shifts from outdoor to indoor and when the weather plan must be determined.
Audio Checks: Wind can distort sound. Test audio with outdoor speakers and adjust microphone sensitivity to minimize noise interference.
7. Photo and Video Backup Strategy
Wedding photos and videos are priceless memories that you do not want to leave up to chance with traveling photo and video teams!
Pro Tips:
Travel: Confirm that your photographer and videographer bring extra memory cards and backup cameras and will arrive early with all equipment a few days ahead of the event. In the case there is anything lost or broken in transit they have a day or two to rectify any potential issues.
Instant Backups: Ask your photo/video team to back up photos on an external drive or cloud storage throughout the event to prevent data loss. Most destination weddings tend to be multi-day events with several events happening throughout. Ensure each event is backed up and they do not travel back without backing up first!
Guest Participation: Consider setting up a shared photo album for guests to upload candid shots. Apps like Google Photos or WedPics are user-friendly and will provide additional memories from a guests perspective. These will never replace a professional's photos but add to the couple’s post-wedding experience as they get to relive the day through their guests' lens!
Embrace Technology with Confidence at your destination wedding
With proper preparation, technology can be a seamless addition to any client wedding - both local weddings and destination weddings! Enhancing the experience for both you and your client and their guests. By taking these proactive steps, you'll be well-equipped to handle any tech challenges that arise, ensuring any local or destination wedding is a smooth, high-tech triumph. Embrace the benefits of technology, plan for contingencies, and enjoy watching the couple and their guests enjoy a seamless wedding weekend!
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