Here are some expert-approved “ghost tasks” that make the difference between a frantic day and a fluid one.
I got married a few years ago, and there were several “invisible” tasks my husband and I forgot to do beforehand. While everything eventually worked out perfectly fine, on the day of the celebrations, several panicked moments could have been avoided. These moments were small “ghost tasks” that we just forgot about.
If you’re in the process of planning your wedding and would like to ensure that you don’t have any “oopsie” moments, you’re in the right place. I consulted leading wedding experts and planners to uncover the top “invisible” tasks that most couples forget about until the last moment. Here’s their best advice.
Pre-ordering Food for Yourselves and Wedding Party Before the Wedding Ceremony
Most couples thoughtfully conceptualize their reception food menu, but often overlook ordering food for themselves and their wedding parties while they’re getting ready. Since hair, makeup, and photos take some time, if you don’t eat while getting ready, you’re going to be starving during the ceremony.
“Couples often forget to order breakfast or lunch during the ‘getting ready’ portion of the day. Then, a wedding party member is frantically DoorDash-ing or ordering room service for the quickest food to reach the hotel suite so they can scarf down before the makeup artist leaves, so they can also get touch-ups!” says Nicole Chan, photographer at Nicole Chan Photo & Video.
Removing Tags From Wedding Outfits and Decor
Moreover, wedding experts advise taking the time out for small tasks such as getting rid of price tags and stickers from your wedding attire and decor pieces beforehand. This sounds like a tiny detail but it could save you some distraught moments.
“Many wedding couples forget to do this one important thing until the last minute (sometimes they forget altogether), and that is to remove tags, stickers, protective coverings from their attire and decor,” says Brittany Morris, owner, lead planner and creative director of Bella Mystique. “Forgetting to remove your tags and stickers from your attire and decor is only going to create added stress while you’re trying to get set up and ready for your big day!”
Don’t Forget About Transport & Logistics
Another aspect that couples typically don’t think about is transport and logistics, especially for small items such as stationery.
“You have all of your day-of stationery ready to go, such as programs, dinner menus, seating cards, a welcome sign, and the guest book, but who will deliver everything to the venue? The logistics of making all deliveries before the wedding can be easily overlooked during the busy days preceding it, but planning ahead is crucial to ensure these important items are in place when needed,” says Kelley Nudo, client relations and operations director at Momental Designs. “It might even be worthwhile to ask your stationer to deliver the pieces directly to the venue to avoid this last-minute task altogether!”
Pre-writing Your Wedding Vows Or Love Notes To Your Partner
Experts also share that couples often leave writing their wedding vows or love notes to each other until the last minute. This results in rushed writing of notes or vows, which is definitely avoidable.
“Simple love notes and gifts exchanged between the couple are such a personal, sweet moment during the day. However, a lot of couples often forget to write those notes to each other and do it while they’re getting ready in the morning, then miss time with their wedding party or feel rushed,” remarks Tabitha Roberts, event planner and designer at Roberts & Co. Events.
Taking Care Of Your Guests’ Special Needs Or Requirements
Furthermore, while curating your reception food menu and seating plan, experts suggest making a note of your guests’ dietary requirements or other special needs.
“Take care of little details in advance so that you can enjoy your day. If you’re the type of person who always ensures other people are comfortable or have all of their allergies accommodated, pre-instruct and designate people who need those special meals with the caterer or a high chair from the venue in advance so that you do not need to worry about it day-of,” mentions Meg Walker, exclusive caterer and operator of La Venta Inn.
Handling Your Marriage License
It’s the most important piece of paper you’ll handle all year, yet it often becomes a last-minute scramble. It’s a good idea to designate a ‘License Captain,’ a trusted sibling or member of the wedding party, whose only job is to ensure the license makes it to the ceremony, gets signed by the officiant and witnesses, and is safely tucked away before the bar opens.
Carefully Planning the Transitions and Hiring A Guest Experience Narrator
Lastly, wedding planners recommend carefully conceptualizing all the transitions. People tend to overlook the transitions between wedding events, and that is when all the momentum is lost.
“A to-do list item that couples often overlook is planning the transition between the ceremony and reception with as much care as the main events themselves. Transitions shape how weddings feel,” declares Bryan Rafanelli, CEO and chief creative officer of Rafanelli Events. “Something as simple as how guests are guided, greeted, or offered their first drink can determine whether the event feels seamless and considered or disjointed. The most memorable celebrations are often defined by what guests never have to think about.”
“You need someone whose job, at every transition point of the day, is to tell guests what just happened, what’s coming next, and where to go,” concludes Amrita Jhaveri, event planning lead at Amrita Events, whether that’s the planner, their assistant or a trusted friend. “Without this person, guests do what guests always do when left without direction. They cluster, wander, pull out their phones, and the energy built by a beautiful ceremony quietly leaks out of the room. Someone has to tend to the energy of a wedding day and keep it moving. Make sure that person has a name on your timeline!”
Having a Collection Plan for Gifts
By the end of the night, you’ll be exhausted and ready to head to your hotel suite. What you won’t want to do is haul all your gifts back with you. Instead, ask your planner or a specific family member to load all the gifts into a designated vehicle at a set time. This prevents the gifts from sitting unattended, and ensures nothing gets left behind in the post-wedding haze.
Phone Chargers and Tech Prep
You likely won’t be scrolling through social media, but your phone is often the hub for music playlists, vendor contact info, and that one digital copy of your vows. If your battery dies mid-morning, it can cause a minor wave of panic. So it’s best to ensure there are extra-long charging cables in the getting-ready suite for both you and your wedding party and you have a fully charged mobile charger at the ready.
“Have a designated phone holder or a phone location, as you will not be on your phone on your wedding day. Make sure you have decided where and who will have your phone for when you want it,” adds Meg Walker, exclusive caterer and operator of La Venta Inn.
And while you’re thinking through tech, don’t forget to account for any equipment needed throughout the day. Whether it’s ceremony microphones, reception speakers, a slideshow, specialty lighting, or a surprise performance setup, assign someone, whether that’s your planner, venue coordinator, DJ, bandleader, AV technician, or a trusted member of your wedding party, to test everything day-of. Confirm microphones are working, speakers are connected properly, videos can play seamlessly, and any presentation clickers or backup batteries are ready to go. It’s one of those small behind-the-scenes details that can make a major difference in keeping the day running smoothly.
Building An Emergency Kit
Even on the most perfectly planned day, you can end up with a a loose thread, a headache, or an unexpected fall. While your planner might have a kit, having your own curated emergency bag is a must for those “invisible” mishaps.
While curating the items for your emergency kit, think of things you might need like blister cushions, your choice of pain reliever, stain remover wipes, band aids, breath mints, safety pins, clear nail polish for stocking snags, and even a small sewing kit. Having an emergency kit will give you peace of mind, even if you don’t end up using anything.
Arranging for Final Vendor Payments and Tips
And last but certainly not least, have the final vendor payments and tips organized beforehand, in labeled and sealed envelopes, and give them to your planner or a trusted friend to hand out. You don’t want to be scrambling at the last-minute during or at the end of the celebrations, figuring out how much to tip your vendors. Yikes!
