Post # 1
Hi Bees! I need your help!
I’m 8 days out from my wedding, and I just got an email from my day-of-cooridinator. Basically, a close family member of hers was in an accident and is now in the ICU of a hospital several hours away. She contacted me to let me know that she might not be able to make it to the rehearsal, but she would definitely make it to the wedding.
However, this makes me really worried! I’m not sure if we should continue as planned and take her word that she will be able to make it. I mean, if it were me, I’d probably want to be at that hospital 24/7! I feel bad for her and her family, and then I feel like a jerk for worrying about my wedding.
My biggest concern is in the decorating – the plan is for her to set everything up (centerpieces, chair covers/sashes) the morning of the wedding. If I knew for certain that she wouldn’t be able to make it, I could probably set it up with some help from family and friends (who have all previously offered any help I need). We would have to get it done the night before. But getting everything decorated is one of the main reasons why we hired her, and I would much prefer her to do it. Also, we have already paid her in full (since we are a week out from the wedding), so I would feel like a double-jerk for cancelling with her and asking for a refund. Gaa!
So, I don’t know what to do. Any advice? My first thought was to call her up and talk about it, but I don’t even know what to say or how I should approach it. Help!
Post # 3
I understand your concerns, and I think it says a lot about you that you’re as concerned for her as you are for your own wedding. I had a day-of who did the whole set up of decor and everything for me and it does make a huge difference.
I think your best option is to just communicate with her. She is sure to understand, and will appreciate your feelings that she’ll want to be with her family. If she’s determined to come through on the wedding day, that says a lot about her professionalism. You should have a back up plan just in case (we always should, anyway!). But if she says she can do it, trust her.
Post # 4
I’m sorry to hear of this added stress!
My first concern would be to find out if she has an assistant or back-up person that she can call in case of emergencies to fill in for her.
Also, I don’t know what your contract stipulates however my wedding coordinator was contractually required to be at my rehearsal because it was important that she control what was happening and answer any questions the wedding party/vendors might have. I would definitely look into this (may be an hourly allocation rather than directly stated) and see what your options are and if you are entitled to any refunds in the fee if she is unable to meet the contractual obligation.
Post # 5
I agree. That is a terrible situation for either of you to be in, I’m sorry you are both going through that. I would definitely just trust her to be there, but maybe talk with your family members, the ones who you say you think can help, and ask them to be prepared to be called on the night before to get decorating. Then, day before, if she doesn’t contact you, I would make sure you call her, just to double check that she is okay and will absolutely be able to make it. That way, you will be covered no matter what!