Ideas to help navigate wedding planning
As a wedding planner, you are the person who is looked to for helping bring the event together and easing the stress of the bridal couple leading up to their big day.
This means having to handle all the items that will be used for the wedding. Improper storage can cause significant problems. A dedicated storage space and organized system streamline setup on the big day, reduce stress, and protect valuable items.
Items that wedding planners usually have to store
When preparing for a wedding, there are many items that the wedding planner will have to keep in the interim and ensure that they make it to the venue on the big day.
• Ceremonial Items: These often relate to the programs detailing the event, flower girl baskets, unity or taper candles, the marriage licenses, the ring bearer pillow, and reserved seating signs.
• Reception-related Items: This includes ‘thank you’ favors for guests, family picture frames, menus for the bar and dinner, the event guest book and pen, card containers or boxes for wedding cards, the cake cutting set, table numbers, and place cards.
• Decor: These are some of the items purchased by the couple or created specifically for the event. This includes centerpieces, table runners and linens, charger plates and accessories, arches, backdrops, signage, and candles.
• Attire: The wedding planner will sometimes be in charge of storing the wedding dress, bridesmaid dresses, veils, shoes, jewels, hair accessories, groom’s and groomsmen’s accessories.
• Stationery: These are items like seating charts, escort cards, wedding signs, and personalized stationery.
• Emergency Kits: These are for taking care of any minor hiccups that happen on the wedding day. These are items like the sewing kit, safety pins, a tool kit, a first aid kit, breath mints, pain relievers, tape, glue, batteries, lighters, scissors, pens, markers, and sticky notes.
• Gifts: These can be from guests or gifts from the couple to the bridal party, cards, letters, and certificates.
• Rental Items: These include items that are hired out for the event and need to be returned. These are items like linens, sashes, chair covers, tableware, glassware, and serving pieces.
• Large Items: These are bigger pieces used for wedding decor. These are like arches, easels, signage, and furniture pieces.
Storage woes for planners
• Clutter: Oftentimes, planners find themselves storing wedding supplies in their place of work or residence. This can make it difficult to find certain items and create a disorganized and distracting workspace. It can take up space, which can lead to overcrowding and make it difficult for them to easily access items.
• Organization: Without a clear inventory system in place, it is easy to lose track of what items are stored in which location. This can lead to duplicate items being bought or mishaps on the day of the event.
• Riskiness: Some items required for the wedding are valuable and run the risk of being stolen or damaged if kept in offices and garages. Some items, like paperwork, electronics, and even delicate decor, can be ruined by being exposed to pests, moisture, and other poor storage conditions.
• Logistics: If items are kept in different locations, it can be time-consuming to look for and gather all the items for an event. Additionally, if the wedding you are hosting is a destination wedding, you have to consider transporting the items to and from the venue.
How to go about making smarter storage moves
As a wedding planner, planning and organizing are part of your forte; all you need are the right ideas and equipment to store wedding items effectively.
Assess your needs
Begin by creating an inventory of the different items you are storing for the couple and categorize them for easier storage and retrieval.
You should also estimate the amount of space required to store these items.
Organize your items
Group together the items according to your inventory. For example, keep items for the ceremony together and items for the reception in another storage bin.
Make sure that you label your bins to make setting up before the event and taking down after the event easier. You can color-code your bins for a more effective organization system.
You can also have dedicated gift or decor spaces with adjustable shelves and labeled boxes for gifts and decor. Make use of closet organizers, which are great for small items and seasonal rotation needs.
Small storage
For smaller items, use clear bins so that you can easily identify items that you have in them. Additionally, these bins offer great protection from moisture and damage.
Ensure your bins are stackable to maximize the storage space you are utilizing. Also, make a note of the contents and the event area it is required, for easy access to items.
Maximizing storage
To make the most of the space you are using, invest in a business storage unit and install vertical shelving, tall cabinets, over-the-door organizers, and wall hooks are great options to have.
If you are storing supplies at home or in your office, use multifunctional furniture which has storage space to reduce clutter and keep your space organized.
Protecting Valuables
Before placing them into a bin, wrap glassware, vases, and other delicate decor in bubble wrap or tissue paper to keep them safe from damage.
If possible, use divided boxes or wine cases to separate and protect fragile items.
If you are storing any high-value items, they should be kept in climate-controlled units to preserve their quality.
Digital Solutions
For keepsakes of paper items, and as a way to reduce paper build-up and clutter, you can scan any cards, letters, and certificates. Thereafter, you can organize them and store them on a cloud storage space for easier access and as a backup.
Benefits of Using Storage Units
As a wedding planner, off-site storage can be beneficial for a number of reasons.
• Security: These units tend to have a secure and monitored environment, which ensures that your items are protected from theft, damage, and loss.
• Space: Investing in a unit can reduce the clutter in your workspace, and it can help you easily organize the items you need to store.
• Location: Some storage companies offer units across multiple locations, which can be beneficial for planners managing destination weddings. For instance, if you are based in Los Angeles and planning a wedding further north, such as at a venue in Big Sur, one of the featured destinations on Breezit, then having a storage unit closer to the site can streamline logistics, reduce transportation time, and ensure timely access to essential items.
• Climate Control: There are units that are climate-controlled, which are ideal for sensitive items.
How to choose the right type of unit for your inventory
Storage units come in various sizes and at differing price points; you can hire out a unit that is a perfect fit for your items, while still keeping within your budget.
Many storage unit services offer on-site storage, where you can store your items at one of the units at their location. They also offer portable units, which you can keep at your location of choice to store your items. Naturally, security measures will differ, depending on your choice.
How to organize a unit by event type and frequency
To make the most of your storage unit and to make accessing the items you need easier, you can store all off-season and rarely used items separately or at the back of the unit, so it won’t be in your way when accessing currently needed items.
You can also rotate the items in your storage unit based on seasons and event calendars.
Tips for wedding planners
• Keep an inventory list inside each bin for tracking purposes.
• Remove packaging stickers and pre-assemble items before storage, so setup on the day of the event is easier.
• Keep frequently used items at the front of the storage space.
• Make use of buckets, shoe boxes, and mini bins for smaller decor and tabletop items
Conclusion
As a wedding planner, you are the person in charge of ensuring that the wedding takes place without a hitch. To make sure that no mishaps happen, you want to ensure that your storage solutions are as organized as you are. You will have many items to take care of before the big day, and making sure they are safe and in great condition lies with you. By making use of clear storage bins, inventory lists, and storage units, you will be able to set up and disassemble an event with ease.
