Scheduling hair and makeup for a large wedding party can be challenging, but with careful planning, it can go smoothly and this can be the start of the day to get everyone hyped for the wedding to come
. Here’s a step-by-step guide to help you manage the process:
1. Starting Early
Book Your Vendors in Advance: Secure your hair and makeup artists as early as possible, ideally 6-12 months before the wedding. Large wedding parties require multiple artists, so early booking ensures availability. In certain cities, Indianapolis included, there is not a huge amount of hair and makeup companies and booking early is key to avoid travel fees and bringing in groups from surrounding cities.
Consultation & Trial Runs: Schedule a consultation and trial run for the bride (and possibly bridesmaids) a few months before the wedding. This helps in determining the timing and desired looks.
2. Determine the Number of Artists Needed
Assess the Size of the Party: Calculate the number of people needing services (bride, bridesmaids, mother of the bride, etc.).
Consider Timing: On average, hair styling takes about 45-60 minutes per person, and makeup takes about 30-45 minutes per person. For a large party, hire multiple artists to work simultaneously.
3. Create a Schedule
Start Time: Work backward from the ceremony time. Include buffer time for any delays, dressing, and photos.
Break Down the Timing:
Example Schedule: If the ceremony is at 2:00 PM and photos are scheduled for 12:00 PM:
6:00 AM: Hair and makeup start for the bride.
7:00 AM: Start for bridesmaid 1.
7:45 AM: Start for bridesmaid 2, and so on.
Overlap Tasks: If possible, schedule hair and makeup to overlap. For instance, while one person is having their hair done, another can be getting makeup.
Assign Time Slots: Assign specific time slots to each person. Share the schedule with the wedding party in advance.
4. Prepare the Venue
Space & Lighting: Ensure there’s enough space and good lighting at the location. Natural light is ideal for makeup.
Comfort: Provide chairs, mirrors, and refreshments to keep everyone comfortable during the process.
5. Communicate the Schedule
Inform the Party: Share the schedule with the entire wedding party well in advance. Emphasize the importance of punctuality.
Reminders: Send a reminder a week before the wedding and again the day before.
6. On the Day Coordination
Coordinator: If possible, appoint someone (a bridesmaid, coordinator, or the maid of honor) to oversee the schedule and ensure everyone is on time.
Buffer Time: Build in extra time for last-minute touch-ups or unexpected delays.
7. Have a Contingency Plan
Backup Artists: If possible, have a backup artist on standby in case of emergencies.
Extra Supplies: Ensure the artists bring extra supplies or that the bride’s emergency kit is stocked with essentials for touch-ups.
8. Post-Schedule
Touch-Up Time: Schedule a quick touch-up session before the final photos or just before the ceremony.
Emergency Kits: Provide each member of the bridal party with a small kit for any necessary touch-ups throughout the day.
This detailed plan will help ensure that the hair and makeup process is seamless, leaving everyone looking their best without feeling rushed.
9. Electrical Contingencies
Power Requirements: Confirm the power needs with your hair and makeup artists. They may need multiple outlets, especially if using tools like curling irons, straighteners, and hairdryers.
Extension Cords & Power Strips: Provide heavy-duty extension cords and power strips. Ensure they’re placed safely to avoid tripping hazards.
Backup Power: Consider having a backup power source, like a generator or battery packs, especially if the venue is in a remote location or prone to outages.
Venue Check: Verify that the venue’s electrical system can handle the load. Discuss any concerns with the venue coordinator and ensure all outlets are functional.
10. Parking & Access
Reserved Parking: Arrange for reserved parking close to the preparation area for the hair and makeup artists. This allows them to easily transport their equipment and set up quickly.
Access Times: Confirm with the venue when vendors can arrive. Provide this information to the artists so they can plan accordingly.
Loading Zones: If possible, arrange a loading zone close to the preparation area for easy unloading of equipment.
Clear Directions: Provide clear directions and a map if needed, along with any specific entry instructions to ensure the artists can find the location easily and start on time.
Including these additional logistical details will further ensure that everything runs smoothly, minimizing potential delays on the wedding day.
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