How to Handle Last-Minute Changes on Your Wedding Day

No matter how airtight your wedding plans are, the truth is: something unexpected almost always crops up.

A surprise downpour. A missing wedding ring. A guitarist taken out by food poisoning.

It happens. But here's the good news: with the right mindset and the right support team (hi, that's us), those last-minute curveballs don't have to derail your day. In fact, they often turn into some of the best stories of the night.

Here’s how to handle wedding-day surprises like a pro - and how FPM makes sure the music never misses a beat.

The Show Must Go On - And It Will

Let’s start with the band, because that’s what we know best.

We’ve been in the game long enough to know: life happens. A vocalist wakes up ill. A van won’t start. The PA trips. That’s why we’ve built FPM to be ready for anything. Backup plans, standby musicians, and a rock-solid system that keeps the show on the road.

We work with a large network of professional deputies across the South West - covering Devon, Cornwall, Somerset, Dorset, Bristol, and beyond. So if something unexpected crops up, we’ve got someone ready to step in at a moment’s notice.

Our musicians rehearse regularly, know each other’s sets inside out, and are used to stepping into weddings with total confidence. Most of the time, guests don't even realise there’s been a change.

So if you’ve booked your wedding band with FPM, rest easy. We’ve got your back.

Plan B? Just as Beautiful

The issue:

It’s five minutes before your outdoor ceremony... and the heavens open.

How to handle it:

Your venue and suppliers should have a clear wet-weather plan ready to go. Trust them - they’ve done this before. A candlelit indoor ceremony or marquee moment can feel just as magical. And honestly? Some of the best photos come with a few raindrops.

💡 Pro tip: If your band’s playing outdoors, make sure there’s cover and a power supply in place - rain or shine. If you've booked with us, we'll confirm this with your venue ahead of time, so nothing’s left to chance.

Read more: How to Make the Most of a Rainy Wedding Day

Supplier No-Show or Mix-Up

The issue:

Florist stuck in traffic? Cake delivered to the wrong venue? It happens.

How to handle it:

Ask your suppliers in advance who to contact on the day if something goes wrong - not just their main office line. Having a direct number for the driver, florist, or caterer can be the difference between a quick fix and a frantic search. Pop all key contacts into one shared document and make sure your coordinator, best man, or maid of honour has access.

💡 Pro tip: A good wedding coordinator knows how to shift timelines without disrupting the energy. If you're DIY-ing your day, assign someone with a cool head to play this role.

When It All Feels a Bit Much

The issue:

Weddings stir up emotion in all kinds of ways. You might be missing someone, navigating tricky family dynamics, or just overwhelmed by the pace of it all. Whatever you’re feeling, it's completely normal.

How to handle it:

Take a deep breath. Step away with your partner, or someone you trust, and regroup. Let your planner or coordinator know you’re taking five - the day will carry on just fine while you reset.

Remember: your job isn't to keep everyone else happy - it’s to feel present, grounded, and supported.

💡 Pro tip: Ask your venue if there’s a calm space (a side room, lounge, or even a quiet corner) where you can step away when needed. A little pause can make a big difference.

Outfit Emergencies

The issue:

Broken zip. Mud on the hem. A groomsman without shoes. These things happen more often than you’d think - usually just as everyone’s about to walk down the aisle.

How to handle it:

A small wedding day emergency kit goes a long way. Think safety pins, fashion tape, needle and thread, stain wipes, and a spare pair of tights or socks. Assign someone in the wedding party to keep it handy.

If it’s something major (like a dress tear), pause and take a breath. Guests will always wait a few extra minutes, and most won’t even notice a delay. Better to start the day feeling calm and secure than rushed and frazzled.

💡 Pro tip: If there’s a coordinator or planner on site, they’ve probably handled this situation a dozen times - and fast. Most carry everything short of a sewing machine.

A Key Person Drops Out at the Last Minute

The issue:

A groomsman, family member, or even your celebrant can’t make it, whether due to illness, travel delays, or a last-minute emergency.

How to handle it:

If it’s someone leading the ceremony, speak to your planner or venue team right away - many have trusted backup celebrants or registrars they can call upon.

If it’s a member of your wedding party, don’t panic. You can adjust the lineup, invite someone else to step in, or simply embrace a more low-key setup. It will still feel special.

The Schedule Slips (As It Always Does)

The issue:

Dinner runs late. Speeches overrun. Dance floor time gets squeezed.

How to handle it:

This is completely normal, and we plan for it. Our bands build in buffer time and are used to adjusting their start times. We’ll work with your planner, venue, or DJ to make sure the evening still flows smoothly.

💡 Pro tip: To keep the party vibe alive, try splitting the band’s sets - kick off with a shorter set right after dinner, then a second, longer set later in the evening.

Quick-Fire Curveballs

• Kids with stage fright: Keep a trusted adult nearby and don’t force the spotlight.

• Forgotten vows or readings: Print a backup copy and give it to your planner, celebrant, or maid of honour.

• Guests lost en route: Share a live location or Google Maps pin, and include clear travel directions with your invites.

• DIY décor drama: Pack tape, scissors, batteries, and extra tealights.

• Overheating during the summer: Stock fans, bottled water, and blotting paper in the prep space and guest area.

• Dietary mix-up: Let your caterer know as soon as possible - most can rustle up a quick fix.

• Rain ruins group photos: Scout an indoor spot with decent lighting, stash a few clear umbrellas for outdoor shots, and assign someone to round everyone up quickly.

• Phone going off mid-ceremony: Ask your MC or celebrant to remind guests to put their devices on silent.

• Kids losing interest during speeches: Quiet toys, colouring books, or a tablet with headphones go a long way.

• Forgot the gift/card box: Grab a basket or bag and have someone direct guests.

• Things are overrunning: Build buffer time into your schedule. Aim for 15–30 minutes between key moments - ceremony, speeches, first dance.

• Power cut or fire alarm: Rare, but venues and pro bands will know what to do.

Why FPM Couples Stay Calm

We know what it takes to keep the vibe alive - no matter what’s happening behind the scenes. Last-minute call-ins. Storm-driven setup changes. Speeches that turn into stand-up sets. We’ve seen it all - and we keep the dance floor packed every time.

Our South West network means we’ve got options - and fast. Whether it’s a drummer in Devon or a singer in Somerset, we know who to call and how to make the switch go unnoticed.

When you book with FPM, you’re not just booking a band. You’re booking a safety net and a professional team that genuinely care about how your day feels, from the first dance to the final song.

The Best Weddings Aren’t Flawless - They’re Flexible

A perfect wedding isn’t one where nothing goes wrong - it’s one where you feel supported, relaxed, and able to laugh through the surprises. And that’s where we come in.

If you’re planning your big day and want a band that can handle real-life curveballs and bring the soundtrack of your dreams to life, get in touch. We’re here for the magic - and the mayhem.