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 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, 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!

The Show Must Go On - And It Will

The issue:

You’ve booked a band, the setlist’s ready, but the vocalist wakes up ill.

How to handle it:

Professional acts are ready for anything - with backup plans, standby musicians, and a rock-solid system that keeps the show on the road. Most have deputies who know the sets inside out and can step in at a moment’s notice. Most of the time, guests don’t even realise there’s been a change.

💡 Pro tip: Before you book, ask your band or DJ how they handle the unexpected - confirm how much notice they’d give if someone couldn’t perform and who steps in to replace them.

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: Keep a few clear umbrellas or matching blankets on hand. They look great in photos and ensure everyone stays comfortable if the weather turns.

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 planner 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 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 your 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 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 suppliers plan for it. They build in buffer time and are used to adjusting their start/finish times. Bands and DJs will work with your venue or planner to make sure the evening still flows smoothly.

💡 Pro tip: Share your full running order with your suppliers a week in advance - that way, if timings shift on the day, they can adapt without missing a beat.

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 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 beforehand.

• 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 suppliers will know what to do.

Handle the small stuff with humour, and the rest will fall into place.

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. The truth is, even with every detail mapped out, it’s the unexpected moments that often become the most cherished.

Surround yourself with professionals who stay calm under pressure and keep everything on track. From the caterer who fixes a menu mix-up to the photographer who keeps smiling through the chaos - it’s teamwork that makes the day sing.

Contact FPM

If you’re planning your big day in the South West and need some live music, this is where we come in.

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 full every time.

Tell us your date, your venue, and we’ll handle any plot twists like pros. Contact us today to find out more.