A wedding expert’s tips for navigating the unexpected

For over 15 years, Kara-Ann Anderson has headed Petals and Promises Jamaica, shaping unforgettable Caribbean weddings. As lead planner and designer, she works alongside her mother-in-law, Marguerite Anderson, to orchestrate a wide range of weddings and celebrations. Experience has taught her that a flawless wedding day isn’t about perfection. It’s about preparation and adaptability. That belief was tested on October 22, when she coordinated and executed a wedding just days before Hurricane Melissa struck Jamaica.

In an Instagram video shared on October 24, Anderson reflected on the process and the quick adjustments her team had to make, offering a calm but firm reminder: “The planning doesn’t stop, it just gets more strategic”.

“True planning isn’t just about the pretty details,” Anderson tells Island Wedding. “It’s about the preparation, adaptability and flexibility.”

When the unexpected strikes — whether it’s bad weather, a last-minute vendor hiccup, or any other disruption — Anderson and her team have a set of strategies to keep the event running smoothly and the couple calm. Today, she shares some practical tips designed to guide both planners and couples through the unpredictable moments that can arise on the big day.

1. Maintain emotional focus and flexibility

Anderson’s primary advice to brides is to simply “block out the noise”. She shares that, in high-stress situations, every family member will have an opinion and want to share it.

“You have to remain focused on each other. Remain calm and, you know, plan, but stay flexible. At Petals and Promises, we always joke that there are 26 letters of the alphabet, one of them must work, but we’re always going to have Plans A, B, and C,” she says.

2. Implement the ‘CPR’ test

When a significant issue arises, Anderson recommends using a quick, decision-making framework to assess the situation. She points out, “We (her team) have something that we call CPR: C, meaning do we cancel the event?; P, meaning do we postpone the event?; or R, meaning do we reimagine the event?.”

Anderson notes that during the early stages of Hurricane Melissa, when it was still a tropical storm, reimagining the wedding meant adjusting details such as the ceremony time or adding temporary infrastructure. For example, she moved an afternoon ceremony to the morning based on guest expectations, or delayed the cocktail hour to let the rain pass.

3. Over-communicate and be the “rock”

For planners, the first line of defence is communication. Anderson explains that this means being proactive rather than reactive, “Don’t wait for your client to call you. Call your client and hold their hand while they’re on that ledge. As planners, we have to be the rock in the situation. Yes, we’re freaking out on the inside, but, on the outside, we do have to remain calm for all parties involved.”

This communication must also extend to vendors and venues to clarify policies and prepare everyone for changes. She summarises the approach simply: “Clarity avoids chaos”.

4. Build a personal “calm corner”

Planners need their own support system to manage the high stress that comes with the job. “We build what we call our calm corner,” she says. This includes a dedicated Spotify playlist for anxiety, leaning on faith, and confiding in trusted people outside the client relationship, such as her mother or team members. “You can’t freak out to your clients, right?”

5. Perfection is in the preparation

Amid shifting weather, the team implemented specific physical pivots, proving that preparation is key to saving the day.

“We reinforced infrastructure,” Anderson explains. For a tented wedding, they used trussing — sturdy metal frameworks that offer heavier support than regular poles — to keep the structure stable against high winds. They also added extra tents for the ceremony, buffets, and bars, and kept plenty of umbrellas on hand, a strategy they playfully called their “pixie hurricane activation.”

Ultimately, Anderson says the couple’s energy sets the tone for the day. She recalls a wedding held during a tropical storm that turned out to be a huge success. “That bride still sends us referrals to this day ... . You just have to remember that we’re going to party, rain or shine,” she said.

ruth-ann.briscoe@gleanerjm.com