Extraordinary Challenges
There are couples who are generally involved in the planning process of their wedding, be it decor and mood boards, timeline, food or bar selection. But Sadhana and Chris took involvement to another level. They were deeply invested in every micro and macro detail. Every idea, every schedule, every design element was carefully thought through with them. Their passion for perfection meant they weren’t just planning a wedding; they were curating an experience. For us, it was inspiring and equally challenging, as their expectations pushed us to deliver nothing short of extraordinary.
Every wedding has its hurdles, but when you bring together two cultures, two families from opposite continents, and host a three day celebration at a heritage palace, the challenges naturally multiply. With Sadhana and Chris’s wedding, our role was to shape a celebration that felt personal and authentic to both families, honoring traditions while ensuring every guest felt welcomed, comfortable, and part of the journey.
The stakes were high. For many guests, this was their first Indian wedding and for some, even their first visit to India. That meant the smallest details mattered: cultural nuances, timelines, and ensuring every guest felt comfortable, engaged, and part of the journey. Timelines were tight, expectations immense, and each day brought its own surprises. Yet, it was in navigating these very challenges that some of the most unforgettable moments were born.
Jaipur Tours – A Wedding Meets Travel
One of the most beautiful yet challenging elements was the Jaipur city tours. Sadhana and Chris didn’t just want their guests to attend their wedding, they wanted them to truly experience India. For many, this was a once-in-a-lifetime trip, and giving them a taste of Jaipur’s culture, food, and history became just as important as the wedding ceremonies themselves.
To bring this vision alive, the couple introduced us to Louise, their family friend, a published author of three books, and their chosen guide from the US. Louise not only understood the couple’s intent but also helped us shape the experience to reflect their vision. Soon, however, it became clear that one guide would not be enough. With so many guests arriving, additional guides were brought on board. Each had to be briefed thoroughly, not just about the places but about the experience we wanted each guest to take back with them.
Before the festivities even began, we organized a detailed meeting in Jaipur with Louise and the local guides. Together, we aligned on tour schedules, event overlaps, and how to seamlessly manage logistics during the actual celebrations.
To streamline the process, we designed a guest interest form weeks before the wedding. This allowed us to map out preferences, anticipate fleet requirements, and build a system that could balance flexibility with order. Tuk-tuks were arranged for explorations, and itineraries were customized so guests could enjoy tours without missing key events.
But with tours came another hidden challenge was timing. How do you make sure someone exploring Amber Fort or a bustling bazaar gets back in time for their salon appointment or the next ceremony? To solve this, we built a master plan mapping each guest’s commitments. A dedicated team member manned the check-in desk with this information, coordinated with guests, adjusted schedules when needed, and even sent gentle reminders. It was like conducting an orchestra, ensuring everyone was in the right place at the right time, yet never making it feel rigid or stressful.
On the ground, our team made sure every guest departed on time for their tours and returned comfortably to rejoin the celebrations. From tuk-tuks to timelines, every detail was managed with precision. In the end, the tours not only ran smoothly but also became one of the most cherished highlights of the wedding. Guests left with stories, memories, and a richer connection to India – exactly what Sadhana and Chris had envisioned.
What seemed like extraordinary challenges at the start eventually turned into extraordinary experiences for the couple, their families, and every guest who came to celebrate.
Choreography – Dancing Across Time Zones
Another major challenge was the dance performances. With guests spread across multiple countries, rehearsals had to begin early and virtually. Ten WhatsApp groups were created for ten different performance teams, audio tracks were circulated, dance steps were recorded and shared, and even online sessions were scheduled with the choreographer.
But before choreography could even begin, there was the task of song selection. Many international guests had never listened to Bollywood music before, so the chosen tracks had to be fun, easy to dance to, and simple enough for first time performers. The choreography was designed accordingly – uncomplicated, lighthearted, and easy to practice.
But syncing global schedules was no small feat. Guests were juggling work, family, and travel; some lived in completely different time zones; others found late-night practices too difficult. Even with polls for convenient timings, not everything aligned.
The breakthrough came once everyone arrived in Jaipur. A dedicated rehearsal slot was carved out just before the Haldi ceremony, giving each group time with the choreographer to fine-tune their steps in person. With nearly ten groups performing, scheduling slots for each one was a task in itself. Ensuring that every member of each group was present on the field at the right time, while coordinating with the choreographer, required immense teamwork. Managing rehearsals for all ten groups back-to-back was no easy feat, but with proper coordination and collective effort, it all came together.
By the time the Sangeet night arrived, the atmosphere was electric. What could have been chaotic turned into one of the most memorable highlights of the wedding, proof that sometimes last-minute magic delivers the best results.
The Kurta Shop – Small Detail, Big Effort
At check-in, Sadhana and Chris wanted their guests to feel like they had truly arrived in Jaipur, ready to immerse themselves in the culture and traditions of India. To bring this alive, they set up a Kurta Shop and Tuck Shop right next to the welcome desk. Guests could browse, pick their favorite outfits, and immediately step into the spirit of celebration.
The idea of the Kurta Shop, however, was a last-minute one and came with a moderate budget. Our team contacted several manufacturers to find the best quality kurtas and shirts at an affordable price. Eventually, we finalized a vendor and carefully curated a mix of block-printed kurtas in different patterns, colors, and sizes. To avoid wastage, we analyzed which sizes would be most in demand, created a detailed spreadsheet, and shared it with the vendor to ensure production was efficient and accurate.
Behind the scenes, every kurta and shirt went through careful preparation. Samples were washed and tested for color fastness because for the couple, quality mattered as much as style. They wanted guests to not only look festive but also feel comfortable in what they wore.
The Kurta Shop ended up being a guest favorite – a warm, thoughtful detail that instantly connected everyone to the wedding vibe. While it looked like a simple gesture, it was weeks of planning and effort that made it happen seamlessly. Guests slipped into their outfits with excitement, carrying with them not just clothing, but a little piece of Jaipur’s charm.
Decor – Perfecting the dream
Then came decor, the soul of the celebration. For Sadhana and Chris, it wasn’t just about beauty; it was about making sure every element felt intentional, functional, and magical on the field. To achieve this, we brought in a professional design company, and from the very beginning, the couple was deeply involved in the process alongside us.
Their passion for perfection was infectious. As wedding planners, striving for excellence is always at the heart of what we do, but seeing clients so engaged in every detail made us even more motivated and enthusiastic. Together with Sadhana and Chris, we went through countless discussions, not just offline meetings in the run-up to the festivities, but also multiple online sessions in the months before. Every tiny detail was debated, every theme reviewed, and every element fine-tuned until they were completely satisfied.
The collaboration didn’t stop there. On the day before the celebrations began, we conducted a final offline walkthrough with the designer, the couple, and our team. We carefully reviewed each event setup in relation to its actual venue, ensuring that the décor not only looked perfect on paper but was also functional in reality.
It was this meticulous process, the combination of creative vision, family involvement, professional expertise, and tireless teamwork, that allowed everything to fall beautifully into place. What guests experienced was effortless elegance, but behind it was a dream realized through countless hours of planning and collaboration.
Sit down dinner
Food was another arena where precision mattered deeply. Two elaborate sit-down dinners were planned, one of which was a full South Indian thali. For a heritage hotel that did not typically serve South Indian cuisine, this became a major undertaking. Recipes were researched, menus were tested, and multiple tastings were conducted to get everything just right.
On top of that, dietary restrictions and allergies had to be carefully accommodated. This required close coordination between the chefs, the couple’s families, and our team. Every plate that went out was the result of planning, attention, and care. The effort paid off, guests didn’t just enjoy the food; they remembered it. Many spoke about how personal it felt, with thoughtful options that ensured everyone could dine comfortably without compromising on flavor or authenticity.
Fine Details – The Little Things That Mattered
Beyond decor and food, it was the fine details that tied everything together. From the way guests were welcomed, to the placement of name cards, to subtle touches that blended traditions from two cultures, nothing was overlooked. Every decision, no matter how small, was made with the guest experience in mind.
It was this attention to detail, the little things that often go unnoticed that made the wedding feel seamless and special. For Sadhana and Chris, it wasn’t just about grandeur; it was about creating moments of thoughtfulness that made their guests feel cared for at every step.
What Made It All Possible
Looking back, it’s easy to see how much went into making this wedding seamless, but in the moment, it was pure teamwork that carried us through. The families, the hotel staff, our planning team, and of course, Sadhana and Chris, everyone came together as one unit working toward a shared vision.
Managing guest arrivals and departures was one of the biggest undertakings. Some guests landed in Delhi first, while others flew directly to Jaipur. To ensure comfort and clarity, our team was stationed at both airports, in Delhi, to assist guests traveling onwards to Jaipur, and in Jaipur, to welcome them and oversee transfers to the wedding venue. Every detail was tracked, spreadsheets were prepared, Google transport forms were circulated, and the team was briefed on each arrival and departure. With so many moving pieces, it was a challenge, but strong planning and execution made it all run smoothly.
Every late-night brainstorming call, every detailed spreadsheet, every emergency fix added up to something bigger. What the guests saw was joy, beauty, and effortless celebration, but behind the curtain, it was constant coordination, problem-solving, and hard work.
In the end, what made it possible wasn’t just planning; it was collaboration and commitment.
For us, this wasn’t about executing a wedding, it was about crafting an experience where every guest felt cared for, every detail carried meaning, and every challenge became an opportunity to create magic. And when we saw the smiles, the laughter, and the spark in Sadhana and Chris’s eyes, we knew every bit of effort had been worth it.
WhatsApp us