Let's Make a Deal! - Wedding Edition

Now that you've met with your top choices for vendors and got all your questions answered, the next step is to sit down and determine which one you like the best.  Go with your gut! If you liked them there's a reason for it!  It might help to sit down and write out the pros and cons of each vendor you spoke with and make a decision based on those aspects.

If you choose a vendor that is slightly out of price range, or does not offer something that you'd really like to have, don't worry! That's what negotiations are for! Once you've made your decision, make another appointment (planning sure does involve a lot of meetings!) with your top choice, to discuss potential contract options. 

Be prepared! - Once you've set an appointment date/time, gather all your "ammo" to be able to get the most for your money!  Make a list of things that you'd like to negotiate or change (if any) to fit your needs and compare costs between like vendors (venues to venues, djs to djs etc.). If DJ 1 offers up-lighting at no cost, and the DJ 2 charges you a fee for up-lighting, but you like DJ 2's other options, you may be able to negotiate the fee down or eliminate it completely!
*Bring the quotes and sample package options to the meeting with you from the other vendors you met with, it is always much easier when you have it in writing or on another company's letterhead!


Determine your wants and needs - There is a HUGE difference between wanting 2000 thread count linens on the tables and NEEDING 2000 thread count linens on the tables.  They way I see it; as long as you have a tablecloth and a napkin to keep yourself tidy, it's not going to make a difference what  the thread count is   -_- (seriously though...who cares! Your guests are NOT going to remember the linens, they're going to remember the party and how the day FELT!)

Your wants and needs should also align with your budget! You will most definitely NEED napkins/place-settings etc. but they should meet the budget as far as costs are concerned.  If you are able to save money elsewhere, the really nice napkins you WANT could be within reach!  It's a matter of reallocating funds from an area that came in under-budget to an area that might need a little extra money (think DJs for extra hours or longer open bar). To help us keep the budget straight I made a spreadsheet (surprise! that's the Business Teacher in me :) ) that has all our budgeting expenses broken down into categories within the budget as a whole.  When we purchase that item, the actual cost goes into the next column, and the savings are then calculated for each item.  From there the savings are totaled at the bottom so we can see exactly how much we have to "play" with.

One personal "wants" and "needs" example from our wedding: 

I reeaaalllly reeaallly wanted the Chiavari Chairs (seen below) in silver for our reception but they were $7/chair! They had other chairs, but they were maroon and gold trimmed, obviously left over from an 80's corporation sell off, and to rent chair covers was $6/chair. These were sooo pretty and only $1 more than the covers! But, at 150 chairs x $7/per chair that's $1,050 for CHAIRS!  I literally cannot pay $1,000 for chairs it's against my morals and way over budget!  So, the adventures continued, and as mentioned in  my "Budgeting Inspiration" post, we were able to save over $800 on our flowers! That extra money was then allocated to the new "chairs goal" leaving around $250 left to cover that cost.  With a little saving here, a little saving there, we covered the chair cost completely without increasing the budget at all! E i e i OOOOOO! (get it?...sorry I couldn't resist) :P  As of right now, we have saved a total of $1,525.75 on items/services for our wedding! 

Also keep in mind that it's the vendor's job to "up-sell" you.  Those of you in the retail or hospitality field will know what I mean.  Those of you who don't, up-selling is a process in which the salesman (or woman) gets you to add on little extras that you didn't necessarily plan on or need.  Just like when you are shopping during the holidays and the cashier asks you if you'd like to add on a bottle of lotion or perfume for a few extra dollars during your checkout.

Be confident!  Stand your ground and go into the meeting knowing exactly what you NEED and what you don't. They need to EARN your business and make your money go farther! Don't be intimidated (or rude!) and make sure they understand what you'd like to get out of their service and why you would like to work with them.  Most vendors will work with you on customizing your menus, or packages if you're working with photographers or DJs or anyone else really.  Go into the meeting with an example of how you picture your cocktail hour or your menu looking etc. and ask them for a price quote. If that works for your budget, then go for it! If you're under budget, ask what you can add on to still be within reach, but maybe give the party that extra wow factor... (umm chocolate fountains!! champagne fountains!...YES Please!!) It also helps if you are realistic in your expectations, they are the professionals and will do their best to get you the best deal possible.

Quick tips/Recap:

Be patient! - Venues sometimes work with a variety of staff or personnel that would need to be contacted for pricing or different options you'd like to add on. As soon as they know, they will contact you, don't call them everyday!  Simple manners and etiquette go a long way as well.  Screaming about the pricing or how things are being handled will only get you on the s**t list and that list will definitely not get you very far.

Be nice! - Try to work out the best deal that works for the venue (they are a business and providing you a service, therefore they must make SOME money) and your budget.  Don't be afraid to ask questions but do so in a nice way!  You don't want to be know as the Bridezilla of that season! They have lots of other weddings and events going on, especially if you are getting married during "wedding season" (May-September) and are most likely stressed out as much as you are.  A little kindness makes the process much easier for both parties; my Mom always says: "Treat others the way YOU want to be treated!"- thanks Mom, Love ya!

Be professional. - This is similar to be nice but a little more involved.  You are doing business with these people, at like it!  Do your research and be prepared as mentioned above.  Consult important members of your "board of directors" (ie. family, friends, the GROOM!- our wedding coordinator mentioned that she had 3 meetings the day we met with her and ours was the only one where the groom was present! It's his day too!) Ask your family members or bridal party for their help/opinions (being nice applies to them as well!) to reduce stress and make the decision easier, it never hurts to have another set of eyes review the costs/hidden fees, etc.

And that's, it!! Nothing to it! :)

If you have any questions about setting up a budget or negotiating prices/services let me know in the comments section!  Same goes for things you think would also be helpful that I may have not mentioned. :)

Happy Planning!!

Questions for your Vendors Part III-The Photographer

First and foremost I must apologize that it has so long between posts! Life has been super hectic with the end of school, graduations, acceptances to Graduate school, birthdays, holidays, vacations, new jobs, you name it; it’s happened!  WOO..and it seems like the end is no where in sight! L

So, with much anticipation and without further ado, I give you the top five questions to ask your photographer:

1.       How long have you been in the industry/What are your qualifications?-  Alright, technically this is 2 questions but they are both similar and very relevant.  Photography is one category that you will want to splurge on, and because you’re spending LOTS of money, you want to be sure you choose a photographer that fits your needs!  Photos are the ONE thing (well one of the things, hopefully you’ll keep your husband too!) you will keep for YEARS and show off to friends, or family, or to reminisce about that day, you want to make sure you get quality shots! Make sure you hire a PROFESSIONAL! No this does not include cousin Joe who likes to submit photos to Ellen’s “What’s Wrong With These Photos, Photos” (google it!)!!!  Meet with your top 3 choices for photographers and look over their porfolios and get to know them.  Then choose the one that you liked most based on photography style and personality, you don't want to hire a photographer that will be a stick in the mud at your wedding! If they can't have fun, how are they supposed to capture the fun in your photos?

2.       Do you have a back-up/partner?-If you are hiring a photographer that typically works on their own, it is HIGHLY important to verify if your photographer has a back-up plan if for some reason they are unable to make it on the date of the wedding (illness, family emergency, etc.) If they don’t have a specific plan, it may be wise to make one that fits both your needs.  Once you have worked out the details, be sure to get everything in writing, either in the initial contract or in a supplemental contract.  You may also want to make an appointment to see the work of the back-up/partner to ensure you like their work/style etc.

3.       Do you charge for multiple locations?- If you plan on taking pictures at locations other than where your ceremony and reception are being held, ask about travel fees and how they would like to work out meeting you or following you to the other locations.  This may also be a great time to set up a schedule of the day to help things stay organized and ensure everyone is on the same page about meeting times and locations. (BONUS!: you can make copies of the schedule for the bridal party and parents so they know what your plans are/where you’ll be throughout the day!)

4.       When will we receive our pictures?-This is one of those questions that is not extremely important but could be if you plan to use some of your pictures for your “thank yous.”  It is also nice to have a time frame in order to purchase albums, and other photo gifts for parents or the bridal party.  Ask if touch-ups/editing is included in the package price as well! Some photographers will charge extra!

5.       How will we receive our pictures?- With all sorts of different technologies available today, you have a variety of options to choose how to receive your pictures.  Some photographers will give you 4x6 prints of each photo; some give you a CD, others a flash drive, and others will take beautiful pictures of your big day and then head on a two week vacation, and have to “make room” on the camera for their personal pictures, therefore deleting your favorite shot of you stuffing cake in your grooms face…cough, cough, cousin Joe..HIRE PROFESSIONALS!  It is important to ask about copyrights as well.  Most photographers copyright their work, making it difficult, if not impossible for others to use the images without permission, even if you are the subject of the photos!  If this is the case with your photographer, ask if you will receive full rights to print, edit, and copy the photos they take of you.  This way you won’t run into any trouble when creating an album, ordering extra prints for loved ones, or using the prints for unique photo gifts like those from Shutterfly.com.  P.S. they have GREAT prices on albums at Shutterfly! Same quality and professional look from the photographers for less! This is how we plan to order our albums!

Well I think that just about covers it!  If you think of something, feel free to share it in the comments! Or if you have an outrageous photographer story, share that too!

Have a GREAT day and happy planning!