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!!
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