How to choose and work with wedding vendors, professionals and service providers
Congratulations! You got engaged and are looking forward with anticipation, to your dream wedding but do not know where to start and what to do. You know that you will need to hire various wedding vendors. This article will show you step by step how to choose and work with wedding vendors, professionals and service providers. Print the corresponding worksheets and checklists provided in out free to you wedding planning guide and you will stay focused, confident and have fun planning your wedding.
When going to interview vendors be sure to take with you the printed, appropriate worksheet so that you will have in your posession all the possible questions to ask the vendor, plus some you may not have even thought about. Your first question should be: May I / we have your business card.
About Weddings:
Since weddings are very personal and each has its own unique character, it is very difficult to list every possible scenario.
However, the common denominator basics for every wedding are similar as follows. The wedding:
- Style can range from a classic elegant and glitzy black tie affair, to a picnic in a park.
- Size depends on the number of guests.
- Budget can range from a few hundred to many thousands of dollars.
- Location local or a destination wedding.
- Coices The BRIDE and GROOM choose the setting, the colors, the music, the wedding theme and other specifics that reflect their personalities and interests.
Some couples hire a Wedding Planner; some rely on the experience of friends and family, but most opt to plan their wedding by themselves.
The wedding day is only part of the term wedding as a whole. Wedding as it will be referred to in this article includes the preparations for, and the activities following the big day including the honeymoon.
It is very important that both of you, bride and groom, start planning your wedding as soon after the engagement as possible. This allows you to:
- Take your time, brain storm leisurely and discuss your needs and desires,
- Divide the tasks into small easy to handle assignments,
- Prevent and correct any occurring errors,
- Deal with delays,
- Handle any possible mishaps,
- Have fun and enjoy planning your wedding rather than stressing over it.
Your first step is to choose your priorities and write down everything that is:
Very important – urgent,
Less important – allows for flexibility and
Least important – most adaptable for changes and compromises.
For example:
Very important – urgent
Time of year time of day, Date, Budget, Location of ceremony, Location of reception, Size of guest list, Offiiciant – Clergy, A specific wedding vendor or service provider.
Having prioritized, put together your wedding information and print the list of questions and requests, to present to the vendor or service provider, or best yet, just fill in the forms that are included in your free wedding planning organizer.
Of secondary importance – less urgent but needs time to organize. You can be flexible.
Items and services you need to have but where you can be flexible about some details, are: Attire, Menu and Beverages, Florist, Cake, Photographer, Videographer, Invitations, Musicians, A wedding gift from the bride to the groom, A wedding gift from the groom to the bride, Gifts for family and wedding attendants, Wedding day help – before, during and after the wedding.
Least important – items most acceptable for flexibility. You are willing to make changes and to compromise.
Wedding day schedule, Readings at ceremony, Music selection, Final flower selection, Wedding favors, Centerpieces, Reception seating arrangements etc.
For worksheets, checklists and questions to ask – CLICK HERE Login and click on the corresponding chapter.
How to find the appropriate wedding vendors, professionals and service providers?
Before setting any appointments it is a good idea to:
- Ask your friends, acquaintances and family for recommendations,
- Attend bridal shows
- Ask for recommendations from Ceremony and Reception Locations
- Visit bridal shops and ask for referrals,
- Check the internet
- Check Local Bridal Magazines
Go over your written notes and organize them by priority and ease of use.
Armed with a list of vendors and service providers, it is time for you to pick up the phone and set appointments. Schedule your appointments by PRIORITY. So, if a specific person or company’s participation at the wedding is a must, you should contact them FIRST to find out when they have an opening. If the date is a priority you need to focus on securing an officiant, and a location for the ceremony and the reception, and so on. Do not limit your search to wedding specific service providers such as wedding consultants, caterers, florists, DJs and-or musicians, photographers, ceremony and reception sites and videographers. Many vendors automatically raise their prices when they hear the word WEDDING. So, you may be in a better position to negotiate with those who also provide services to other types of parties, business events, conventions etc., as they may be open to negotiations. You may be able to secure their services at reduced rates or receive a free gift. Actually, while on the phone to set an interview appointment, request a price quote for a party, or an event. Give the service providers the basic party or event information including the anticipated number of guests, date and hours requested, and ask for a quote. When you arrive at the interview, with the price quote in hand let them know that the party or event is a wedding.
Do not, however, commit until you have accumulated at least a few (at least 3) bids. Hire the person(s) you interviewed that was the most accommodating and easy to work with.
Oh, yes! One more thing you need to do before booking any of your vendors. Check them out at the Better Business Bureau to make sure no complaints have been filed against them. Once you made your choice do not look for other alternatives or you’ll drive yourselves crazy. Instead go on to the next detail that requires your attention.
Be prepared! Go to each interview ready with your questions and information neatly written. It is easy. Just fill in the appropriate forms in your planning organizer and take them with you to the interview. Bring a pen and paper and take notes at meetings with the different wedding professionals, service providers and wedding vendors. These notes, placed in your binder with your other wedding planning documents and receipts, will become a fun wedding keepsake.
Most Important
Once you hired a vendor who will provide you with what you want, stay within your budget and is comfortable to work with, be sure to get a written contract. The contract must specify dates, times, names, the services and – or products provided, the payment plans including the down payment received and the refund and cancellation policies. Before you sign any contract, go over the appropriate contract checklist in your planning organizer to be sure that every item you discussed is included in the contract and that you fully understand and agree with all the details within it. A contract is the best way of ensuring that you and the vendor are fully aware of what is expected by whom and when. Keep every contract secured in your wedding planning binder.
Place a Business card holding page (Available in stationery stores) in your binder and refer to it for Vendors, Professionals and Service Providers’ information at a glance.
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Author Byline
Nily Glaser is the founder of A-wedding Day magazine, a very popular Wedding Resource, and Information Center. She is a published author who wrote and published the A-wedding Day Wedding Planning Guide, Book. She writes important articles and has presented workshops for wedding professionals all over the USA.
To read more of her articles visit the A-wedding Day Magazine.
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