This may come a shock to you all so, brace yourselves. I, Donnie Brown, am but a mere mortal who depends on various vendors to accomplish what I've been doing successfully for the last thirty-two years; planning weddings and events. Vendors are essential to the success or demise of any given event. Therefore, the vendor selection process should be made thoughtfully and with careful consideration to each component of your event. When selecting your vendors, I suggest enlisting not only referals from other vendors and friends, but the world wide web should take on a significant role as your new best friend.
Nowadays, web presence speaks volumes. This who have significant visibility are certainly going to be the busiest and those who are hiding in caves as the herd of dinasaurs pass by will certainly find themselves sleeping with the fishes. I encourage you to peruse through a desired vendors sight viewing information, images and most importantly, reviews and accolades. Vendors range from photographers, videographers, caterers, florists, calligraphers all the way down to makeup artists. Every woman knows the value of investing in a good pair of pumps that she can marry well with the rest of her closet. Selecting vendors that are right for your big day/event is no different.
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Right off the bat, let me forewarn you that hefty deposits followed by multiple installments is the order of the day once you begin booking vendors. Every company conducts business in their own fashion, however I would like to share some industry standards that will help set the tone for your 'vendor ventures'.
Photographers/videographers: 30-50 percent deposit; total balance due at least thirty days before the wedding with occassionally some installments along the way.
Bands/DJs: 50 percent deposit; total balance due sixty days before the wedding.
Wedding planners: 50 percent deposit upon booking; final payment due at the halfway point between signing the contract and the wedding date. (If your planner charges a percentage of the event's total cost and you exceed your estimated budget, you will owe a percentage of the difference thirty days before the wedding).
Venues and Caterers: This can be anywhere from a $500 deposit up to $5,000 or a percentage of up to 25% with installments along the way. Most caterers will allow you to turn in final counts up to five days in advance of the event. You should be very careful when giving a guarantee headcount to a caterer though. Often they will allow you to reduce sixty to ninety days in advance of the event but rarely will they allow you to do so within that time frame. You can always add, but rarely reduce.
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The lives of vendors in this industry are intertwined therefore, it makes for easy referrals. Your caterer can fit the bill of recommending a quality table and chair rental company while your florist can recommend a talented wedding photographer. To avoid disappointment with a vendor, find out if they are a member of a recognized wedding association as well as the Better Business Bureau.
Time to switch gears and discuss something you may not have thought to factor in; providing meals for your vendors. Vendors, keep your day well oiled and should in turn be well oiled themselves. If vendors stay on during the course of the dinner hour, please cater to them a hot meal. After all they have been working all day to make your event perfect and are forced to stay during the event to make everything go smoothly. Some vendors like floral designers, cake artists, rental companies, etc. do not stay on and only return to strike at the end of the evening. Staffs of your wedding planners, photographers, videographers, lighting technicians, band members and DJ's must be fed. Don't worry about the catering staff. They will be fed by the caterer before the event starts. This is not to say they should join your buffet line and partake of the same meal. Most venues can designate a vendor room where mini-buffets, deli trays or perhaps boxed meals can be set up for your vendors enjoyment. This is also an ideal way for showing your appreciation for the (assembly line) so to speak that produces your event. If at all possible, go for the hot meal option. If you choose to have them eat the same as your guests, that is always much appreciated.
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It is imperative to know the vendor's cancellation policies ahead of time. Read through contracts thoroughly. If you are working with a particular venue, you may come across a clause stating that your contract would be negated in the event that the building is sold or, the contracted in-house caterer is fired. Know your legal rights and, if necessary, check with an attorney to make sure that you are covered. Overall, shop wisely. Do due diligence. Get as much information, from as many sources as you can. Don't feel pressured to settle for that which won't suit your event.
Most of all, plan smart and have fun!
