9 crucial things you need to do for your wedding vendors
Did you know that hiring a wedding professional, or even trying to figure out what professional you want, goes far beyond just signing a contract having them provide you with the goods or services you agreed on? You are responsible for a whole other part of that commitment, which is not always written in the contract.
There are 9 crucial things you need to do for your wedding vendors, which can be broken down into three areas: before booking, after booking to your wedding day, and your wedding day and beyond.
Never outright say you are on a budget
Guess what? 99% of all other couples at a wedding expo are on a budget. If you aren’t, you should be. If you’ve read my previous post on what you need to know before attending your first wedding expo, having a budget (or a roundabout idea of what you want to spend) helps flush out vendors who are totally outside your budget.
For example, if you determine that you want to spend $3,000 – $6,000 on wedding photography and videography and you see a photographer that charges $10,000, you know that professional is not for you. Why? Because you can’t expect a vendor who charges $10,000 for their goods and services to give you the same amount of value for a cheaper price.
On the other hand, if you see a photographer/videographer in the $7,000 range, don’t dismiss them. I’ll discuss why in a future post, but what you should do instead like I mentioned in my piece on how not to get overwhelmed at a wedding expo, is take that information home to think about it.
Always get back to vendors…whether you are interested in them or not
If you gave your information to any wedding vendor at an expo, if they are professional and on their game, they will reach out to you after the expo to follow-up. This is not to be annoying or sales-y, it’s because they have very busy schedules and if you expressed any interest at the show, they want to make sure you get on their schedule (get them booked) before it fills up.
If after you looked over their information and decide they are not the right professional for you, you must respond. Not responding or ignoring their email leaves them hanging, which makes it really stressful for them as they proceed to book their calendar. They may even keep contacting you because they are left in limbo. A simple, “Thanks for meeting with us at the show. After reviewing the information, we decided to explore other options” is all it takes. This way, at least you close that circle and both of you can move on.
They may come back and ask about motivators for choosing someone else, and again, respond. It’s not them being pushy at all, it’s because they are using the information you tell them to help them perfect their goods or services for future couples. They are just looking for honest feedback.
After Booking to Your Wedding Day
Keep your wedding vendors informed
Make sure you keep an open dialogue with all your vendors and make sure you are telling them the same information. For example, make sure all vendors know your timeline, make sure they all know if you are going to be doing something fun or special during the ceremony or reception. Make sure they all have important contact information and phone numbers. This is so everyone is in the loop, so no one misses something important, and so all your vendors can give their best on your wedding day. If you’ve covered all your bases, that makes your day less stressful. Who doesn’t want a stress-free day?
Pay on time
When you sign a contract with any wedding professional, pay careful attention to when payments are due. More often than not, a deposit will be due right up front (or soon thereafter), another payment will be due sometime before the wedding, and the final payment will be due the day of the wedding. It’s crucial that you pay on time to make sure that your date is not compromised and it avoids any uncomfortable moments. Trust me, vendors don’t like to, nor do they want to, come chasing after payments, that’s not their job, so you want to make sure that you hold up your end of the bargain.
Wedding Day and Beyond
Don’t be rude or abusive
This could quite possibly be THE MOST important piece of information in this entire article. Weddings are stressful. There’s no denying it. People express their stress in different ways, and sometimes, because you have so many expectations of the day and want everything to be “perfect,” it’s sometimes easy to snap at those around you. But remember, being stressed is never an excuse for being rude or abusive to anyone.
The professionals you hire are there to give you the best they can give you that day. Outside of you and your family, they are the ones that care the most about your day. Of course, they are going to do everything they can to make you happy and deliver what you deserve, but with that comes trust.
You need to trust who you hire. Yelling, cursing, demanding, throwing, and anything of the sort is something you should never, EVER do. Yes, in essence, they are working for you, but that is no excuse to treat them any differently than you would your family or friends.
Feed your vendors
Yes, vendors do need to be fed! They are with you all day working, and just like it’s important for you to remember to eat throughout the day, they need to eat as well. Make sure you have snacks and water for them prior to the reception or ceremony in case they want or need a little sustenance. Professionals may bring their own, but it’s always better to be safe than sorry and not assume. Plus, it’s just nice. I mean, who doesn’t like a snack?
At the reception, make sure you give them a meal. Even if their contract says that they do not require a meal, make sure you ask them if they would like something to eat and see if your venue can make sure they get food.
When you give your final head count at the venue, your professionals (photographer, videographer, DJ or band), are in that number. Check with your venue to see what the details of vendor meals are. Sometimes it’s the same meal but at a discounted rate, sometimes it’s a boxed meal. You want to make sure that the venue offers to feed your vendors, and if they don’t, ask if it’s ok if you can bring in outside food for them or if the vendors can bring their own meals in with them.
Tip your vendors
Make sure you bring money with you the day of your wedding to tip your professionals like your limo driver, your maître d’ and anyone else providing you services that day. Make sure you double check all your contracts to see the details of those tipping details such as how much. For some vendors, it may be included in the price agreed upon in the contract.
After you get back from your honeymoon, and while you are writing your thank you notes to your guests, make sure you also send your vendors thank you notes. It’s very easy to send them a thank you e-mail, but it means so much more to hand-write a note for their time and talent. By the time your wedding comes, chances are, you will have become very friendly with your vendors – I’m still friends will all of mine – and it really is a nice gesture to take the time to tell them how much you appreciate them and what they did for you that day.
Give reviews when asked
Lastly, and along the same lines as sending a thank you, many of your vendors are going to ask that you write reviews on many of the sites they use to market themselves such as top wedding planning websites like The Knot or Wedding Wire.
It is so important that you leave reviews for your vendors. You have to remember that vendors are self-employed, meaning that they don’t have a big corporation behind their work, and they don’t have big marketing budgets. For them, more often than not, word of mouth is their best marketing tool and the best word of mouth marketing is based on reviews.
By leaving a review, you are helping support their business and their livelihood. Living in the Hudson Valley it’s so important to support those in our local community and neighborhoods. Reviews also help other couples, just like couples before you helped you, find your vendors.
Vendors make this as easy for you as possible and will usually send you the links to their directory sites. You don’t have to rewrite a separate review for each website either, just simply copy and paste. It shouldn’t take more than 30 minutes to do, and your vendors will thank you immensely for your review.
What tips do you have for couples and what they should be doing for their vendors?