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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.

 

Before Booking

Never outright say you are on a budget

 

Photo Credit: WCHV

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

 

Photo Credit: Christine Ashburn Photography

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

 

Photo Credit: Hannah Nicole Photography

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.

 

Photo Credit: Sweet Alice Photography

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.

 

thank you

Photo Credit: JT Sander Photography

Thank them

 

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?

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3 steps you need to follow for choosing beautiful Wedding Flowers

This is the last of a two-part series

 

I love flowers! Let me just get that out right away. In fact, one of my favorite times of the year in the Hudson Valley is when the flowers start to peep through the frozen ground. It can still be chilly; but as long as I see the flowers start to bloom, it immediately wipes the winter doldrums away. To me, flowers are nature’s perfect package, and they just put a smile on my face. Between their colors, shapes and smells, there’s nothing more beautiful.

 

Photo Credit: Meadowscent

That being said, I couldn’t wait to book my floral appointment for my wedding. Knowing it was the one day where I could surround myself with such beauty made me incredibly happy. Now, here’s the thing: I know what I like, but the names of flowers – outside of the popular roses, calla lilies and carnations – leave me clueless.

 

I didn’t know what flowers I needed to achieve the look I wanted, so I was thrilled to have an expert florist walk me through the process, show me examples of flowers, and tell me the pros and cons of each, including what would be in season (and therefore be cheaper). However, your floral consultation goes far beyond just showing up and talking to the florist. It takes some time to make sure you get the perfect look. We spoke to some of the most experienced florists in the Hudson Valley, and broke the process down into three easy steps.

 

Step 1 – Know your colors

 

Photo Credit: Lucille’s Floral of Fishkill

One of the most important pieces of information you can bring to the consultation is your color scheme. I remember even bringing swatches of fabric of both my gown and my bridesmaids’ gowns with me. Steve Morgan, owner and designer of Morgan’s Florist in Poughkeepsie says the bride’s flowers need to complement her, he says that you also need to know what colors the bridal party will be wearing to ensure all flowers will be cohesive. Theresa Colucci, owner of Meadowscent in New Paltz says because the bulk of her appointment revolves around color, if you don’t have that information at your first visit, then you will need to book a second appointment. She says while it’s very normal for couples to want to start planning right away because they are excited, it’s best to wait until you know what everyone is wearing.

 

Step 2 – Do research and come in with ideas

 

Photo Credit: Lucille’s Floral of Fishkill

Lucille Conforti, owner of Lucille’s Floral of Fishkill, says looking at flowers on websites such as Pinterest, and sharing your board with her, is a great tool to help her get to know the aesthetic and feel you are going for. Morgan wants to see your Pinterest board, too, to work with the ideas you have. He suggests going a step further and doing research on what flowers are in season. Colucci asks, in a pre-appointment questionnaire that she sends out, all photos and Pinterest boards be e-mailed to her so she can prepare and get to know the aesthetic of the couple so the end result is a streamlined floral appointment.

 

Step 3 – Set and share your budget

 

The third, most important piece of information you can bring is your budget, and be honest with it. We’ve mentioned how important a budget is in previous posts, and you might be wondering why we put budget last when it comes to choosing the right flowers. That’s because until you know your colors and do research on what type of flowers you like and see what’s in season, you can’t figure out how much it’s going to cost. If what you like ends up being too expensive for you, you may need an alternate plan. But, don’t worry.

 

Photo Credit: Morgan’s Florist

Like Morgan stated, doing research on what flowers are in season will help save you money. If you want to purchase flowers that are in their “off” season, they can be much pricier than if you buy them in season. All florists are willing to work within your budget, but they need to know what that budget is. If you like a particular flower and it’s not in your budget, Morgan will show you how he can use similar ones to create the same look but aren’t as expensive. By getting your photos and ideas, Colucci will know if your style matches your budget and if not can discuss alternatives to keep you within your desired price point. Conforti will let you bring in your own containers and put arrangements in there, which often times helps couples keep their cost down. A good question to ask florists you interview is to see if you can do the same.

 

What tips do you have in choosing the perfect flowers for your wedding day?

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3 Essential Details You Need to Know Before Attending Your First Wedding Expo

Join us in this first part of a three-part series

 

The start of the new year means one thing in the Hudson Valley: It’s wedding expo season! If you are recently engaged, you might have started to notice ads for invitations popping up for shows almost every weekend at different venues across the area. If you are thinking about going to one, which I highly suggest you do, there are three essential details you need to know before you attend your first expo.

 

But first, as Julie Andrews says in a song from one of my favorite movies, The Sound of Music, “Let’s start at the very beginning. A very good place to start.” So, what exactly is a wedding expo, and what can you expect?

 

I like to think of wedding expos as trade shows for the wedding industry. If you’ve attended any sort of trade show, whether for work or for fun, you know it’s an opportunity for businesses in a particular industry to come together and showcase their products and services to potential consumers. In this case, the business are owned by wedding experts, and the consumers are you, the engaged couple. It’s an opportunity for you to get an idea of the types of businesses, services and products that are out there to help you create your dream day.

 

Photo Credit: WCHV

“If you’re looking for a DJ, if you’re looking for a band, if you’re looking for invitations, you’re looking for everything that goes along with your services for your wedding,” says Paul Porco, one of the managers at Villa Borghese Caterers, a venue that’s been hosting wedding expos for almost 30 years, and who, himself has been in the business for 25 years. “It’s an opportunity, then, to interview them (the vendors), to find out what particular products they offer, and also get an idea of about a budget and to get more educated on what to anticipate and what to look for.” Porco says an expo is really one of the key tools in helping couples book particular vendors for their wedding day.

 

Photo Credit: WCHV

Each show is different, and it’s recommended you go to as many as you can. Wanda Mendillo, Banquet and Sales Manager for Anthony’s Pier 9, says, “The more shows you go to, the more experience you get.” Why is experiencing more shows beneficial? Because it gives you an opportunity to meet new vendors, see new locations, and learn more about how to create the wedding of your dreams.

 

However, no matter what show you go to, there are three essential details you need to know before going because these are the questions every vendor you speak to is going to ask. Knowing these three things will help streamline the process for you and help you to more effectively narrow down your “A” team.

 

Date

 

Typically, couples start attending wedding expos soon after they get engaged, which means, they usually have about a year or longer to plan. That being said, It’s OK if you don’t have the exact date pinned down – it helps but isn’t necessary yet if it’s your first show. What you do need, however, is at least a timeframe. The year, the season, the month – something to give the person you are speaking to an idea of what you are thinking as it helps them see if they are going to be available that day.

 

Photo Credit: Grandview Events

You also do not want to wait too long to attend a show. Here’s why. Margaret Brower, Director of Sales at The Grandview, explains that some vendors, such as photographers and DJs, may have a team of staff that go out and cover weddings; that way, they can do more than one wedding a day. However, some vendors might just be a single person with an assistant, so if that vendor is already booked on that day, you will need to find someone else.

 

Budget

 

Similar to date, you may not have an exact budget in mind. In fact, if this is your first wedding expo, you may just be going to get an idea of how much services cost. However, having an idea of a budget does two things: It helps you quickly streamline the vendors who fall way outside your budget, and it also lets you see what you are getting for what you want to spend. We’ll discuss value versus cost in a future post.

 

Here’s a true story: When I attended my first show, I admittedly didn’t do any research before I went. That was not smart. I had a budget in mind, but honestly, it was just a random number I pulled out of thin air based on what I thought services would cost. Here’s what happened because of my unpreparedness: When I got to my first show, I immediately felt a sense of panic and sticker shock. We were on a tight budget, as we were also buying a house at the same time, but my little number was unrealistic in every stretch of the imagination. That’s why you need to have some idea in mind, or at least use the show as a research project, with an open mind, to get a realistic idea for how much services cost.

 

Guest List

 

Photo Credit: WCHV

The third thing you need to know is a rough estimate of how big your wedding will be. Again, this is where it behooves you to do a bit of planning before you go. Vendors ask you this question because knowing how big your wedding will be gives them an idea of what type of an event you want to have. Are you planning a quiet, intimate affair for just family, or a big blow-out party? It also helps you when you are talking to venue. The venue host will always have table at the expo, and so, if you are interested in the venue, you want to know how many people you expect because it will determine if that venue is the best fit for you. Your number of guests can ultimately decide where you have your wedding.

 

Another true story: We originally thought we would have 75 people, just guess-timating. Once we wrote down names, we ended up with nearly double that. What would have happened if we booked a venue that could only hold 80 people (because we thought we would have only 75) and then ended up with nearly 150 people? We would have either had to make some serious guest list cuts, or lose money because we would have to break the contract and book a different venue.

 

So, we want to know from you, have you gone to any wedding expos yet? Did you prepare? If so, how?

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