Must-Tackle Topics Every To-Be-Wed Couples Should Have With Their Wedding Vendors

Your wedding is supposed to be the happiest day of your life. So it is crucial that everything is in order. The last thing you want to happen is to deal with issues during the big day itself and turn your dream wedding into a nightmare.

Of course, all the tiny details that will go into the event always begin with careful planning and budgeting. And a good part of the planning process will require you to conduct business with different wedding vendors who will be supplying all the necessities for the occasion. So before you part ways with your hard-earned cash and avoid getting ripped off, sit down with your chosen wedding vendors and discuss the topics written below.

The Venue

License for civil ceremonies

Before you even rent out a space, your first order of business is to know if the venue is actually licensed to carry out civil ceremonies. The venue coordinator should be able to present you with a proof that they are registered to ensure that your wedding will be legally valid. Then, you should also ask to see the ceremony room to see what can be done to make it comfortable for everyone.

Details for all-inclusive package

Most wedding venues today offer all-inclusive packages to help couples trim down their expenses. Take note, however, that all-inclusive packages vary from one venue to another. Some of the most basic ones include the room rental, breakfast for couples and wine for the toasts, while others may include venue trimmings. With this in mind, ask your vendor for a detailed breakdown of the things that are included in the package before paying for it. This will help you know where your money would be going and will also give you enough to clearance to prepare your budget for the items that are not included in the package.

Supplies

Depending on the venue you will pick, you may or may not bring your own drinks, trims, catering, etc. If for instance, you have chosen a bare venue and the coordinator allows you to bring your own supplies, check if there will be a corkage fee and how much will it cost. You may also ask the venue if they can recommend suppliers that they have worked with in the past that could provide you discount.

Venue exclusivity

You definitely do not want to end up sharing the spotlight with another couple. So see to it that there will be no other wedding that will be held in the venue at the same time as yours. However, if that is not possible, the venue should be able to make sure that the bar, toilets and reception areas are separate. Likewise, there should be enough staff to address all the needs.

Other logistics

Apart from the ones mentioned above, there a number of other topics you should never overlook when having a meeting with your venue vendor. You should tackle the minimum and maximum number of guests the place could accommodate; venue restrictions; payment plan; parking; bedroom costs for guests; etc.

The Catering

Menu test

Remember that food will add spice to your big day, so you want to make sure that everything tastes good. It is also crucial that you provide options for vegetarians. If you are a bit tight on budget, know if your caterer could work with you to create a menu that will not cost you a lot.

Number of guests

Caterers expect prompt communication from you, so once you are decided with the menu, they expect you to give them an estimated head count for them to figure out the initial quote and a final head count at least two weeks before the wedding. If, for instance, you think more people will show up uninvited or some guests have severe food allergies, give your caterer a heads up well in advance so that they can work on the issue before the big day arrives.

Quote breakdown

You are entitled to know the full breakdown of all the items included in the catering quote, including menu cost, bar information, linen details, etc. All these should be clear before you pay the deposit. Likewise, if linens are included in the breakdown, check if you will be responsible for returning the dirty linens after the occasion.

The photographer

Wedding photographer

Some companies maintain a pool of photographers in their books, so it is important that the person you will be meeting with will be the same photographer on your big day. Also, while talking to the photographer, know if he or she will be shooting another event on the same day and be sure that the timing is properly arranged. Likewise, check if he or she has a second shooter or an assistant, as this could reflect on the final price.

Copyright and proofs

Photography packages differ from one vendor to another, especially in terms of copyright. Some will allow you to reproduce the photos, while others retain the photographer as the main copyright holder, which means you will have to pay extra for additional copies. Hence, be clear about this matter beforehand so that you will be able to include it in your budget in case you want to order prints.

Equally important is for you to know how long will it take for you to see your wedding photos. Online proofs may take at least three to four weeks after the wedding to be viewed and this could vary depending on your photographer, and could take longer if he or she has to cover other events. You will then be provided with a disc or memory stick containing high resolution copies of your wedding day photos.

Venue

If your photographer has not worked at your chosen venue before, it is a good idea to go with him or her so that he or she can scout the location and work for possible shots. If, however, the photographer is a regular at your venue, it will be wise if you could see the photos he or she has taken before so that you will have an idea how things will look for you.

Millie Turner is a fulltime writer who is particularly interested in writing tips and advice on wedding planning, budgeting and fashion. She is also a regular contributor for Frox of Falkirk.