Selecting Vendors
Hire Love
Miles Stiverson
TheKnot.com
Think about every vendor you may need for your wedding—you’ve got to organize your consultant, ceremony site, hair stylist, officiant, driver, printer, and calligrapher, just to name a few. Feeling flustered yet? Take a deep breath and read on—we’ve got tips for the six big vendors that almost every couple will need. We’ve also compiled some budget basics, but keep in mind that these are just starting points—and quite flexible. For example, if you’re a total foodie, you’ll likely devote a bigger chunk of your budget to your catering.
Regardless of how you spend your money, here’s the basic strategy: Have a budget, know your priorities (flowers vs. venue), get recommendations (ask friends and go online), interview potential vendors (talk to at least two), and trust your gut (if you walk away with a great feeling, you’ll probably feel the same way on your wedding day). Happy hiring!
Your Reception Site
Finding and booking your reception site should come first. Reserve your space well in advance, especially if you’re getting married in a popular wedding month like June or August. Take into account the size of the venue and its location. If you’re having a very large or even a small one, you may be more limited in finding a space that can accommodate it. Quaint sites can hold as few as 40 people, something to consider when weighing ambience against the guest list. Falling in love with a too-small site can mean painful guest-list cutting.
Consider this: If the site has an event manager, discuss policies on catering (some sites may require you use theirs) and whether there are any restrictions on decorating.
When to book it: A year or more ahead of time.
Look to spend, on average: About 8-10% of your total budget.
Knot note: Most often the caterer is available on site. If that’s the case, you should up your budget percentage accordingly (to about 46-50%.)
Insider tip: Before you plan to hang Chinese lanterns from the ceiling (or engage in other labor-intensive decorating), find out if there are any early morning events the next day. If there are, you may have to pay a premium to remove the lanterns before the next party begins.
Your Caterer
An amazing menu is a surefire way to please guests and make your reception memorable. At the tasting, evaluate whether the caterer can create a meal that fits your wedding style and how much variety he or she can provide. The choice of having either a sit-down meal or buffet stations depends on how formal you want your wedding to be. If you’re going for a total black-tie evening, a plated dinner will definitely add a sense of formality. Want to give the event a more social air? Buffet stations are a great way to get people from different tables to mingle. Just don’t assume a buffet will be cheaper than a sit-down meal—while you’ll need more waiters to serve a plated dinner, you’ll need more food for a buffet. Also be sure to ask about any additional costs like waitstaff and rental equipment...and get it in writing.
Consider this: Maybe you want to include a dish that honors one or both of your families’ heritage—like a sushi appetizer. Is the caterer willing and able to work with you to make that happen?
When to book it: Eight to ten months ahead of time.
Look to spend, on average: About 38-40% of your total budget.
Insider tip: You have to feed your vendors who will be present at the reception (your photographer and assistants, videographer, band), but you don’t have to serve them the same meal as your guests (with an 11-piece band, that could be costly). Be on the safe side, and make sure there aren’t any specific food requirements in any of their contracts.
Your Music
Most bands and DJs sound great on their demo CD, so try to see them in action, either live or on video, before making your decision since someone who sounds perfect in recording studio might have a flawed live sound. On the other hand, don’t discount a musician just because you’re iffy about his or her demo—it might just be a bad recording or that the song selection isn’t your taste. Hire a band or DJ whose sound and performance will set the right mood for your reception.
Consider this: Think about how DJs or musicians are likely to interact with the guests—you don’t want to book someone who annoyingly thinks he or she’s the star of the show.
When to book it: Eight to twelve months ahead of time.
Look to spend, on average: About 8-10% of your total budget.
Insider tip: Don’t make a list of 50 songs you just have to hear—the best bands and DJs will play to the crowd. Plus, you don’t want to be disappointed if one of your “favorite” songs doesn’t make the cut. Instead, specify what type of music you prefer (Motown, disco, ’80s, rock) and write down five songs you can’t live without.
Your Florist
The right florist can turn an ordinary reception site into the lavish space of your dreams. When you pick your florist, make sure he or she has a good understanding of your vision—you don’t want enormous centerpieces filled with bright blooms if you’re going for a sleek and simple wedding theme. Bring pictures of arrangements you like, plus photos of floral arrangements you hate, so they know what to avoid. Before you hire, ask how many weddings the florist will be working that weekend, and be sure that the person you interview is the same one who will oversee the arrangements on your wedding day.
Consider this: If your florist also does event design, speak to him or her about other rental equipment (such as linen and lanterns) for your site.
When to book it: Eight to ten months ahead of time.
Look to spend, on average: About 8-10% of your total budget.
Insider tip: See if your florist can offer stylish solutions for budget issues, such as using flowers of the season, like peonies for late summer and dahlias for fall. Or replace expensive blooms (pink peonies from China, $15 per stem) with less expensive look-alikes (roses from Holland, $7 per stem).
Your Photographer
While you’re browsing the portfolios of wedding photographers online, ask yourself if the emotions of the couples in the pictures really shine through. Your photographer will be capturing the story of your day—do you get the sense that this photographer can tell your tale the way you want? If you’re hoping for a good mix of candid shots and formal portraits, ask to see examples of each technique to make sure the photographer can do both well.
Consider this: Along with their style and artistic ability, it’s also important that you and your fiance get along with your photographer. This person is going to be following you around the entire day—if he or she annoys you, your smiles will probably seem forced.
When to book it: Eight to twelve months ahead of time.
Look to spend, on average: About 10-12% of your total budget.
Insider tip: Ask to see photos of weddings that took place at the same time, season, or even setting as yours. He or she may have perfected the daytime beach wedding, but his late-night ballroom shots fade to black.
Your Cake Designer
Not only will your wedding cake be on prominent display during the reception, but a creative confection also makes for a great conversation piece. Find a designer who can whip up a cake that extends your theme and caters to your personal tastes—remember, nobody says wedding cakes have to be plain white anymore.
Consider this: Be chic and save money by getting a square cake. More pieces can be cut from a square than most other shapes.
When to book it: Four to six months ahead of time.
Look to spend, on average: About 2-5% of your total budget.
Insider tip: If your cake designer has to travel a long distance, fragile elements like sugar flowers may get broken along the ride. Try to pick an easily transportable design, or ask if the cake can be assembled at your site.
