Vivid Expressions: Getting the Venue & Vendors you really want (Part I)

While many people may postpone "Big Day" planning for "Big Game" party planning I was inspired to write this post about a problem I've noticed some Brides are having.

After the beginning of "Wedding Show Season" and weeks (or for some months) of procrastination, some Brides and Grooms are finally finding time to start the process of planning for their "Special Day". The phone here at the Event Design Studio-gallery has been ringing with enthusiastic Brides who have been newly re-energized by some recent Bridal Shows. And as much as I adore chatting with excited Brides eager to begin envisioning their wedding day, I've also found myself gently (and sadly) turning Brides away who have their hearts set on hiring us only to find that we are already booked for their date. Oh don't get me wrong, we are by no means booked up for 2011, in fact, we have plenty of availability but there are simply some days that are just more popular than others and are already taken.

I've noticed that some Brides, especially those who are a little anxious about their budget, have held off until the last minute to explore their options with some Vendors. And this is completely understandable, after all, it's a very big, emotional decision and you should not feel pressured into making a snap decision. The problem, on the other hand, is that this is the opposite approach they should be taking. If you are concerned about your budget but have "fallen head over heals" with a particular Venue or the work of a specific Vendor then you should contact them as soon as possible and start a conversation!

Remember, some "highly sought after" Venues and Vendors are so because they offer unique, high-quality and even one-of-a-kind services and as a result they tend to book up earlier than others. For example; we offer a limited Caricarture service for Clients. In the past our Clients have been mainly Holiday Parties, Children's Parties, Company Picnics, After Prom Parties, etc. However, in the last year or so this service has become extremely popular for rehearsal dinners, cocktail hours, and wedding receptions. In the last few days we have actually received several calls for dates in the next 6 months requesting Caricature Services (many of which on the same day). Unfortunately, we are already booked for Wedding Design, Flowers, Decor and Coordinating Services on some of those days and even our other secondary Artists are booked too.

If you have your heart set on a certain Location, Planner, Photographer, Florist, Caterer, etc at least start talking to them early. Contact them for a consultation and to check their availability. I'm not saying you have to sign a contract right way but start the conversation - most Vendors are delighted to:

1. Check availability and offer little known booking tips.

Example: Most people try to book a Saturday wedding but did you know some Venues and Vendors may offer special pricing for less popular days or time? Some Brides & Grooms take advantage of lower prices for Friday, Sunday and even weekday events that may be offered by their dream Venue.

2. Offer suggestions of services that may fit your needs

There may be products, service solutions and even industry innovations you not be aware of. Example: Many Client's contact us for Planning and Coordinating services and are then excited to discover that we also offer Linen Rentals and Floral Design services too. While Full Design and Coordinating Services may not be a good fit for some Brides we may be able to offer a Partial Planning service with other recommendations... it all starts with a phone call and being open to learn what the Vendor can do for you.

3. Stay in touch.

Being able to put down a deposit is ideal but if you are still looking around and you are really leaning towards a particular Vendor you may be able to ask for a written proposal, for them to follow-up with you in a few days or, in some cases, a "1st Refusal" (that means mark you as interested in the date for a limited amount of time and if another Bride calls about the date they can call you back to see if you are still interested). Now by no means is a Vendor required to hold a date for you without a deposit. In fact, there is no way to guarantee a date is reserved for you without a deposit however, if you are working with an established professional Planner and you are sincere about using their service they may consider offering this as a courtesy only.

4. Help you create a Payment schedules.

Another advantage of contacting Vendors as soon as you can is the opportunity to break-down your payments over time. This may make their service more affordable over a designated period of time

5. Or, if all else fails... Referrals.

I myself have happily referred Brides and Grooms to another colleagues of mine who I know will be a good fit for a couple and will provide the quality of service they are looking for if we can't help them. I've also received referrals from colleagues who are familiar with the quality of service we offer our Clients and were booked on a particular date. In general, we in the Wedding and Events Industry want customers to have a great experience. We want people to find other qualified professionals that help us enhance our local industry and have no problem pointing them in the right direction.

Tomorrow I'll post the best steps for getting the Venue & Vendors you really want for your wedding!