You’ve got less than a year now and it is time to start getting a little more serious about vendors, planning for out of town guests, registering, and picking your dress! These steps help to make the wedding just a little more real and give you plenty of time to act calmly, avoiding emotional upheavals and mishaps that can cause panic down the line. During these two months you’ll want to make sure you:
Your caterer, photographer, videographer and day of entertainment are among the first vendors you’ll want to get reserved. Your florist can wait until you’re a bit closer to your wedding date, especially if you’re having an off season wedding.
Choosing your vendors requires a little research, and one of the best ways to begin is word of mouth. Ask around and see who is recommended and don’t just ask friends and family, your venue coordinator may have contacts, and your wedding planner may have contacts. These recommendations are even more valuable than those of friends and family. While tastes may differ making a friends recommendation slightly less reliable, a recommendation from a venue or planner puts their reputation on the line as well. You can rest assured that they aren't going to suggest someone who can’t meet your needs.
Many photographers also offer videography services, but if they don’t there are a few ideas you should keep in mind as you are looking for photographers and videographers:
1. Take heed of your first impression of any vendor, but especially your photographer and videographer. These people will be in and out of your day constantly and you’ll be relying on them to capture the shots that reflect the joy and meaning of your day. If you don’t feel a connection with them or your personalities seem to clash then move on. You’ll interact with these vendors more than any other on your wedding day.
2. Eliminate before your interview where possible. Many photographers and videographers list their packages and a la carte prices on their websites so you can tell pretty quickly which ones will fit into your budget. Eliminate those who don’t offer services you want and those out of your budget range before setting up interviews.
3. Interview smartly. Discuss their equipment, ask if they edit photos and how, find out if they will give you all your images with permission to reprint or just a small selection of them. Have a list of questions written out and in your wedding binder so that you don’t get distracted.
4. Don’t let lack of familiarity with your venue discount a photographer or videographer. While there are some benefits to hiring someone who has worked in your venue before, there are also benefits to hiring a photographer that can come in with fresh, new perspectives. Look through their portfolio for shoots from similar venues to get an idea of how they would shoot your wedding.
Choosing between a DJ and a live band for your wedding is a matter of budget restrictions and personal preference; there are benefits to both. A live band has a classic, timeless element to it, but bands may be restricted on the kind of music they can play! A disc jockey, on the other hand, can play a wide variety of requested songs and can even play themed tunes that help to suit your wedding. Before looking at a band or DJ have an idea of what you want played at your wedding and include that list in your interview process. If you have a large number of songs that bands simply can’t prepare in time then your best bet is probably to look at a DJ that can better meet your needs.
Be sure you talk to your venues about restrictions that could also affect your decision such as electric loads, noise limits and curfews!
When interview bands and DJ’s, keep this list of questions in mind:
Are you insured?
Do you have references?
You take requests, right?
Can I see your contract?
Keep in mind that if you want your band or DJ to wear something special like period clothing or uniform color suits you will have to front the cost for these extras! A band should have access to a standard suit or tuxedo. If they don’t you may want to look elsewhere.
Caterers are another vendor you’ll have to work with and having an idea of what sort of reception you’d like to have going in is the best way to deal with them. Decide if you want just a cocktail party, hors d’oeuvres, a buffet or a full sit down meal. Remember that prices are per head! You’ll want to establish with your reception venue if they provide a caterer or if you’ll have to hire one separately! Remember, on top of the fee you’ll be expected to give a 15-20% tip and it will probably be included in your contract!
Planning for out of town guests this early may seem foolish, but you’ll want to go ahead and set up a block of rooms for the day before, the day of and the day after your wedding. While many brides and grooms are concerned about reserving a block of rooms, hotels are now starting to offer something called a courtesy room block. These blocks of no more than ten rooms don’t require a deposit. Instead they loosely lock the rooms for your group and you can provide out of town guests with a special code that allows them to reserve the room at your discounted rate. When you’re researching hotels look specifically for those that offer courtesy blocks so that you aren’t responsible for covering the cost of any rooms that aren’t used. Afraid you’ll need more than ten rooms? Ask if you can reserve a second block once the first fills up, or set up a courtesy block with another hotel! Your guests will also appreciate it if you can reserve blocks with hotels that provide breakfast, Wi-Fi and other wonderful amenities!