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SELECTING VENDORS
Your best guide in selecting any vendor
is through word of mouth. Just as a caterer with a good reputation will
most likely give you a menu you’ll love, the same is true of the
performance of each of your other vendors. Hire someone who listens
to your ideas and shows a desire to please you. Sample (taste test)
the caterer’s food and examine albums of the photographer’s
past weddings. Shop by reputation and by example and you will increase
your probability of satisfaction. In order to stay within your budget,
ask prices before you make appointments. Don’t waste your time
(or the vendor’s) by going to see someone you can’t afford.
Probably the first vendor you should
qualify and select is the photographer. Top quality professional wedding
photographers book many months in advance, so act quickly to secure
your choice.
After the sound of happy laughter and
the clink of toasting champagne glasses fade away nothing brings back
the joy of your special day like beautiful photographs and video. For
this reason it is suggested that a professional wedding photographer
be hired. Wedding photography is a demanding challenge, and experience
and taste is key to producing the images you’ll want to remind
you of your day.
Assuming you have narrowed your search
by word of mouth recommendations, your concern becomes personally meeting
with each photographer to view photos from previous weddings. Look through
as many samples as possible. Remember that any portfolio submitted for
you to review is a collection of the person’s very best work. Ask
to see a proof book with all the photographs taken from a wedding- start
to finish. Look not only at the images but also at the quality. Are
the colors rich? Are the images in focus and well framed? If you’re
planning an outdoor wedding, do the outdoor shots look clear and utilize
natural light well? Does the person seem to work with both natural and
artificial lighting effectively?
You will, at this point, have an idea
of the style and type of photography you desire. The traditional professional
wedding photographer of the 1970’s and 1980’s would shoot
in color with soft-focus filters and enough lights for a Hollywood production.
The emphasis in this style was on posed shots primarily of the bridal
party and families. Today’s wedding photography, even the traditional,
has seen increased acceptance of black-and-white as well. Many couples
opt for a combination of black-and-white and color shots, while others
create a nostalgic atmosphere with sepia prints, or hand-painted or
hand-tinted photos, in which the bride’s bouquet might be in color
while the rest of the picture is in black-and-white.
If you lean toward the traditional,
understand that traditional wedding photography today is more than just
posed pictures. A wedding album will include some posed shots, but also
a good number of unposed, candid images. The posed photos generally
introduce the wedding party and family members. The candids catch what
actually happened at your wedding. Brides who favor the traditional
approach tend to want posed pictures that are flattering to them. They
want photographs set up carefully so that their hair looks perfect and
their gown looks just so. And they like knowing that any blemish or
imperfection will be retouched out of the finished product.
If your preference is purely to capture
the reality of the wedding experience you may prefer the photojournalistic
style of wedding photographer. This type of professional takes some
formal pictures, but emphasizes the candid capture of wedding party
and guests caught in the act of having a great celebration. Brides who
select this type of photographer prefer not to spend a great amount
of time posing with the wedding party for formal pictures. They believe
their time is better spent at the party enjoying friends and family.
Finding an experienced professional
is key. A wedding specialist knows each important ceremony and reception
moment to shoot. Make sure in your interview that you test the photographer’s
willingness to listen and deliver what you desire. Also make sure your
personality and that of the photographer is a match. Your list of special
moments, people, and traditions you want covered should be welcomed
with enthusiasm. If you have unique spiritual or ethnic traditions requiring
the photographer’s particular attention you should make it clear
that a family member or close friend will point them out as they occur.
Be sure to let your photographer know of special family situations.
Make sure the photographer is aware of rules the ceremony site or officiant
may have regarding photography.
Once you’ve selected a wedding
photographer you should provide examples of the types of photographs
you like and do not like, clipped from bridal magazines or singled out
from the photographer’s samples. Make sure that the photographer
whose work, reputation, and demeanor you like will personally shoot
your wedding. Also make it clear what attire the photographer should
wear.
Be sure that you understand in the
contract just what is included for the price quoted. Will there be more than one photographer shooting? Are on-line services available so that friends and family can easily view and order photographs? Will you get to
keep your negatives, or will the photographer keep them and charge you
for every extra print you desire? If he (she) does so, can you purchase
the negatives, and at what cost? Do you own the proofs, or is there
an extra cost to keep them? Find out how soon you will get your proofs
and your final product.
At the same time you select your photographer
you should consider whether you want your special day on video. Not
only is this video a pleasure for you in years to come, but it can be
a thoughtful way to show your wedding to special family members who
were unable to be present.
As with your other vendors, recommendations
from friends and family who have used a given videographer are your
best means of qualifying this professional. Other sources to obtain
videographers to interview are:
- The Association of Bridal Consultants
(203) 355-0464
- The Wedding and Event Videographers
Association (WEVA)
International (800) 501-WEVA
Identify at least three qualified videographers
and ask for a demo to be sent to you. After viewing the demos make
appointments to meet your favorites. Ask to see several complete weddings.
Different videographers have different
styles of shooting and editing. Complete demos of several weddings will
give you a view of how transitions are handled, how sound was captured,
and how clear and appropriately illuminated the video turned out. You
will find that many videographers utilize special video effects of different
kinds. Make sure you see what types of effects might be used on your
video and can tell in advance whether or not they please you.
Be sure the videographer has equipment
capable of quality video in low light, without the high illumination
lighting found offensive by most wedding guests today. Also be sure
you are comfortable that the videographer provides pleasing work in
an environment similar to that where your wedding and reception will
occur. For example, you may have your ceremony in a dimly lit interior
and your reception in the bright sunshine of a hillside in the late
afternoon. The video should be high quality in both settings.
You may or may not like the videographer
who interviews your guests at candid moments. Many guests find this
annoying. Be sure it is understood exactly what you want in your wedding
and reception video. Agree upon the number of cameras to be used and
their placement. As with the photographer, provide a list of traditions,
and family and friends you want covered. Be sure to let the videographer
know of special family situations. Also check with your ceremony site
about any restrictions they may have with videography.
Any prospective professional videographer
should be pleasant, enthusiastic and flexible. You should have a firm
impression that the aim is to please you. Make it understood what attire
the videographer should wear while shooting your wedding.
Read the contract carefully and be
sure you understand what you receive for every dollar charged, and how
soon after the wedding you will have the finished product. Will there be more than one videographer? Also make
sure it is in writing that the videographer who shot and edited the
samples you like will be the one shooting your wedding.
MUSICIANS
Like the photographer and the videographer,
the quality live band you may want for your reception should be reserved
far in advance of your special day. Top-notch, versatile reception
entertainment generally books months ahead. Again, you don’t
want to be disappointed because your chosen group is unavailable.
Act quickly to select and reserve your choice.
Music is key in setting the mood
at your reception. Determine the kind of mood you want before you
choose a band. Your personal preference is what should guide your
selection.
The banquet manager at your reception
site can usually give you a good choice of local entertainers. Other
vendors such as your photographer and videographer can also suggest
possibilities. You can also telephone local entertainment companies.
Look at several bands to compare
the overall sound and versatility. If possible, go and watch them
perform live rather that simply listening to a demo they’ve provided.
If personal viewing isn’t possible ask to see videos of the group,
preferably working a reception such as yours. See them in action.
Are they able to pick up the pace of the party if it starts to lag?
Is the singer or bandleader charismatic enough to capture the audience?
Is the band’s style what really inspires you?
Pick a band that specializes in weddings.
Make sure the band and bandleader you select are contracted specifically
to perform at your reception. The band members should play together
regularly and be accustomed to performing as a group. Such a group
will tend to keep the momentum of the party going by not pausing between
songs to discuss what to play next. A wonderful song may create energy
on the dance floor, but if the music stops for more than a few moments,
the floor clears. A band whose members work together consistently
can play song after song without stopping to regroup.
If you contract with the band for
"continuous music" throughout the reception, determine the
band’s definition of the term. It can mean different things to
different bandleaders. One band may play continually throughout the
party, another for forty-five minutes and then put a CD on for fifteen
minutes. Be sure you and the band have the same performing time and
break time in mind, and that you aren’t expecting more service
than is being offered.
Tell the bandleader what kind of
music you want. Also tell him what you don’t want to hear. Specify
the songs you want played during each special wedding tradition. Make
it understood what attire the band should wear.
If you decide that a live band is
not what you seek a great deejay can be contracted. Professional DJs
can be found and reserved with less lead-time than a top-notch live
band requires. Nevertheless, when you identify the one you want, book
for your reception date right away. Better to reserve services early
than to find the DJ you want already busy.
Recommendations from your other vendors,
your reception catering/event manager, friends and family can lead
you to a quality deejay. You can also find one through The National
Association of Mobile Entertainers, whose free referral service can
be contacted at (215) 676-4544.
You should interview several qualified
DJs to compare their personalities, as well as their prices. Here
again, you want someone who enthusiastically and attentively listens
to your ideas rather than dictating how he will run the show. Indeed,
you want an assertive entertainer who can draw your crowd out onto
the dance floor, but he must not cross the line and become pushy and
abrasive. Make sure that the DJ specializes in weddings.
An effective way to see what a DJ
is like at a wedding is to view a demo of the DJ at work.
A video can show you what the DJ wears, what kind of equipment
is used, and how the person draws out the guests.
You should ask for the DJ ’s
references and for the names of his last three wedding couples serviced.
Contact these people and find out how satisfied they were with the
DJ’s work.
Get a written contract with the DJ
for your reception day and time. Be sure it specifically names the
actual person you have evaluated and wish to be your entertainer.
Several weeks prior to your reception
you should meet with your DJ and plan it out in detail. Make special
requests for those traditional or unique reception moments. Make a
schedule of the song categories that you would like played during
each part of the reception. Specify, also, what music you do not want
played.
The first step to take in securing
ceremony music is to determine whether any restrictions are imposed
by your ceremony site. Different churches and synagogues may have
such restrictions on outside musicians. For instance, Eastern Orthodox
churches allow only vocal music. Quakers do not allow music of any
kind. Find out what you can and cannot do.
The variety of music and combination
of instruments acceptable for today’s wedding ceremony is broad.
No longer is organ music or a vocal soloist the only choice. String
or horn instruments can be used effectively as well.
Your officiant or ceremony site coordinator
can often recommend ceremony musicians who are both site-acceptable
and proficient.
As with your other wedding vendors,
first-hand experience with the musicians by family or friends is a
valuable help with selection.
It is advisable to hire professional
musicians with an established reputation of servicing weddings. Ask
for a demo of the musicians you are considering. Such a demo
should include their performance of such traditional wedding selections
as "Pachelbel’s Canon" and "The Wedding March."
Once you make your selection of musicians,
you should place a deposit to retain their services for your ceremony
date and time, and obtain a written contract with the kind of attire
they will wear, the length of time they will perform, and what happens
if they cancel.
Once you have contracted with the
musicians, you should talk about the specific music you want played
at certain times during the ceremony. The fifteen minutes to half-hour
prior to the ceremony is the time during which the wedding mood is
set. During this prelude, favorite music, popular and/or classical,
is performed. Vocal or instrumental solos are appropriate. In the
traditional ceremony, after the prelude the processional begins. The
music is dignified and majestic, and regular in rhythm, appropriate
for walking slowly to the alter. The bride then walks in to the music
that announces her entrance. When the ceremony concludes, the recessional
begins and is triumphant and slightly quicker in tempo than the processional.
If you have selected a reception site
with an on-premises caterer your next step should be to meet with the
catering/event manager to plan the details of the reception menu. If
you have your site but as yet no caterer it’s time to qualify and
select one. Again, recommendations from family, friends or your other
vendors can lead you to several companies to consider for your catering
needs.
You should make appointments with these
companies for a tasting of their food and a view of their style in preparation
and service. Remember, a wedding celebration should reflect who you
are. You want to select a caterer who can meet your standards.
You want a caterer with a good reputation
and the ability to provide a menu and service that suits your taste.
Here again, the vendor should listen to your ideas and show enthusiasm
in suggesting ways to make them happen.
Don’t be confined by the traditional
formal reception menu. Though it is certainly one approach, today’s
receptions embrace creative new ideas. An elegant wedding breakfast
or afternoon garden luncheon are each truly a stylish wedding statement.
Contract in writing with the caterer.
Be sure their proposal outlines a description of the menu and how many
service staff there will be. Find out what the service fee and tax will
be, and if the gratuity is included. Also find out if there are additional
labor and rental charges. Does the catering company offer a reduced
rate for children and vendors? Is there a cake-cutting fee? Know exactly
how much the caterer will charge for specific items and for overtime.
Make sure the caterer has insurance and is licensed to serve alcohol.
Once you have selected your caterer,
get together and plan out your menu. A sit-down dinner might seem to
be more expensive than a buffet. This is not necessarily true. On food
alone, a sit-down meal is lower in cost because you know the size of
the portions to be served. A buffet, on the other hand, must be continually
re-stocked to insure the last guest through the line with the selection
and style offered the first. The sit-down meal requires more china,
silver and glassware and a larger service staff. You also find different
menu considerations prompted by the time of day and season of your reception.
Your guests will tend to east less in the early hours of the day and
in warm weather. You and your caterer should outline a detailed plan
based upon your overall reception requirements.
Many caterers today do not bake wedding
cakes. It is wise to qualify and hire your wedding cake baker at least
six months before your wedding. The top professionals book far in advance.
Recommendations from family, friends
and your other vendors will lead you to two or three bakers of wedding
cakes. Visit them and taste several samples of their work. They should
also be able to show you "mock up" cakes or pictures of past
wedding cakes they’ve prepared. You want a cake that is not only
delicious, but beautiful and reasonably priced.
You might browse through bridal magazines
to find pictures of wedding cakes you like. Bring the pictures with
you and show the bakers you visit what pleases you and what doesn’t.
Also discuss a groom’s cake with the bakers, if you decide to have
one.
Not all gorgeous cakes are real. Some
very ornate cakes have false tiers. Such cakes can save you money by
combining the false creation with a baked sheet cake under the bottom
layer. This sheet cake is cut to serve your guests. The pillars and
tier dividers are often rented and must be returned. You can save wedding
dollars by renting and having a friend or family member return them
to the bakery for you.
Be sure you have a written contract
with your selected wedding cake baker. Like those with all of your other
vendors, the contract should deal with all of the details. Agree how
much in advance of your wedding day the cake will be prepared. Know
if there is a delivery fee, and if so, the amount. Is the baker responsible
for the cake set up, or is the banquet caterer expected to do this?
Know the deposit, cancellation, and final payment terms, as well as
the baker’s policy if the cake is dropped during delivery or set
up. Are there parts to be returned to the baker after the wedding?
The florist for your wedding is one
of the most important professionals you will employ. This person must
have the vision of an artist and the business experience to create your
masterpiece within your budget. Use the recommendations of family, friends,
and your other vendors when finding a florist. Then make appointments
to meet with several florists.
Talk with the manager or sales consultant
of the shop. Determine whether the florist specializes in weddings.
Also find out if he or she is familiar with your ceremony and reception
site(s). Find out if the florist has adequate refrigeration equipment
and facilities.
Ask to see pictures of work the florist
has done for other weddings. Look at different kinds of arrangements
done in the past. It may also help you with ideas of what you like and
don’t like for your own wedding.
Sit down and talk with the florist
about your wedding. The florist should ask about your dress and those
of your bridesmaids. He or she should be friendly, patient and flexible,
and should suggest flowers that fit both your budget and the season
in which your wedding is to occur.
Once you select your florist, before
contracting for the service, you should find out how many other events
the florist is servicing on the day of your wedding. Specify in the
contract all important details of the service, including the time the
flowers will be delivered to the ceremony site, and a second-choice
of flowers if your first-choice isn’t available.
Your ceremony site may have regulations
regarding the use of floral decorations. Be sure to gain permission
to use the floral arrangements you are considering before making your
floral decisions.
Your professional florist should be
able to design a floral plan for your ceremony and reception for everything
from your bridal bouquet and those of your bridesmaids to the ceremony
and reception floral arrangements.
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