Your date is secured, and you’re ready to start meeting with
potential vendors! You want to make sure you’re prepared for these
meetings and know the right questions to ask. While each type of vendor
should be asked more specific questions, there are still things
you should bring to and ask at every vendor meeting.
Things to ask each vendor:
1. "Are you available on my wedding day?"
This may seem like a silly
question, but you’ll want to verify this at the beginning of the
meeting.
2. "Will you be on site at the wedding, or will you send an
assistant/coworker in your place?"
If they’re sending someone else, try
to meet them before you sign the contract.
3. "How much do you require to reserve the date, and is it a deposit or
a retainer?"
There is a difference! A deposit is a down payment, and
in most states it is fully refundable—even if a contract states it
isn’t. A retainer, on the other hand, cannot legally be refunded to you
upon cancellation of your event. Vendors aren’t trying to play
hardball by asking for a retainer; it’s just their way of protecting
themselves from cancellations.
4. "When is the full balance due, and what forms of payment do you
accept?"
Sometimes putting everything on a credit card that earns points
or miles (and paying card’s balance in full as you go along, if
possible) is a great way to earn free tickets for your honeymoon, or at
least a 1st class upgrade!
5. "What is your cancellation policy?"
Remember, it’s not unheard of for them to cancel on you either, so ask about that too.
6. "What happens if you are sick and cannot make it?"
This one does not
really apply to caterers since they usually have backup contacts in line, but you’ll want to ask all vendors anyway.
Things to bring:
1. Pictures --- lots of pictures!
Bring copies of photos that inspire you! It doesn’t need to be the exact image
of what you want, but this is a good chance for them to get an idea of
the vision in your head. One image may have the color scheme you want,
another may show a layout or theme you love. It is also a good idea to bring samples of your invitations, color swatches and any fabric samples, especially when meeting with bakers and event planners. They can look and ask
questions, and figure out if they’re good match for what you want. The
one exception to bringing photos is when you’re meeting with a
photographer—unless your bringing photos of their work that you’ve
fallen in love with!
2. Your venue location.
Sometimes vendors will charge travel fees if
the location is a bit far for them, and this is information you’ll want
to find out up front. If it’s a venue they’ve worked before that’s a
bonus, but don’t dismiss them as an option if it’s a new location for
them.
3. Your budget.
Know walking into a meeting what your budget is for that particular
vendor, and STICK TO IT! It is easy to get caught up in their
presentation and fall in love with their work, but remember that you set
a budget for a reason, and you’ll be better off in the long run if you
follow it.
4. An idea of your timeline, if you know it.
This can give you a good
idea of how long you’ll need to hire some vendors for, and while many
don’t require you to decide on your exact hours when you’re signing the
contract, you’ll want to know if you need to book them for extra hours,
and whether that will put you over budget.
5. Support!
Ideally it would be your fiancé if you can convince him
to join you; otherwise, bring your sister, your mom, your maid of honor,
your future mother-in-law…a second (and third and fourth) perspective can prove invaluable.
Things you DON’T want to bring:
1. Your checkbook!
Most vendors do not expect you to sign on the
spot so take advantage of that and bring a copy of their
contract home along with the proposal they give you. Compare them side
by side with other contracts you’ve received, then sleep on it! Vendors
are more than willing to wait a day or two to let you think it over; if
they aren’t, chances are they’re either using a sales tactic on you, or
they’re more interested in getting your check than working with you.
2. Contracts or proposals from other vendors.
You can compare these
at home, but they don’t need to know whom else you’ve met with and what
others have quoted you. Weddings are about finding the best vendor for
you, not trying to pit two of them against each other in a bidding war
for your business so you get the cheapest deal.
3. A previous client.
If you’re meeting with a vendor because your matron of honor hired
them for her wedding, don’t bring her. You want the conversation to be
about what that vendor can do for you and your wedding, not a re-hashing
of her wedding and what they did for hers.
A lot of other people will also tell you to ask for references. If
this makes you feel better to do, go for it, but know that you’ll never
hear anything but a glowing recommendation from the references that they
give. Would you ever list a coworker as a reference on a resume if you
and she had a strained relationship? Go home and do your research
online; our vendor directory is a fantastic place to do this, as we post
real reviews from real brides, both good and bad! Yelp is another
great reference for this. Also, make sure that you’re also researching
more specific questions to ask each type of vendor. And always remember
to have fun!!!
