Booking Vendors for your Event

When booking vendors for your event, you can be challenged by a great deal of obstacles. If there is one thing that I have learned through my experience in planning is that you get what you pay for. It is difficult for a bride to be able to do all the research to find the needle in the haystack or the hidden diamond in the coal dust.

With so many vendors of all types that are available, how do you find the best vendors for you?

It can take a lot of time, researching professionals online, through wedding shows and of course friend recommendations. There are thousands of dj’s, photographers and photobooths available, so how do you go about picking one out. I have listed below some tips that can help you when beginning to select vendors:

Bride With Wedding Planner In Marquee

Bride With Wedding Planner In Marquee

  1. If you have not already done your budget for the wedding and allocated funds to every portion of the event — start here. You need to have a good budget in place, and determine what are the most important aspects of where you want to spend you money. You may find that pictures of the event are most important to you, or you may prefer to make sure that your guests enjoy the meal and allocate more funds to that experience.
  2. Next begin doing some research through your sources – friends and family can be a great help if they have recently had their own wedding. They may give you a mix of who is good and who to stay away from based on their experiences. You should also visit some local shows, here you can take time to spend a few minutes with vendors and get to know them up close, without committing to an appointment. If you find a vendor that interests you in a show, I recommend setting up an appointment to talk in a more personal setting where you can get into the details of your event and your expectations. A lot of times, vendors will offer discounts at shows as well. Don’t forget to use the internet, both to research for vendors that may not be participating in shows and to check references on vendors you have already found.
  3. It is typically good to start with between 2 – 4 vendors to interview. Try to make sure before scheduling an appointment that they are within the price range that you have set within your budget. You don’t want to waste anyone’s time, especially yours — you have a lot of vendors to interview and hire.
  4. If you do find someone that you would like to interview that is out of your price range, take a look at your budget and see if you can move funds around. Maybe you have spent less on another provider or item that you have already obtained and can move some of these funds around.
  5. Once you have found the vendor, negotiate the price, contract and terms. Make sure to read over the contract so that there are no surprises. Most vendors will look to protect both you and their business within the contract. But if something appears to be missing, make sure to ask them to add something around whatever your concern is.
  6. Follow-up with your vendors periodically, between the time of signing and the date of the event. Depending on how far out you are from the time your hire to the event, you may be in touch anywhere from 2 – 6 times. Also, make sure that you confirm all details with each provider 2 – 3 weeks prior to the wedding. This gives you a chance to review any last minute changes and details of the event.

Hopefully, this will help you in booking vendors for your event. Additionally, a good wedding planner can help to do a lot of this for you, which will allow you to breathe a little easier and enjoy the whole planning process.

Any questions, give us a call at Consider It Done Events. Happy Planning!