A contract isn’t set in stone until you sign it. Here’s how to make sure you get what you want: First, ask someone with legal knowledge or planning experience to look over the document. Change the wording and add in clauses after discussing them with your vendor. Make copies, as employee turnover sometimes means your special agreements get lost. And whatever happens, don’t forget the power of nice.
VENUEWHAT TO SAVE WITHOUT DRIVING VENDORS BONKERS
Ask for a lower rate during the slower summer or winter season and on less desirable days (five percent less for Fridays; ten percent less for Sundays). Look for perks: If your reception is in a hotel, ask for a complimentary suite the night before the wedding as well as the night of the reception to avoid worrying about check-in times, which often are as late as 3 p.m. Also, ask them to comp breakfast and lunch for the bridal party. Sometimes it helps to wait until the last minute to book. “Couples planning their weddings only eight weeks in advance snag deeply discounted rates,” says Jung Lee of Fête, as venues consider a date “lost” if they still haven’t booked it two months out.
NECESSARY COSTS
If you’ve booked a museum, library, or a similar institution, be prepared to shell out a donation, plus security fees, some as high as $20,000 (which are neither negotiable nor tax deductible). It’s not unusual for a caterer to ask for an hour of overtime, which can equal about five percent of the overall venue cost per hour.
HIDDEN FEES TO AVOID
Many venues keep a list of preferred vendors, and often they’re pricey. Ask if you can hire a vendor on your own, suggests Lee, and seek out competitive bids. That said, some union regulations, particularly in hotels, restrict the use of outside vendors.
ADD THIS CLAUSE
Protect yourself from a natural disaster, an abrupt venue shutdown, or surprise renovations that would force you to cancel your wedding. Include a clause covering the full deposit, plus guarantees of their best efforts to help find you a new location and to cover the reprinting of invitations.
TO TIP OR NOT TO TIP
A few hundred dollars or a bottle of wine for the event coordinator; porters, security staff, and others can be tipped individually (about $50 each) or in a lump sum that can be divided by the manager.
CATERINGWHAT TO SAVE WITHOUT DRIVING VENDORS BONKERS
Reduce per head costs by eliminating entrée options. Offer one choice plus a vegetarian item, or cut back on stations if you’re having buffet service. Arrange to be refunded the cost of all unopened bottles. If you’re pouring wine, serve a simple Sauvignon Blanc. “You could spend more, but most guests won’t notice the difference,” says caterer Olivier Cheng.
NECESSARY COSTS
An open bar is a must; top-shelf liquor is not. Don’t subtract waiters, as good service has a lot of impact on the party’s success. Hire at least one—preferably two—servers per ten guests. However, if you must cut staff, place wine on tables for self-pouring and serve dinner family-style.
HIDDEN FEES TO AVOID
Watch out for the “plus-plus” (service and tax)—it’s essentially an extra 30 percent to whatever per head cost the caterer quotes, says Lee. After the “plus-plus” a $40,000 wedding can cost $52,000, so caveat emptor!
ADD THIS CLAUSE
Ask the caterer to throw in drink mixers and coffee and tea service for free, as well as kid and vendor meals (they should be at least half the regular per head cost). Ask the caterer to provide bathroom and coat check attendants at no extra charge.
TO TIP OR NOT TO TIP
In your contract, “service fees” may look like a tip, but it isn’t. Tip the maître d’ $150 to $300, the bridal attendant $100 to $175, and the dining captains $100 each. The waitstaff receives 18 to 20 percent of the cost of food and beverage.
RENTALSWHAT TO SAVE WITHOUT DRIVING VENDORS BONKERS
Request that outside rentals (tables, chairs, linens, etc.) be picked up the day after your reception, rather than the night of, as late-night pickup charges will often hike up the rental bill significantly.
NECESSARY COSTS
If you’re in a loft, be prepared to rent everything from tables to china, plus extras like garbage pails and buffet tables (expect to spend at least $45 per person; more for an outdoor event). If you book a tent in case of rain, expect to pay the 50 percent deposit regardless of whether Mother Nature cooperates.
HIDDEN FEES TO AVOID
Double-check the contract to see which items you’re renting, and which you’re purchasing. Often, custom linens or vases are yours to keep.
ADD THIS CLAUSE
Look in the contract for elevator charges or cleaning fees, and ask that they be added in gratis.
TO TIP OR NOT TO TIP
Tipping the delivery guys $50 is a nice gesture.
MUSICWHAT TO SAVE WITHOUT DRIVING VENDORS BONKERS
If you’re getting a band for the reception, ask if a trio of their musicians can perform at the cocktail hour. Negotiate to pay per musician, and carefully select each. Many bands have specific talent for certain musical genres: If you’re not feeling salsa, for example, let them know, so they won’t bring their pricey Latin specialist at your expense.
NECESSARY COSTS
The music at the event is as much about the entertainment value as the sound, so while it’s tempting to let your iPod be your D.J., don’t do it. Hire a pro.
HIDDEN FEES TO AVOID
Make sure that the D.J. or musicians provide all their own equipment and that it’s included in their fees so you don’t get bills for speakers, microphones, and music stands much later.
ADD THIS CLAUSE
If there’s a specific musician you want, put it in writing, or else someone else may show up, says Lee. For the reception, four hours of continuous music is standard: Bands should sub out a few members at a time for breaks instead of taking a full break between sets, says Lee.
TO TIP OR NOT TO TIP
Tip $25 to $50 per musician for the ceremony and a lump sum for the band. A few hundred dollars for the D.J. is typical.
TRANSPORTATIONWHAT TO SAVE WITHOUT DRIVING VENDORS BONKERS
After your husband-to-be is dropped off at the ceremony, have the same car pick up your parents. If you’re booking for a large party, ask if they can throw in free transportation for you and your family after the reception, or a ride to the airport for your honeymoon. If you know that you’ll be providing your guests with mass transportation, reduce the valet parking rates. If your wedding reception is at a hotel, arrange for free parking for your guests.
NECESSARY COSTS
Don’t skimp on the transportation—it’s the simplest part of the day but the biggest problem should something fail. If your ceremony and reception are far away from each other, hire transportation to take your guests from point A to point B.
HIDDEN FEES TO AVOID
Use a credit card to make a reservation. Make sure they charge you after the actual wait times and transit costs are known, not before.
ADD THIS CLAUSE
Make sure the vehicles you’re using aren’t double-booked and that there’s a backup method of transportation should one of them break down. Specify the start time for all events and exactly where drivers should be waiting at appointed times. E-mail explicit directions a few weeks before so there’s no chance of lost drivers.
TO TIP OR NOT TO TIP
Tip $20 to $30 per driver.
PHOTOGRAPHYWHAT TO SAVE WITHOUT DRIVING VENDORS BONKERS
Schedule the engagement shoot for a weekday. It’s likely they’ll do it for a discounted rate. Make sure that the album included in the package meets your standards. If it doesn’t, don’t order one, and bring the package cost down. If it does, then request smaller ‘clone’ albums, which make perfect gifts for family members. Determine whether you prefer digital or film, as it will affect the processing and developing costs. Film tends to be more expensive, and many photographers base their business model on charging reprint costs. Ask for unmarked proofs of your photos and a copy of the digital prints on CD.
NECESSARY COSTS
Remember that your wedding day goes by in a blur, but you’ll have your pictures for the rest of your lives. Hire a talented photographer even if that means paying a premium and don’t micromanage them.
HIDDEN FEES TO AVOID
Don’t over-hire photographers. Taking photos of the groom getting ready may not require hiring another photographer for an entire day but rather a second shooter for just an hour, says Spencer Lum of 5 West Studios.
ADD THIS CLAUSE
Most brides want “getting ready” pre-ceremony shots, so if that’s more than eight hours away from the end of the night, add some additional time. They’ll usually agree to an extra hour at least, usually at a rate of $200 an hour. Request a few extra hours gratis.
TO TIP OR NOT TO TIP
$150 plus tips to the assistants.