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Building the perfect vendor team
21 Plays4 months ago
Building the perfect vendor team is one of the most important parts of creating a seamless, unforgettable wedding day. As a planner, I always say it’s not just about hiring talented professionals—it’s about curating a team that communicates well, shares a similar work ethic, and truly understands the couple’s vision. When your photographer, florist, caterer, DJ, and planner are aligned and collaborative, the energy is smoother, timelines stay on track, and the couple can actually relax and enjoy their day. The right vendor team doesn’t just deliver services—they create an experience together.
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Transcript
Introduction to Behind I Do Podcast
00:00:00
Speaker
Planning a wedding comes with timelines, trends, expectations, and a whole lot that couples never see coming. We're two wedding planners pulling back the curtain on what really happens behind I do. Each week on Behind I Do, we bring you real talk about real weddings, timelines, trends, the wins, and the what ifs. From the smoothest silk celebrations to the did that actually just happen moments, we're sharing the stories, lessons, and insider knowledge that help couples plan with confidence and maybe even laugh along the way.
00:00:27
Speaker
Whether you're a bride, groom, vendor, or wedding lover at heart, this is your backstage pass to the world of weddings. Told candidly, graciously, and with the expertise only seasoned planners can offer. Grab your coffee, your planning binder, or your confetti, and join us behind I do.
Selecting the Right Vendors for Your Wedding
00:00:43
Speaker
Episode 6, building the perfect vendor team and how to choose people you actually trust. Super important. Super important. Today we're talking about vendors, which are of the most important parts of your wedding team because they or break it really. 100%. A few in particular, we believe, make or break good weddings. But we'll start with kind of some things to look out for with like, we like to say red flags, green flags of vendors and kind of what that looks like.
00:01:16
Speaker
Yeah. I mean, response time, I think, is, like, a big thing. i mean, we at least hear it, like, as far as, like, coordinators or planners go. Like, some brides were, like, the only one who's, like, responded.
00:01:29
Speaker
Or like I am very, which Allie and I hate the term of like boundaries. Like I just, I think as an entrepreneur and as like Allie always said, being in customer service, like there aren't boundaries.
00:01:39
Speaker
and And I mean that, I mean, I have a family, I have a personal life, so obviously there are boundaries. But like when we get an inquiry, like if they don't hear from me within like an hour, like, like I would say Jaden's dead. Yeah. Like I'm in the hospital. So, which, you know, in some couples, it's not a big deal. And I'm not saying every vendor should respond that time, but that in that timely manner. But I just, that's important to me. And I think it's important to a lot of couples. Like how quickly do they respond to Does it take a week for them to get back to you? Like that to me would be a huge red flag. Like you obviously either don't take your business seriously or like you don't want my money. So, or I mean, it could be a green flag, you know, if they're like me, I'm
00:02:19
Speaker
Oh, restaurant. Or that, I know, some brides might be like, God, that's aggressive. She's crazy. Yeah. But yeah, making sure that it kind of aligns with who you are
Vendor Personalities and Reviews
00:02:28
Speaker
as a person. We always talk about how different Jade and I are. And I'm like, if I hear back from you within, you know, a week, yeah you are my kind of person. Like, it's all good. And Jade's like, if I don't hear from you by end of business day today, like, you're dead to me. It drives me nuts. Yeah. That's true. So I think...
00:02:47
Speaker
It's obviously like up to you, but finding someone that works with you. Yeah. Our next favorite thing to do is check out people's Google reviews. We are huge Google reviewers in life. Like no if you're going to a hotel or an Airbnb, you always read the reviews when you're online shopping. Like it's just so important to see what other people had to say. and in general, know.
00:03:09
Speaker
you get a good spread. i think every once a while some people have... Some crazy people. Yeah, there are some crazy people and like maybe a crazy, you know, one-off experience. So I don't think it's like, you know, you need to take it for 100% what it says. But I do think you can get a good...
00:03:29
Speaker
overview of how people and reviews online but also reviews in person like yeah it's always a good idea if they don't have a lot of online reviews to say hey like is there a few clients that worked with you last season that i can talk to um and just getting like a personal review too would be a good thing to do super important yeah yeah And I mean, i also said to like, I mean, again, I say that I feel like I say this all the time, but just like you should interview three people per area, like three planners, three DJs, three photographers. I mean, photographers, I feel like are a little different because it's like style for sure. But just like getting to know their personality. But I also think like confidence is a thing.
Evaluating Vendor Confidence and Experience
00:04:08
Speaker
mean, I think there's a line between that confidence and like. Cockiness. Cockiness or arrogance. Yeah, for sure. Like, but I think you want to obviously you want vendors who are like confident in what they do and like feel like they are knowledgeable on what they're doing and like that can handle anything. So think that's like super important. And i don't know, maybe you really want like a super cocky DJ. I don't, that could be like your thing too. I don't know. But I just think someone who's like, you know, we've, I it just make, honestly, just made me think of like this one time that a bride,
00:04:38
Speaker
met with another planner and then met with us and she just was like, I just felt like you seemed like so much more knowledgeable and everything. And it just made me feel like I just instantly felt better after talking to you. And I think that's how it should feel when you talk to vendors. Like like you instantly are just like, oh my God, that just was so easy. i just am so excited.
00:04:57
Speaker
And you can tell that they like have experience with what you're asking for. I think even I'm thinking of like a caterer. And it's like like if you want 250 people at Deer Flat Ranch with a plated dinner, like you need to ask them, have you worked in this venue, in this space? like what And done a plated for 250 people? Yeah, do you feel confident in being able to execute that well or things like that? Because...
00:05:20
Speaker
Those are all like circumstantial questions that like they may feel confident doing a plate of dinner for 250. But when you start asking like questions about your day more in depth and logistics, like you will also want them to be confident in that. Oh, yeah, we have done 350 person wedding at Deer Flat. It went great. These are the things that we did to make sure that it was done well. Yeah.
00:05:41
Speaker
Something like that. So definitely looking for that. um Kind of like we talked about seeing if you can get a personal review or if your friends or family have used them. That's huge. And that's kind of how um it's so fun when we get to work with like sisters or friends, friends bridesmaids. so we've gone through through like a couple of friend groups, which is kind of so it's like then like the past couple that we did their wedding is at this wedding and they this wedding. And it's just kind of fun to see. it's fun And even a Jane's wedding, like her DJ was like.
00:06:12
Speaker
From a friend's wedding and like how you get to know people. And it's so fun. And then it's even more fun for your vendor team because they see all their past couples yeah at your wedding. So definitely a good way to figure out.
00:06:23
Speaker
And then they they can give you like honest feedback of like this is what it was like working with them. Totally. It's like it's cool to have that experience. Yeah.
Preferred Vendor Lists and DJ Selection
00:06:32
Speaker
And then our last kind of best way to find a vendor would be.
00:06:36
Speaker
Checking with your vendors that you've already booked, like does your venue or does your coordinator planner have a preferred vendor vendor list? um After eight years going on, yeah we have vendors that we absolutely love to work with and we will shout their names from the rooftops.
00:06:53
Speaker
And we always tell clients that like, please text us, call us like whoever you're thinking about hiring and we would love to give you our input. Yeah. mean, like Ali said, it makes all of our lives so much easier because we work better together. We know like when we write a timeline and we know it's like, you know, it's like Horsewood's catering, um you know, Jesse's DJing. It's like all these things like Ben setting up the dance floor, like Courtney J's photography. Like it's just like i'm like, I don't have to worry about any of that.
00:07:23
Speaker
Like we know they're going to show up. Like i don't have to be responsible for any of these vendors. Yeah. Do what they said they would do. It's amazing. no Not to say that you can't hire new vendors. I'm not like we're very open.
00:07:34
Speaker
The only one we're a little skeptical on is like new DJs. That's kind of where we're like. Again, not that we won't work with them. It's just like we said, as long as you've done your research and like say we don't know them, but you've done all these things and you've like, you know, they have good response time. You had a conversation with them. There was good vibes, good confidence. You had a friend who hired them. Like if you feel good and you've done your research, like we're all for it. Yeah. DJs are our one red flag of what we'll make or break.
00:08:01
Speaker
A wedding experience for you and your guests because they are the only person that really like explicitly talks to your guests for an extended amount of time. So even if you had, you know, a quirky officiant or like it's short and it's sweet. It's over in 30 minutes. Like it's not that big of a deal. But when you have someone who is literally directing your guest experience from the time that those people arrive until a send off and it's not going well, happens.
00:08:30
Speaker
Leads to a wedding that does not feel yeah good yeah when you leave. And so you want to explicitly interview your DJs. Hopefully you've seen them at a wedding before or you've been able to read a thousand good reviews of them because they will yeah determine. Yeah. I mean, their personality, it's like, I mean, it does matter. Like if it doesn't match your vibe, like honestly, I did a tour with a couple yesterday and we were talking about that, about DJs. And they had said that they just went to a wedding and they were just like describing him to me. And I just was like, but it's good for us because then I'm like, okay, like we're not going to refer, like I'll pick other DJs that don't have that big of a personality. They are just, they don't like the DJs that have big personalities that talk too much. Like the groom was just like, it just makes, it's cringy to me.
00:09:14
Speaker
So I do think, but then some couples love it. So I just think that it's so important to, like we said, like interview them and get to know their personality and their style. And know you as a couple. Like what is, ah what do we want? Do we want like a professional MC that comes in a suit and tie right and basically is behind the scenes, but is very quietly like executing all us Or do we want it to be like a Vegas rave? Right. right And we dance until 3am and like, that's why we have people are coming. So yeah.
00:09:43
Speaker
Both are great in their own ways, but knowing what you what feeling you want at your own wedding is important. It's very important. You don't want to get cringed out at your wedding. No. Like Jane said, we have to, we always recommend you to interview with three people. um Everything. I mean, we can think of food vendors, venues, balloons, photo booths, like all of it. Everyone's going have such different pricing structure. They're gonna have different inventory. Like when you think of rental companies like Idaho, Tencent Events, Flying China, Linen and Loo, all these people have extremely different
Communication and Costs with Vendors
00:10:17
Speaker
inventories. So it's good to look at all of them and see everything.
00:10:20
Speaker
Kind of what you think. And if you're type A, like create a spreadsheet and just have a few things to compare them against because that will definitely yeah help you. And you'll know typically when you've chose, found your right. Any vendor. You're right, DJ. You're right. It just feels right. And you all can kind of agree. You can see their value and why they're charging what they charge. you're like, this will be a great fit. Right.
00:10:43
Speaker
Right. It helps you move forward for sure. And that's sometimes why we say like, don't let pricing instantly deter you because you just never, unless it's like outrageous for sure. I mean, like, let's say DJ is charging $10,000. I totally would understand why you're like, I'm not even going to talk to them. Like,
00:10:59
Speaker
But, you know, if it's in that three to five range, like just have a conversation. It's like Ali said, you might see the value and like, oh, wait, like it's worth, you know, budgeting a little more for this vendor because of x y and Z. yeah Like maybe the DJ includes a dance floor and you didn't realize that's like an 800 to a thousand dollar on top that yeah if you go with another DJ. So you start to realize these things. Oh, like I see why they charge this because they come with more. Yeah. Yeah.
00:11:26
Speaker
And like, I mean, we've kind of talked about it too, but just knowing your vendors, your person is like the conversation flows. I mean, I think that's like, we're the same way with couples. Like when I do our all our inquiry calls and it's like, I get off the phone and I'm just like, I love them.
00:11:39
Speaker
Like, not to say i don't say that about everyone. I mean, i like a lot of our couples, but like you can just tell, like you just have- Like a good, like you both are just like you have things in common, like you're similar, like it just flows well. And I think, again, it's really important for like i always tell couples like your coordinator, planner, your photographer and your DJ are like three people that are going to. I mean, like I said, the DJ talks a lot during your wedding.
00:12:04
Speaker
And then your photographer and your planner are going to spend so much time with you on the day of your wedding. So if you don't like their personality, like it's not, you're not, it's not mean to just be like, it just wasn't the right fit. But like if, like I, there, I so tell people all the time that even like the groom or the other significant other,
00:12:21
Speaker
Both need to meet the DJ, the photographer, and the coordinator. Because there was a wedding that the I did that the groom had never met the photographer. And I'm not joking. Like halfway through photos, he pulls me aside and he's like a big dude and was like, Jaden, keep her away from me. And I'm like...
00:12:38
Speaker
And he was talking about the photographer. And I'm like, I can't. But he drove her nuts. Her job is to be with you all day. I just think it's super important to have both of you, not just one of you, like both of you like them. And maybe not, you know, maybe one of you loves them more than the other. But as long as you can both tolerate them, that sounds bad. But you know what i mean? Like. Yeah. Get along with them for a 12-hour day. Think of it that way. If you could go to work with them for 12 hours. Yeah. Because it's like there's nothing getting no worse than and you're like, gosh, my planner is so annoying. Like we don't want to annoy you. so So, yeah, those are people that you want to definitely make sure are good fit for the day. For sure. Another thing we kind of wanted to touch on that's big, and we kind of talked about the beginning response times, but communication styles really matter. And everyone's communication in their vendor roles is going to vary because certain people –
00:13:31
Speaker
like us can talk to you throughout your entire wedding, you know, maybe a year or so of your process. And we will communicate via email or text or anything like that, whatever you need.
00:13:42
Speaker
um Whereas like, you're going to have some vendors say catering that you have to deal with like the month of the wedding. And those are going to be like last minute communications. Like what's your final head count?
00:13:52
Speaker
um Those sorts of things. So I think knowing That you're going to be communicating with all these people. Yeah. They're all the time. And making sure that it's a good fit. And then having those conversations early on when you're interviewing. How do you prefer to be communicated with? Are you someone who um i can text? I can call. you prefer emails? You know, how long should I expect you to respond?
00:14:16
Speaker
um There are vendors that my brides have wanted to literally cancel their contracts with because they will not respond within Two weeks. Yeah. um Three weeks. And that's alarming for that client. And that's like good to know going into her. It's alarming to me. It's alarming to all of us, but it should be alarming to you. Yeah. um But it's like something that you want to know, like, hey, June, how long should I expect? And if you don't hear from her in that time frame, that's just a good thing to know in the beginning and not be. i feel like a lot of brides. Yeah. And grooms feel like they're bothering the vendor. And that's like never you should never feel that way. Yeah. um You should be able to talk to them as often as you want and like setting that precedence up front.
00:15:00
Speaker
And that expectation of like, hey, I am a type A person. So like I like I want to be responded to within 24 hours. Like, I just think making sure your vendors are aware of that. So because some vendors, like Ali said, are more laid back and don't get back to you within, you know, it takes them a couple days, like, which there's nothing wrong with that. But I think by both knowing both sides and understanding like, OK, this couple is like wants me to be like so they're aware of like they want me to respond quickly. Yeah.
00:15:30
Speaker
But also then them telling you, like, I will do my best, but typically it's 48 hours or whatever. Just like really being transparent on both sides.
Venue Details and Pricing Considerations
00:15:37
Speaker
Yeah. Or if hired a vendor and she said, hey, I only check my emails every two weeks or whatever it is. You're like, OK, at least I know that. Right. So when I email her, make sure I email her two weeks ahead when I need her to respond. Or don't book that vendor if it bothers you. Yeah. Totally. Yeah.
00:15:51
Speaker
totally Yes. um Another big thing that we thought we kind of dive through is like kind of things to ask vendors, which obviously there's so much. And some of our full plans, especially typically if we do like venue walkthroughs, like we go with them, floral designs and stuff like we're typically on the call, stuff like that. But things you can kind of think about as you're kind of going and meeting all these people.
00:16:16
Speaker
I mean, venues, a big one is like access time and out time. Like what time can you get on property? What time do you have to be off property? And even within that, like what time does music have to be off? And a lot of it around here is like 10 and then we have to be out by 11. So just knowing those things.
00:16:32
Speaker
Another big thing is like our tables and chairs included. Like that is like a huge one that I think most couples just assume like, oh they're to have tables and chairs, which another one, which has gotten better. Some, a lot of couples are like, think venues have linens. And I'm like, that's at least you' around here. That's not a thing.
00:16:48
Speaker
Yeah. Maybe two of our venues, unless you do a resort style venue, you're not going to get included linen and plate wear. Yeah. um Yeah. Just doesn't happen here. um Just things like hidden fees or like a damage deposit, like what's kind of involved in that. Is there somebody who's on site the day of the wedding so that like if there's questions or issues, like how do you access that person?
00:17:10
Speaker
Some venues, which again, this could be another hot take. You don't get access to everything. And I just... I just disagree with that. I think if you are a venue, you have a bridal suite, you have a groom suite, it should all be included. Like there shouldn't be like, well, you get this part of the venue, but if you want to add on the bridal suite, it's $500. Like I just, what are you doing with the bridal suite? Like it's not going to be used by anybody else. Like,
00:17:36
Speaker
I just think but have it all included. i just think for couples, too, who are meeting, who are going around all these venues, meeting all these vendors, and there's all these like la carte options. It's just like confusing. It's overwhelming. And I think it ah a lot of the times with our couples, it like deters them from wanting to book a wedding at venues like that because they're just like, oh, it's an upcharge for the bridal suite. It's an upcharge for tables and chairs. Like it's just like just include that in your pricing. Just like increase your pricing to have it all be included.
00:18:03
Speaker
So those are things to like ask. Are there any vendor restrictions? Like if it's an outside, can we have a tent? Like, can it be stakes? Like all those things. Um, can we do the rehearsal the day before or does it have to be like Thursday? Kind of those things. And then some venues around here have like overnight access, which is kind of cool.
00:18:22
Speaker
Like you can stay the night. So mean, those are some of the basic venue questions to kind of think about. um And just like, you know, looking at venues, like especially around here, if you're wanting outside, like what's plan B? Yeah. Like we can get rain or snow pretty much every month of the year. Yeah. um Okay. Photographers.
00:18:44
Speaker
And also I feel like we set these up in kind of the order that we in general want you to
Booking Order and Photographer Selection
00:18:50
Speaker
book. Like yeah you should start with your just as a vendor hot tip. You should start with your venue because you got to have a date before you can really book. The only other person you can potentially book is.
00:19:01
Speaker
planner that has a lot of accessibility but if we were a smaller team and you were like let me try to book you but I don't have my date it'd be a little hard so picking your date is super important and then we always say any vendor that like you're hiring them because their personality or their talent like them you should start with them like photo dj hair and makeup like a catering team like they can horsewood can Send out six crews in a day. Yeah. The food's going to be the same. But if you wanted that specific like style kind of to work through those important ones on your list. But for photographers, you want to know kind of what their packages are and do they include engagement photos? Do they include rehearsal dinner coverage?
00:19:42
Speaker
The day after, all of that, just to kind of see... How long they shoot the day of. How long they shoot is a big one. Yeah. and our In my opinion, anything less than eight hours, which most photographers around here don't, it's like eight to ten.
00:19:56
Speaker
Anything less than eight hours, like you're just you're not going to get all the things that you're doing. you want Or you're compromising like hair and makeup, you know, getting ready photos or something like that. So, yeah, you could probably get away with six if you just did ceremony. to But then you're not getting any of the like fun moments with your family. So yeah um another big one is do they have a second shooter?
00:20:17
Speaker
Or like a videographer with them or like what's the package. In general, we always like to see a second shooter at almost all venues. um Especially like if you're doing like getting ready photos and then first look, it's like one can be with one side, the other can be with the other side. And then they can kind of be getting photos done at the same time. Yeah. Which is nice. And then even for ceremony, like they're getting the different angles. Yes, like one's coming down the aisle, one's looking up the aisle, all of that. So that's super important. and then just like a
00:20:47
Speaker
personal preference for us but like is there photo style and like thinking about first of all knowing what your photo preference is and also like hopefully thinking into the future like you're gonna have these photos for the rest of your life and show these to your kids and grandkids and yeah they'll be on your walls like making sure that it's something that you think will be timeless and like looks the way that you want it to look so there's a lot of clear crisp like true photos right now there's a lot of blurry photos and We see a lot of like the yellow or orange kind of like oversaturated photos. So it's depending on what you like, knowing that everyone has a different style. and that's why we think photographers are important to book early because sometimes you may only like two photographers in the valley. And then they get booked up. And then they're both booked. And that's like, yeah, when couples like are like, do you have recommendations on photographers? And like, well, of course, like.
00:21:39
Speaker
But, like, yesterday again with the tour, I told the bride, I was like, but you need to figure out where your style is. Like, I can obviously send you, like, three great photographers, but, like, I need to know, like, what is your, like, vibe. like Totally. Like, what style of photo you like. And so that's why it's, like, social media is so nice because you can, like, go creep on their Instagram. And like and it's so nice when you even just go to ah anyone's Instagram. I like with photographers to just screenshot, like, their actual – Feed grid because it's so helpful to see like what their consistency of editing looks like. And if someone sends me like three or four photos off of Pinterest of like their style, I can like so easily batch that with yeah a photographer's grid and be like, ah this looks pretty much the same as like what you're yeah sending me. And editing, that's a good thing, too. I mean, just because every photographer like edits differently. hmm.
00:22:27
Speaker
So true. Those are photographer hot
DJ Logistics and Music Coverage
00:22:30
Speaker
tips. Yes. And then DJ, obviously obviously is super important um ah things like, you know, what is like, do you have set up fees for multiple setups? Like a lot of things around here, like ceremony and reception are in different areas and cocktail and cocktail. or slave setups Yeah. Do they have enough equipment to set up in all three? Like, is there a fee for all those setups?
00:22:50
Speaker
Do they, which most of them do like wireless mics, lapels, like what options do they have? You know, and then timeframe of an, like at the actual event, like how long are they there? Is there different pricing for that? And just also like, yeah, their MC abilities, like how, you know, asking them like, how many weddings have you done? Like, are you comfortable talking on a mic? Like all those things are super important. And then a lot of them will include uplights, but some don't like, so just asking like, are those add on fees, all that kind of stuff. um And then Allie mentioned too, like some of them have dance floors, some of them don't. So like having those conversations, yeah.
00:23:23
Speaker
Yeah, and I think even to like a good question, like with the setup stuff, is a lot of them will have like two setups, but there is like lag time. So there's a company here that has two DJs at every wedding.
00:23:34
Speaker
And that's super amazing because there's never a moment without music. Yeah. So like if the ceremony is in one spot and they have to like walk and take their board, which I don't. Sorry, DJ, I don't know what it's called. they're Over to the other spot. I mean, there's it's not a ton of time, but there is a lag time of like, yeah, they've got to unplug, plug like.
00:23:54
Speaker
Yeah. So just knowing that, like, are you going to be OK with five to 10? I mean, depending on where your ceremony is, it's yeah really far away. Fifteen minutes of no music as people enter your like cocktail hour or things like that.
00:24:05
Speaker
talking through all the logistics. um Also like power
Catering and Service Logistics
00:24:10
Speaker
is a huge one. So we do a lot of non-venue weddings and it's like, okay, if the house only has a certain amount of like amps that it can put out, like how are we getting power to DJs, especially when they have lighting and they have multiple setups? um Are they bringing a generator? Is it quiet? Is it quiet enough to use during a ceremony? Things like that, that we want to ask about yeah a lot of questions about. Sure.
00:24:35
Speaker
Um, and then catering obviously is another big one. And this, you know, sometimes you have to like also think of like the style of food, like some caterers, like we've mentioned horse work couple times can basically do anything. So I think, you know, but there's some like Italian, there's some Mexican, like, I think it's like figuring out style and maybe asking them like, what is your range? Do you have a draft menu like that we could review to kind of just look at some options that you often do?
00:24:59
Speaker
um Serving options. Can they do buffet family style plated? Like what are what are they able to do? And how much it does it cost to like yeah do plated? The amount of buffet? Because obviously with plated, you're going to need more servers. And so it's like, you know, if you're going to have 200 people, like one wedding, and that's i mean, we have over 200 people and it's going to be 18 servers.
00:25:19
Speaker
So it's like and then knowing like how much that costs per server and like all those things that come with it. Um, and like this family is super, it's super important to them to have everything come out in a timely manner. So that's also why we have so many servers. Cause they're like, we want everyone to try to get their food as close to the same time as possible.
00:25:37
Speaker
But just like talking through those fees, what is their ability? Like how many servers can they even have? Um, do they bus for us? That's like a huge thing. Like making sure they bus tables,
00:25:49
Speaker
Do they do water service? Is it included? do we have to bring the water? Yeah. Do we need to provide the crafts to put on every table? Like, how does that look? Is there a tasting option?
00:26:00
Speaker
And then some asking some caters like if they do dessert because some do, some don't. So just like, you know, it might be nice if you would just want like a. dessert buffet of just random things some of our caterers can do that and it's like one less vendor you have to like book totally and this is one of the vendors that like you can go super expensive super like we've had all of garden weddings and they've been amazing like yeah this is yeah when you definitely want to know going into it what style of food and vibe you want for your own wedding yeah and whether food's like super important to you or not it's a good place to start for sure
00:26:35
Speaker
um One of the next ones is hair and makeup. um That's a tricky one for a lot of brides and couples because they...
Hair, Makeup, and Bridal Party Considerations
00:26:45
Speaker
Like hair and makeup is very specific to you. and if you're someone, a lot of our brides, we consistently hear like, I don't wear a lot of makeup. I don't want to not look like myself on my wedding day.
00:26:56
Speaker
um and those are all super valid concerns that you want to address with a makeup artist. So I would ask for like pictures of work that like is low to no makeup look. And there is like a line because you are getting professional photos done. You do want to like make sure it lasts all day. right And I tell couples too, like I don't wear makeup.
00:27:15
Speaker
like At all. So like I understand and that's how it was with my wedding. But it's like to a certain extent you also want it to look like you got your makeup done. Yeah. Because like if you like i not that i I mean I wouldn't show up to my wedding like this. Like I would want like you want to also look like you got it done.
00:27:33
Speaker
Gosh, I don't know why that was scary. But also, like, you know, Ally said, I get it. You don't to look like a clown. You don't want to look like like I told my makeup artist sellers that I don't want to walk out and my husband to be like, who are you? Like, i there is a balance for sure. totally like um One of the big things that hair and makeup.
00:27:51
Speaker
Well, first of all is can they do hair and makeup or are they just hair or just makeup? um It doesn't really matter. You just need to know because you either are going to be hiring multiple artists or multiple companies to get both done or you only care about makeup? And maybe you're doing your own hair, your hairstylist that does your hair Quarterly is coming. So yeah there's a few different things about knowing that, but typically they're going to have a minimum and a maximum amount of services that they can do. um The minimums are usually what we see more is like we have to have three to five people, like at least. Like services. Say six services. So at least three hairs and three makeups or something like that to make it worth their time. um A lot of artists around here work really well with each other. So if you're like, well, I have 12 bridesmaids and they all want services. So that's 24 services.
00:28:40
Speaker
in, you know, like a six to eight hour timeframe, then they'll hire like additional hair and makeup. Team members, freelancers, like, recommend, like, one of the ones artists we love, she will be like, these are a list of gals I love to work with. And then we have to reach out to, like. Yeah. So just know kind of what you need, what they want, um how long it's going to take for each item to be done. This is why you do see some timelines starting at, like, 5 a.m. for huge. Especially if you have 12. Yeah. A huge bridal party because if you're doing a first look at one or two and to get everyone done, to get bridal photos done, like you do have to start early. So making sure you know how long it's going to take them to get those services done.
00:29:23
Speaker
um Do they have a travel fee? Some of these are like even local travel fees. So just knowing where you're getting your hair and makeup done and where you need them to be um are kind of some of our big questions yeah questions we have for hair and makeup. Yeah.
00:29:39
Speaker
Yeah.
Cake, Dessert, and Bar Options
00:29:40
Speaker
And then the last two we'll do, we'll just talk about cake and bar really quick. So cake just, you know, or bakers, just like, are they able to do anything outside of cakes? Like some of ours can do like cake pops or cookies or mini pies. Like just, again, it's going to be a style thing of like what you're,
00:29:56
Speaker
wanting, but just kind of knowing what their options are. Can they do gluten-free? Can they do dairy-free, like nut-free? Like what are the options as far as that goes? Again, is there a delivery fee for bringing the cake to your venue? And then will they, a lot of times, like ask if they'll put flours and stuff on the cake? Because some are really particular and like they don't want the florist or anybody else to do it. Some are like, not my job. not going to do it. The florist has to do it. Also, do they do cake tastings? Yeah.
00:30:23
Speaker
Mm-hmm. Those are always important, which I always tell people, I'm like, just do it. Yeah. Like might as well taste all the cakes. Right. And then bar is a huge one. I think bar is probably in general, one of the most important vendors that are most of our couples book.
00:30:41
Speaker
um So we have so many questions for bar. a lot of venues locally have specific bars that they can and cannot use. So that's a huge thing when you're interviewing venues is to see if they have bar requirements or if they themselves are the bar.
00:30:57
Speaker
um Liquor laws in every state are probably crazy, but in Idaho, it's getting stricter. So knowing can they serve beer and wine only? So some of a lot of our bars here can only do beer, wine and like, quote unquote, seltzers are canned.
00:31:11
Speaker
alcohol So they could do like a Moscow mule in a can, but it isn't like hard liquor that they're mixing. So knowing if they can do hard alcohol and if that's important to you would be another one.
00:31:23
Speaker
We always talk about like hosted hosted. Non-hosted bars. So hosted is when you, as the couple or your parents or whoever is paying for everything, pay for everyone's drinks all night. Are you going to host through happy hour or cocktail hour and then go to non-hosted? Are you hosting beer and wine and not paying for liquor? There's so many ways to do it, but it's good to have those conversations. are they able, like if you have like a set dollar amount, like some of our couples, like i only want to spend $5,000 on the bar.
00:31:51
Speaker
ah because your bar Because some bars are great at that. Some bar services aren't. Like, out of in that conversation, like, we only want to spend five grand. Are we able to then, at that point, switch to cash bar? Is that okay? Like, things like that. A lot of them have set up fees, so knowing what their set up fees are, can they do signature drinks for you?
00:32:07
Speaker
how many bartenders? Like, because a lot of ours, too, we really recommend, well, depending on head count, but, like, if you have 180 plus, having two bartenders behind the bar and two bartenders passing at cocktail hour, because as soon as ceremony's done, we all know where everyone's going. Yeah.
00:32:24
Speaker
yeah So, like, are do they are they able to do that? What does the fee look like for having four bartenders? Can they do table wine service? Can they do champagne for toast? Like, there's so many questions with bar. Again, it's going to matter if it's important to you or not. But also, like, another one is, like, glassware
Final Thoughts on Vendor Interviews and Communication
00:32:42
Speaker
and cups. Like, are they providing cups? Like, Ice is another one who's providing ice. Yeah. things to think There's so many questions with bars. So um our favorite ones are pretty much all inclusive and they're going to be able to do liquor, beer, wine, everything. And they pretty much bring all their own stuff. So there's definitely that option. But you also see a lot of the really all a la carte options here. Yeah.
00:33:07
Speaker
Another thing, too, which is like a legality thing, but like who's providing the alcohol. There's so many things you can get into with bars. So, yeah, lots of questions to ask. Lots of things to think about. So, yeah, i mean, in a nutshell, like we said, interview at least three vendors per area. I think it's just important to get pricing from people. Do your research.
00:33:27
Speaker
Ask all the questions. And obviously having a planner or coordinator is helpful in those areas because we know a lot of the questions to ask or we know a lot of the things that have gotten have been forgotten that need to be asked. So I think that's always helpful.
00:33:41
Speaker
And I think if you have a clint coordinator or planner, like having them go to these meetings with you is helpful. A lot of times I'm not talking unless things are not like have gotten forgotten, have been forgotten. i can't say that sentence. or you know, just if...
00:33:56
Speaker
the brides or grooms, like what they're trying to get across isn't getting there. And it's like, there's miscommunication, like things like that. It's helpful to have a third party there. But I mean, that's just like, I think a big thing, like do your research, talk to a lot of people. It is overwhelming, but that's why, especially with us, we say like, Ali said, like vendor, photographer, DJ, like start there, like get those booked. And then like go caterers really important. And then bar is really important. Like kind of just like Don't try to interview all your vendors at once. Yeah, we say like two to three max a month. As long as you have time to plan. Yeah. Give yourself the time so you're not overwhelmed yeah and you actually have time to like review what each vendor is saying. and then my final like wrap up on that is let your vendors know a when you want to work with them and then B, when you don't. Yes. Don't just ghost them. Ghost your vendors. Like just let them know, hey, thanks so much. We've gone a different direction. That's all they need. yeah It's even better if you can give them a reason like...
00:34:53
Speaker
This is why we didn't. Yeah. This was a better price or this included this package. And we actually really wanted that. um That's so helpful for us to learn from that. But definitely, like, make sure you communicate after you've reviewed their packages. too like There's nothing more frustrating on the vendor side when it's like the couple just like won't respond to you.
00:35:12
Speaker
It's like it doesn't hurt our feelings. Just say like we're good because then like to us, it's like especially in all the training and stuff that we've learned. It's like we have to follow up all these amount of times like because we never know. Like, are you just busy?
00:35:23
Speaker
Yeah. And like we're just, you know, we don't want to be forgotten or you like have already booked somebody else. It's like just say it. Just say like, like I said, thank you so much. But like we went a different route. And it takes 20 seconds yeah max for you to do that. So that's our hot tips for vendors.
00:35:39
Speaker
Good luck. che Cheers.