MOST IMPORTANT QUESTIONS TO ASK WEDDING VENDORS

wedding vendors

The team of wedding vendors you assemble to work your wedding is key to ensuring that the day goes according to plan and leaves you with nothing but happy memories. Your event coordinator will serve as the leader of the team and can help pull all the pieces together.

Doing a bit of research on all your potential wedding vendors is necessary.  Word of mouth referrals are always a great place to start.  Check the vendor’s website. How long have they been in business and how are their online reviews?  Find out if the person you are speaking with is the person you work with throughout or are they delegating you to another member of the team. Make sure you fully understand the deposit and payment schedule.  Are the deposits transferable or refundable? Also, is there a plan in place if there are changes to the COVID-19 regulations? Make sure anyone that has a responsibility on the day of your wedding or weeks leading up to your wedding, has a game plan should they contract COVID and are unable to fulfill their obligation.  Finally, and most importantly, you should ensure that your wedding vendors carry their own liability insurance.

WEDDING VENUE AND CATERING 

When touring a potential wedding venue, make sure you have the basics covered: what is the capacity, how many weddings do they host at a time, plus what we have already discussed.  Some additional questions that are important to consider are:

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  • Is there a backup plan if the weather is bad?  This is especially important if any aspect of your ceremony or reception is outdoors.  You want to make sure you are ok with the indoor location, after all, no one can control Mother Nature! 
  • If you are planning for an on-site ceremony, ask how long you’ll get for the ceremony itself, what they include, and what options are available for having a rehearsal.
  • Most venues or caterers will have an on-site coordinator. If they will have one, what services will be included ? Will they handle setting up décor, place cards, favors etc. If not, you’ll need to know what time you’ll have access to the venue to set up. You’ll want to plan either for a friend or family member to assist you or consider hiring a day coordinator to help you get everything set up.
  • What is your financial obligation?  Are there room rental, food and beverage minimums or a combination of both? Do you understand fully what additional fees or taxes might be added  later?  Ask what the options are if you think you may not meet the requirements.
  • Planning your menu is one of the most fun parts of your wedding experience. Are you able to sample some of the menu options?  How do they handle menu tastings? Is it a private tasting or in a group setting?
  • It is also good to know the staffing ratio for both waitstaff and bartenders; and are there any additional fees if you want additional staff. 

WEDDING PHOTOGRAPHERS

Selecting a photographer to be with you on the big day is a hard decision to make.  You’ll want to spend some time browsing through their online portfolio and social media channels to get an idea of their style.  Asking friends and family for recommendations is also a great way to narrow down your search; and of course, be sure to check their online reviews.  

Once you have a short list, you’ll want to meet with your potential photographer to make sure your personalities mesh. After all, this person will be with you during some of the most meaningful moments of your life.  

Here are a few questions to ask during your meetings with potential photographers:

  • Will you be the one photographing the wedding, or will it be another team member? If so, can we meet with that person before signing a contract?
  • Are your packages flexible or customizable?
  • Do you include unlimited hours or set hours?  If set hours, what are the overtime charges; and, can they be added the night of, if needed?
  • Will you be given all the digital images; and, will they all be edited or just a few select ones?
  • Can we give you a must have photo list; and, what is the best way to ensure we get every shot we need? 
  • What is your turnaround time on getting us images?
  • What is the process for ordering prints/albums?
  • Perhaps most importantly these days…. What happens if you get sick and you are unable to photograph our wedding?

FLOWERS 

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At the Tiffany Ballroom and Four Points by Sheraton Norwood, all our packages include flower centerpieces and in some packages, a bouquet, making the process easy!  When you meet with our preferred florist, you’ll want to know which wedding package you’ll be choosing. Also, you’ll want to discuss the following with our preferred florist: 

  • Talk about what your overall budget is.  Will you be adding to the package, or would you like to try to stick to the package allotment?
  • With your budget in mind, are there any types of flowers that they would recommend to get the most bang for your buck? 
  • Do you offer any décor rental items that will fit within your theme? 
  • Are there any additional fees for delivery, set up or picking up rental items after the wedding?
  • How far in advance do you need to know the final design selections?  What about the final count for arrangements?
  • If you are adding anything beyond the package, have a clear understanding of how the payment works and what charges you are responsible for.

MUSIC/ENTERTAINMENT

Besides your wedding coordinator, your DJ or entertainment will have an important role in determining the success and flow of your event.  At the Tiffany Ballroom, our Platinum and Diamond Packages come with a professional DJ service, making the process even easier for you. 

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Here are some important things to know when booking your DJ or entertainment

  • Will they serve as an MC for your event and handle wedding party introductions while  keeping the party moving to get the maximum dance time?
  • Can I provide a list of must play songs and a do not play list? How do you handle requests during the event?
  • Do you have any options for adding additional lighting, whether it be up lighting for the room or dance floor lighting?
  • If you are having an onsite ceremony, will they provide music for you? Is there an additional fee?

The Tiffany Ballroom’s complete wedding packages include some of the best wedding vendors in the industry, not only making your planning process easy, but ensuring you have nothing but the best products and services for your big day.

In addition, we have a carefully curated list of preferred wedding vendors for things that are not included in our package such as photography, videography, beauty professionals, transportation, invitations and more!

To learn more, please reach out! tiffanyballroom@hobbsbrook.com or Tel: 781-255-3159