Be Contract Savvy

What to Know Before You Sign on the Dotted Line

Contracts can be confusing and sometimes they are an overwhelming jumble of jargon. But a service contract with a caterer, reception hall, wedding liaison, florist or whomever is meant to protect your rights as much as those of the pros. Don't agree to a contract that is too vague. Lack of specificity leaves room for vendors to make changes or tack on extra costs.

Everything should appear on paper, including:
~ Dates of Service
~ Times (including set-up and clean-up times, if applicable)
~ Locations
~ Prices - Plus Taxes and Gratuities
~ Payment Plan
~ Delivery Schedule
~ Number and Names of Professionals
~ Expected Attire of Professionals
~ Refund and Cancellation Policies
~ Any Overtime Fees

The contract must also specify any vendor-specific details. For example, a videographer's contract should specify that she'll have back-up equipment on hand in case of malfunctioning; a florist's should name the specific flowers he'll use.

Also make sure that any details or extras discussed during meetings are noted in the contract. If you photographer says he'll throw in an extra portrait for your parents, get it in writing. Don't take anything for granted. Ask questions, and if you feel something has been left out, have the vendor write it in. Both parties should initial the change.

Don't be pressured into signing on the spot. Vendors should let you take a contract home and fine-tooth-comb it. Pinpoint any unfamiliar terms and get them clarified to your satisfaction and, if possible, have a third party give it a glance. A wedding coordinator or attorney is ideal, but anyone who has recently planned a wedding can eyeball it. Then be sure to keep in touch with the vendor after you've signed and put down a deposit. Follow up on contract details as the wedding date nears, and call vendors to confirm services one to two weeks before the big day.

Protect Yourself with Clear Contracts
~ Never sign a contract until you understand every word, and are confident that it covers.
~ All relevant details. Before you sign, think through all possible (or at least likely) conflicts and crises and make sure they're addressed.
~ Contracts exist to protect both you and the wedding professional equally. If any vendor refuses to provide or sign a contract, walk away.
~ Remember, even the best contract can't prevent problems from happening, but they can give you legal recourse to at least recover financial losses.

Carolyn Burke - Wedding Liaison has been in the event planning industry for 10 years. She is a wedding planner and an event location specialist with resources on 425+ event venues in the area with more than 900 photographs.

Gown Purchasing Timeline

When it comes to buying your wedding gown or your attendants' special occasion dresses, an easy rule of thumb is to purchase when you find it. If you wait too long to begin your search, you may run in to extra charges for rush delivery. All special occasion gowns are made to order and are not sitting in a warehouse awaiting your purchase.


Here is an easy guide for your attire purchases:

Wedding Gowns

• Begin your search 12 to 9 months prior to your wedding day
  

• Purchase at least 6 months prior

Bridesmaids Dresses

• Begin searching after you find your gown - approximately 9 months out; make sure the bridesmaids' dresses compliment yours, not the other way around
  

• Purchase them about 7 months prior to the wedding

• Your bridesmaids will appreciate not having to pay for a ton of things at the last minute.

Mothers Gowns

• Begin the search 9 months prior to the wedding
  

• Purchase 6-7 months prior - this will leave the moms a few months to lose any weight if need be
  

Flower Girl Dresses

• Begin searching 6 months out
  

• Purchase 5 months before the wedding

• Make sure you select a size that will accommodate a sudden growth spurt

Jamie Sherman is the manager of Blushing Bride, a bridal salon in Shiloh, Illinois.

Live Music at the Reception

Planning a wedding is a major undertaking for anyone and there are myriad details that need to be addressed. You quickly learn that it’s never too soon to begin thinking about the details and planning for the music is a significant part of the process. Most individuals have never coordinated music for a large event such as a wedding reception and aren’t familiar with all of the features that an experienced band can provide to make the reception a success.

Having experienced musicians working for you is like having an on site wedding coordinator to make sure all of your details are addressed during the reception. When you provide specific details, the entertainers you hire can be much more than simply a source of music. They can perform emcee and additional functions such as:

* Introducing the wedding party
* Announcing toasts and present the person to deliver the blessing
* Coordinating with the caterer regarding instructions for the serving of meals
* Synchronizing with photographers and videographers to ensure great pictures from the reception
* Announce special events such as the Bride & Groom first dance and all other special dances
* Coordinating the cutting of the cake
* Orchestrating the tossing of the garter and/or bouquet
* Highlighting the newlywed's departure to begin their new life together

As far as selecting the band, we’re very lucky in St. Louis because we have several great options so have fun doing your research. Some questions to consider might be:

What is your musical vision for the reception? Your tastes might lean toward jazz, swing, pop, Motown, rock, country, hip hop, R&B, or all of these styles? If you select a band that can only play a few of these styles “authentically” then you’ll likely lose your guests early in the reception. Selecting a band with a diverse capability will ensure that all of your guests hear something they enjoy and they will want to stay all evening. Simply put, consider your guests' anticipated musical interests in addition to your own.

Is what you hear on the demo CD representative of a live performance? Ask if the vocalists and musicians are going to be the ones that you’re hiring. Ask if all the instruments you hear on the CD are going to be part of the band at the reception. For example, if you like the sounds of Motown, R & B, and swing music then the band needs to have a great horn section. Some bands have a group of vocalists and musicians that play in different combinations so you don’t want to be disappointed if the band that shows up isn’t what you expected. You should also make sure the band is capable of playing any special ethnic material, e.g., traditional Jewish songs, if that’s something you will need.

Does the band have a male and female vocalist? The repertoire of songs expands a great deal when there is both a male and female singer and songs can be done more authentically when you have a male and female vocalist. As good as a vocalist may be, it can get tiresome to hear the same voice the entire evening.

Is your friend’s suggestion right for your wedding vision? It can be helpful to learn of bands that friends had at their weddings, but don’t let someone else’s insistence be the reason you choose a band. It may be a great band, but not the right one for you. Try to be open-minded when you start your search.

Finally, does the band have liability insurance to protect you (and them) if something unexpected should happen?

Some venues require their vendors have insurance so it's best to check this ahead of time to avoid any future issues.


Tim Callihan is a member of the Federation of Musicians and manager of The Spectrum Band in St. Louis.

What to Know When Hiring a Wedding Consultant

For some, wedding planning can be time consuming, stressful and difficult. Hiring a wedding consultant is the best way to have your ideal event without going through the stressful motions of planning. A knowledgeable, experienced consultant can eliminate the search from hundreds of vendors down to a few that fit your exact needs, come up with cost-saving solutions to implement key elements and serve as a mediator and problem solver between you and your vendors. However, it can also add to stress if the consultant you’ve hired is inexperienced, disorganized and has a lack of knowledge about the local wedding market. When hiring a consultant, here are some things you should look for (and please note that, with everything, there are exceptions to these indications):

Credentials:
Did you know that consultants and planners can have certifications? Not to say that completing a training program means that a consultant is experienced, but these certifications offer valuable insight to consultants they may not have learned otherwise. This includes contract negotiations, dealing with problem situations, solving issues between vendors, etc. If a consultant indicates they have any type of certification, ask what was involved in obtaining their certification. Some require only a payment, while others require four or more months of classes, quizzes and projects.

In addition to certifications, there are awards for wedding and event companies. Some of these awards are only open to vendors within the award’s professional society, but others are open to any company. As with certifications, ask the consultant what was involved with entering and winning their award. Ask to see pictures of the event itself. Both of these will allow you to judge the caliber of work involved.

Consultants can also be recognized in magazines, newspapers and professional publications. These consultants have proven themselves to have at least some knowledge of the industry for their words to have been written within the publications, or are trusted enough for their insight to be judged valuable for a paying public. Has the consultant been on committees for community events or has he/she been a featured guest or speaker in planning-related events?

Size of Business:
Rhere are great consultants that are self-employed, however there are also those that are in business without having proper experience. Having multiple consultants on staff may indicate a long list of current clients and events, thus a successful, reputable business.

Portfolio:
A consultant with experience will have at least one portfolio to show you, as well as samples of past event invitations, favors, décor, etc. This not only ensures that their style matches your own, but also allows you to see the scale and diversity of experience a consultant has to offer.

Advertisements:
A successful business will have a budget to spend on advertising. Look not only at the appearance of the advertisement (Is it professional, cohesive, organized, and appealing?), but also the location (Does it exist in a place with other well-known vendors and a good target market or is it in a publication open to anyone with a bad viewing market?). There are wonderful small businesses without the budget for advertisements and large businesses without the need for advertisements, but in general, a good advertisement means a company is willing to invest profit to reach their target market.

In addition, check out the consultant’s website and business cards/pamphlets. As with advertising, are they cohesive and well organized? Do they provide you with enough information to get a good first impression? Does their style appear to be one that matches your personality or the style of the event you plan to throw? These are all good indications of whether or not the consultant will be a good match for you.

Payment Schedule:
How consultants charge clients may seem like it should be all the same, but it can be very different. Some consultants charge a flat rate which requires a deposit and one or more later payments. Keep in mind that a deposit is necessary, as this ensures that the consultant will have business on a given day and can refuse future potential clients also interested in that date. Consultants also do a good amount of research during the first phases of planning and usually will not be compensated until much later in the process.

Other consultants charge a percentage of your budget. For example, if a client has a budget of $20,000 for a party, a consultant can charge up to 10%, resulting in a fee of $2,000. Some charge this way because larger, more expensive events tend to require more time, research, additional staff, and more work in general. There are trustworthy and knowledgeable vendors who charge this way but be wary that the more you spend, the more the consultant charges. If the consultant you intend to hire works on a percentage scale, try asking that a cap be put on the consultant’s fee upfront. This ensures you will not go severely over-budget and the consultant works in your interest. Again, keep in mind that more expensive events usually require more work. Be fair and honest in letting your consultant know your budget upfront.

First Impressions:
Always meet with a consultant in person before signing a contract (and ALWAYS require a contract for you to sign – to protect yourself from anyone taking your money without clear expectations and ensure the consultant has set tasks and a date on which to work). When meeting with them, does he or she dress professionally and appropriately for the setting in which you are meeting? Does their style match your own? Were they timely, attentive and able to answer all of your questions with reasonable answers? Did they have samples and information for you to take with you? Do your research on the company prior to meeting with them so you can make the most of your time with the consultant by asking questions and listing your expectations for budget and timelines.

Workspace:
Keep in mind that most consultants do not have an office outside of their home, as they usually attend meetings at the venue of their vendors. Ask if the consultant has a dedicated workspace in their home away from distractions, with necessary supplies and methods of communication (phone, computer with internet access, etc.).

Finally, look for a consulting company that fits your style as well as your budget. If your budget for planning is lower than that of a consultant you would like to interview, let them know your budget and ask if a custom package can be created to suit your needs. Remember that consultants are usually able to save you time and money, so you may end up saving more by spending more initially. Saving you hours of research and negations may be worth the extra cost! If you have a very limited budget, try asking if they have a consultant that works best for your situation and/or one with more experience with smaller-budget events. After looking at these different areas, you should be able to conclude if a potential consultant is a good match for you.

Good luck and happy hiring!

Erin Hofmeister has been an Event Manager and Design Consultant with Alred Wedding Consultants since 2004. She specializes in creating award-winning, detail-rich weddings and incorporating couples' personalities into their special day.