Important Decision #2. The Professionals. Part 2.

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4. Venues

Venues can be difficult, that is to say the least. Before approaching venues write a list of questions you need to know from each relating to your costs. Do they provide tables, chairs, lighting? Do they give you a cake stand? Do they have their own bar to serve your alcohol? What about coolers and a kitchen for caterers? Look carefully at the atmosphere you want to create before considering your venues.

If you need to hire your equipment for your venue (such as tables, chairs, etc) add an extra $500.00 per 50 guests.  If you need a marquee with lining for a garden venue, add a minimum of $1,500. Lighting and a dance floor, add another $200.00, how about the electricity connection for the band and the lights? Do you have a cable or generator? Is there a power source to connect to?

Garden weddings while seeming the cheaper option can work out much more expensive than utilising an already existing venue and their kitchens, onsite bathrooms, lighting and power facilities.

Venues vary too much in price to really examine how they fit into your budget, all we can insist is examine closely what you need and quote, quote, quote before committing to anything. Most venues will allow a tentative hold until another inquiry comes along, at that stage they may request a deposit.

Partial wedding planning services are available for anyone needing help with the nitty gritty details of Professionals.

5. Caterers

Caterers are the easiest Professional to fall into a money spending trap with. There are so many costs that add up to your day that aren’t entirely essential – ever considered serving the cake instead of dessert, garnished with cream and berries? How about canapés on arrival in place of your entrée? Do you really need that champagne for toasts, when the men and women are already holding onto beer and wine that they’d rather raise in your honour?

Have an in depth look at your menu and don’t accept things as they’re written. If the venue wants your service they will cater to you and your budget. If they don’t budge in their costs I recommend you consider elsewhere because you want someone who is willing to help you make your day what you want it to be, without breaking your budget.

You can look even further into the dishes too, changing ingredients to change costs. Chicken breast stuffed with camembert is always going to be more expensive than chicken breast stuffed with Philadelphia cheese and chives – but both are still delicious. Talk to the chef, not just the events coordinator and don’t be afraid to step into the nitty gritty details.

Watch for hidden costs such as corkage fee in places where you are allowed to bring your own alcohol. Sometimes caterers can work this to replace the costs they’d be missing from providing the alcohol and you’d be more beneficial by simply letting them.

When receiving quotes ask them to include all equipment they provide, if you’re having a garden wedding this is essential as they will charge extra to bring their own mobile kitchen.

Cutting labour/staff costs for the caterer can lower the price of your reception too. Ask for a buffet style – where plates are served onto tables for guests to serve themselves. This style often suits the more ethnic of weddings where food is a large  part of any celebratory custom.

For caterers expect anywhere between $80.00 -  $120.00 per person for three courses. For canapés, mains and cake as dessert you can cut costs to $50.00-$60.00 per person if you negotiate well enough.

6. Entertainment

What is the feel you want for your wedding? Are you inspired by the classical or do you radiate amongst jazz? Before factoring the costs of your entertainment you need to consider what fits with you and your celebration. Of course a classical set is going to cost you more than a four piece brass band – this is where a planner could come in helpful, sourcing the lowest costs for you.

A band can cost anywhere between $250.00 for a new on the scene duo for four hours, up to $800.00 for a relatively well known duo or four piece for five hours. Some bands depending on members and the equipment they bring can charge in excess of $1,500.00. Before you go gig-hunting, check the bands prices fit into your budget before you fall in love with someone you can’t afford. It’s happened to plenty of brides. First, price and gig guide. Second, attend gigs. Third, book and pay deposit. Stick to this, you’ll find someone you can afford and will keep you and your guests happy.

If you’re going for the classical style consult music teachers at your local schools and they will be able to point you in the direction of local instrumentalists who most times are more than affordable. If you end up sourcing your instrumentalists from companies be prepared for a much higher fee.

Budget aside; the musicians are part of what creates your atmosphere. Don’t forget if you have slow, soft music your guests are less inclined to let loose or be loud. If you’re the loud party type – this isn’t the direction to go. Really consider who you are as people and if you would enjoy the atmosphere you’re having your entertainment create. Also consider, are you the band type? Maybe you’re the eclectic type who loves fire twirlers and native drummers? Your imagination is your limit here and Way to Wed aren’t going to tell you where to stop.

Now that the basic Professionals are out of the way, we’ll be looking at décor and themes next. There’ll be a number of inspiration boards coming your way readers.

Stay inspired!

Way to Wed