If you're like most brides, you've never planned an event anything like a wedding, formal or informal. This primer will give you general information about some of the many services available. You'll learn who to contact, when to contact them, what each service will do for you and how to work with them to orchestrate a successful wedding.
When hiring or working with any wedding professionals, keep the following points in mind:
- Have your budget set before meeting with anyone.
- Find out all costs before finalizing any plans or signing a contract.
- Read all contracts carefully before signing them.
- You'll have to leave a deposit when booking many of these services.
- Give all companies concerned a complete itinerary of your wedding day's events -- including addresses, contact names and phone numbers -- at least one month prior to your wedding.
- Start planning early: some of these services may be booked more than a year in advance for popular wedding dates, especially in urban centers.
Baker
Balloon decorator
Bridal gift registries
Bridal salon
Caterer
Disc jockey
Florist
Limousine service
Musicians
Photographer
Reception facilities
Rentals
Stationer
Videographer
Wedding consultant
Baker
Timing: Three to six months before your wedding day.
What they do: Your baker will custom-design a wedding cake using your dress, bouquet and colors as inspiration. The cake can be real, in any flavor you want, or you can rent a styrofoam cake from the baker and then have individual, wrapped pieces of real cake for the guests to take away. Many bakers have cake ornaments for sale or rent, as well as a large selection of bonbonnières. Most bakers will deliver the cake to your reception site.
How to work with them: Make an appointment to choose a type of cake. If you want it custom-designed to coordinate with the decor of your wedding, bring color samples, a swatch of fabric from your gown or your attendants' dresses, a copy of your invitation or anything else you would like the cake fashioned after. Tell the baker what time you'd like the cake delivered to the reception or make arrangements to have it picked up.
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Balloon decorator
Timing: One to three months before your wedding.
What they do: Balloon decorators will decorate your reception space, incorporating your colors and theme ideas. They will offer many decorating possibilities, including arches, sculptures (hearts, trees), wall decorations and table centerpieces.
How to work with them: Make an appointment to view photographs of their past work. Bring along color samples, fabric swatches, etc, to help you choose colors. Make arrangements for them to have access to your reception space during your wedding day.
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Bridal gift registries
Timing: Six months to a year before your wedding day.
What they do: It's important to register for the things you would like to receive as wedding gifts. A registry helps to avoid duplicate gifts and lets your guests know exactly what you want. A bridal gift registry consultant can give you advice on choosing a range of items, including tableware, linens and kitchenware. Registry services are also often available for artwork, honeymoon travel packages, lingerie and home furnishings.
How to work with them: Prepare a basic list of what you want to register for before you meet with a registry consultant for the first time. You may want to bring along color samples for matching such things as linens to your home decor.
For listings of bridal registries, go to the Exhibitors section.
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Bridal salon
Timing: Begin the search for your dress as early as possible: it could take six to nine months to fill a dress order.
What they do: The salon will have fashion consultants to help you find the right style of dress for your body type. After you've decided on a particular gown, the salon will order it, and once it's arrived, an expert seamstress will make the necessary alterations. Most salons also offer a selection of bridesmaids' dresses and bridal fashion accessories, including headpieces and veils.
How to work with them: To get the best service, make an appointment with the salon. For your initial visit, bring along any pictures of dresses you are interested in trying on; most salons suggest that you try several different styles before deciding on a particular gown. You'll probably have to make appointments for any subsequent visits (for alterations, attendants' gowns, etc.).
For listings of bridal salons, go to the Exhibitors section.
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Caterer
Timing: Four to six months before your wedding day; some caterers may be able to take jobs with shorter notice.
What they do: The catering company will have one or more set wedding menus or packages available. If there are no menus that suit your taste, most caterers will create a custom menu. The caterer provides all food, serving staff, bartenders and usually all rentals (dinnerware, linens, etc.) for your reception. The caterer may help you design your table settings and choose the layout of the tables. If you are renting tables and chairs from another company, the caterer will most likely set them up and then take them down after the reception.
How to work with them: Make an appointment to discuss your wedding plans. You'll have to provide the caterer with the approximate number of guests when you first meet; they'll need a final number about two weeks before your wedding date. If your reception is being held in an unlicensed location, you'll have to provide the liquor permit, even if the catering company is supplying the liquor. Make sure that the catering company can have access to the reception site with plenty of time to set up.
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Disc jockey
Timing: Six months to a year before your wedding.
What they do: A DJ will provide all the music for your reception; if you are considering taped music for your wedding ceremony, a DJ could provide and operate the sound equipment during the service.
How to work with them: The DJ will need to know the size of your reception space and will want to know of any special requests you have. They may supply you with request sheets for your guests. Make arrangements for the DJ to set up his or her equipment before your guests arrive. You may also want to find out if they can provide a public address system for speeches and toasts.
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Florist
Timing: If you want fresh flowers for your wedding, contact the florist three to six months before your wedding; they don't require as much advance notice for silk or preserved flowers. For large weddings, the florist may need more than six months' notice.
What they do: The florist provides all the flowers, whether fresh, silk or preserved, for the bride and groom, the wedding party, and the ceremony and reception sites. The arrangements and bouquets will be designed using as inspiration your personality, taste and wedding colors. The florist will deliver the flowers to the ceremony and reception sites on your wedding day.
How to work with them: Make an appointment to view books of floral designs. The florist will need swatches of fabric and sketches of your gown and the attendants' gowns. If you want to use fresh flowers in the bouquets, find out if any of your attendants have pollen allergies; you don't want any sneezing fits at the altar! Make arrangements for flower delivery at your ceremony and reception sites.
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Limousine service
Timing: Three to six months before your wedding. Some companies take bookings a year or more in advance, especially for antique or imported cars.
What they do: The limousine company will provide you with limousine transportation and driver(s) for as long as you wish (the average is about four or five hours). Some companies may have vintage or imported cars available. If the company allows cars to be decorated, most likely the limousine driver(s) will do the decorating to prevent damage to the car. Other vehicles available for rental include horse-drawn carriages and yachts.
How to work with them: You may want to see the vehicle you're hiring before you make a final decision, especially if you are considering a vintage car since many of them have cramped seating. If applicable, supply the limousine company with decorations for the car(s).
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Musicians for wedding ceremony or reception
Timing: Six months to a year before your wedding.
What they do: Musicians hired for your wedding ceremony can play at various points throughout the service (prelude, processional, during communion, while signing the registry, recessional), performing music that you've chosen in conjunction with your organist or officiator. They may have to rehearse with your church organist a few times before the ceremony. Depending on whom you hire, musicians for your reception will play everything from classical to popular music. (Your musical taste will determine the band you hire.) Most bands will be willing to play any special requests you have.
How to work with them: Make an appointment to listen to a live demonstration; if that's not possible, they may have a tape for you to listen to. You should specify in your contract the attire you expect the musicians to wear during their performance. If you're hiring musicians for the ceremony, check with your officiator or organist regarding their policy for hiring outside musicians. If you hire musicians for the reception, let them know in writing, well in advance of the wedding, of any special requests you have. Make sure that there is access and ample time for them to set up their equipment at the ceremony and/or reception sites.
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Photographer
Timing: Book at least six months before your wedding day, but note that many photographers book 12 to 18 months in advance.
What they do: Most photographers will have several different wedding-photography packages from which to choose. If there are no packages that suit your taste or budget, the photographer may be willing to create one for you. The photographer will probably be able to suggest locations for your wedding photos, both indoors and outdoors; if you already have a place in mind, the photographer may want to view it beforehand to make sure it's suitable. Most photographers will be willing to do candid photos as well as the standard, posed photographs. You will get the proofs of your pictures approximately three to six weeks after your wedding.
How to work with them: Make an appointment to view samples of the photographer's previous work and to discuss packages and prices. It may be necessary to have a second meeting to discuss particular shots you want; you could provide the photographer with a list of shots if necessary. Make sure the photographer has a wedding-day itinerary at least a month before your wedding.
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Reception facilities
Timing: For more than 200 guests, you may have to book more than a year in advance; for smaller weddings, book eight months to a year before the day.
What they do: There are several different types of reception facilities available: banquet rooms (located in restaurants, banquet halls, galleries, conservation centers, resorts, conference centers, etc.), clubs, halls and hotels. Those places with in-house catering or contract catering will have several wedding packages and menus available, and may allow you to customize your menu. Wedding packages at reception facilities could include: the cake, flowers, decoration of the reception space, photographer, music, limousine service, table settings, linens, tableware, barware and tables and chairs. Serving staff and bartenders will be provided by the caterer, whether in-house or hired. Hotels, inns and resorts may offer complimentary change room(s) for the bride and/or groom on the wedding day, a wedding-night honeymoon suite and discounted room rates for out-of-town guests. Some places may have settings for wedding photos and some may have facilities for the ceremony.
How to work with them: Make an appointment to view the space and to discuss your plans. For unlicensed facilities, you'll have to provide a special-event permit and/or liquor license. You will need to find out if the reception space has a public address system (for speeches and toasts); if not, you'll have to rent one (unless you're hiring a DJ or band who will let you use theirs). Find out if there are any restrictions about hiring DJs or live bands. If you are contracting outside rentals, caterers, musicians or decorators, make arrangements with someone at your reception site to allow these people access to set up their equipment. You should provide a good estimate of the number of guests that will be at the reception, giving a final number about two weeks before the wedding date.
For listings of reception facilities, go to the Exhibitors section.
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Rentals
Timing: For most rental items, one to two months' advance notice is more than sufficient; if you are renting a canopy, tent and/or dance floor for an outdoor wedding or reception, book them as soon as you have a good estimate of the number of guests.
What they do: Rental companies can supply you with tables, chairs, dinnerware, cutlery, table linens and bar supplies, and for outdoor weddings and receptions, barbecues, tents, canopies and dance floors. Most companies have a policy that they drop off all equipment on a Friday and pick it up the following Monday; there may be a surcharge for other arrangements.
How to work with them: The rental company will need to know the number of guests (give them a final number at least two weeks prior to the wedding) and if you're renting a canopy, tent and/or dance floor, they will need to know the size of the space you're using. Make arrangements for them to drop off, pick up and if necessary, set up.
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Stationer
Timing: Four to six months before your wedding.
What they do: The stationer can provide you with wedding announcement cards, invitations, note paper for thank-you letters, place-cards for the reception, printed matchbooks, napkins, cake boxes and order-of-the-service cards for the ceremony. You will be able to choose from a variety of styles and typefaces for each item you require; some stationers will customize designs. They can offer guidance with the wording of invitations.
How to work with them: You will have to provide the stationer with specific quantities. If you're having your invitations custom-designed, supply the stationer with sketches, color samples, fabric swatches, etc.
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Videographer
Timing: Six months to a year before your wedding. Popular wedding dates may be booked more than a year in advance.
What they do: The videographer will have several packages from which to choose. A professionally trained videographer will videotape your wedding. If you wish, special effects, titles or music can be added to your tape. The tape will be edited and should be available approximately two or three months after your wedding. They will make as many copies from the master tape as you wish but, like a photographer's negatives, this master will remain in their hands.
How to work with them: Make an appointment to view their demo tapes, which will give you an opportunity to judge their versatility and the quality of their productions. Supply the videographer with your wedding-day itinerary about a month before your wedding. Find out from your wedding officiator if there are any restrictions regarding videotaping your wedding ceremony.
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Wedding consultant
Timing: Six months to a year before your wedding. Most consultants advise that you contact them as soon as possible.
What they do: Some consultants work free of charge, others charge a fee for their services. Consultants who offer a free service act merely as an information center. Consultants who charge a fee for their services will plan as much or as little of your wedding as you wish. They'll do everything from establishing a wedding budget to finding and booking suppliers to helping create a whole style for the wedding. For each step in planning, they'll discuss all the options available to you and give you advice about your decisions. They'll ensure that everyone in the wedding party knows their role, and can even stay with you throughout your wedding day to make sure things run smoothly.
How to work with them: Make an appointment to discuss your plans. The consultant will ask about the type of wedding you want, and any ideas or problems you may have.
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