5 Tips for Negotiating with Wedding Vendors
A lot of couples have a big time misconception about wedding planning and negotiating with wedding vendors, and I want to share some tips about how to artfully and tactfully discuss pricing with your vendors. Almost every wedding vendor I know is a small business that has a family to feed, pays taxes and works hard to make magic happen for their clients. Truthfully I don’t know many of them that enjoy being asked to lower their rates, as it devalues the hard work that they put into every event that they work on.
My job as a wedding planner is not to bargain with vendors on pricing. My job as a planner is to educate my couples on the range of costs for the wedding services they need to book, and to help them find vendors that fall within their price point. My role is to also help with creative methods of making the most of their budget.
That being said, I’ve had many couples that have asked me to push for bargains and discounts, and so I’m sharing five tips for how to artfully negotiate while maintaining a great relationship with your vendors.
Do your homework about a vendor’s services before meeting them
It doesn’t make any sense to meet with a vendor who is out of your budget, no matter how much you love them. Be sure to request preliminary pricing with your vendors before meeting with them – especially for service-based businesses. While you may be willing to stretch your budget a bit for a vendor you really love, if they are thousands above your price point, it will save you both time to nix the meeting before it happens.
Be up front with your budget for that vendor’s services
A lot of couples are wary of this questions when vendors ask, and there is a misconception that vendors ask about budget so they can max it out. This simply isn’t true of any ethical vendor. The reason that vendors ask about budget is so they can qualify whether or not they can serve you best, and oftentimes, in the case of product-based businesses, to customize a design that suits your wedding AND your budget.
Ask for custom packages to suit your budget
Speaking of custom quotes, it’s a great idea to ask for customized packages that may suit your wedding better than the standard packages offered by a vendor. For example, if a photographer’s wedding package offers 12 hours of service, but you need 8-10, ask if there is a custom option available that suits the number of hours you need.
Consider requesting a freebie rather than an outright discount
In the example above, I mentioned asking the photographer for a custom package to suit a lower number of hours of wedding day coverage. A great approach would be to ask the photographer to throw in an engagement session, and lower the number of hours, rather than asking the photographer for discounted services.
Many vendors are much more willing to offer a freebie than an outright discount to their pricing. Negotiating on points like albums for photographers, stand rentals for wedding cake vendors, a toss bouquet from a florist, or extra decor for invitation suites from a stationery vendor are a better way to enhance your existing services without devaluing the work of the vendor.
Be polite in your dealings
I cannot stress this point enough. Many wedding vendors get multiple requests for any given wedding date, so approaching with a less-than-polite attitude may result in that vendor not even wanting to chat with you. While wedding vendors are business owners, the vast majority of them are well-intentioned people who want to show up and serve their couples well, and being rude will only result in them refusing your wedding outright. Be prepared for some vendors to be unwilling to negotiate on the pricing for their services – if you push the issue, you may damage your relationship with that vendor.
Finally…
Budget can be a touchy issue while wedding planning, and it can be tempting to want to push for discounts with every vendor. Bear in mind the tips above, and remember that a vendor who feels valued by their clients will likely go far above and beyond to ensure that the wedding is a smashing success, and a vendor who does not feel valued will do the bear minimum that the contract stipulates. Did we miss an important tip for negotiating with wedding vendors? Drop us a line and let us know!
Events by Whim is a team of Toronto Wedding Planners committed to creating intimate and elegant celebrations for Toronto’s discerning couples. Contact us today if you have any wedding planning questions or are ready to get started on your dream day!
- Published in Vendors, Wedding Planner Tips, Wedding Planning, Wedding TIps
Wedding Glossary – Toronto Wedding Planner
THERE ARE WAAAY TOO MANY WEDDING INDUSTRY WORDS, TERMS AND ACRONYMS, AM I RIGHT?!
Aisle Runner: fabric or other decor that runs the length of the aisle
A-Line: a dress shape that has a fitted bodice and a slightly flared skirt starting from the waist
Appliqué: a french word that means ‘applied’ and in the wedding industry refers to decorating fabric by applying and layering other cut pieces of fabric over it
Arbor: a group of branches or latticework that forms an archway for a bride and groom to stand beneath during their wedding ceremony.
AV: refers to audio/visual – most venues require you to work with an AV vendor to determine your sound and lighting requirements. Often work hand in hand with a DJ.
Ball gown: a tight, fitted bodice and definite waistline with gathered or pleated full skirt.
Ballet: a veil that falls somewhere between the knee and the ankle. Also known as a Waltz veil
BEO: Banquet Event Order – this is the document that outlines your final selections for food, drink and service times with your reception venue. This powerful doc will determine your service for your reception and must be signed off by the venue and the couple
Bentwood Chair: a popular option associated with laid-back, effortless elegance
Birdcage veil: skims the face and head, never falling below the chin
Black Tie: A formal dress code that calls for tuxedos and evening gowns
- Published in 2019, Wedding Planner Tips, Wedding Planning, Wedding TIps
Venue Spotlight: Crystal Ballroom in the Omni King Edward Hotel
There are few venues with the sheer opulence and grandeur of the Crystal Ballroom in the Omni King Edward Hotel.
Dubbed the first luxury hotel in Toronto, its history of hospitality is unparalleled, much like the Crystal Ballroom itself. Every space in the Omni King Edward drips with style, but the newly reopened Crystal Ballroom is truly a space like no other. If you are interested in reserving the Crystal Ballroom for your function, it is important to note that the venue is considered one of the most-sought after spaces, and should be booked well in advance of your wedding or event.
The beautiful space underwent a $6.5 million renovation to restore the ballroom to its former state, with many modern touches, like the chandeliers and state of the art AV system. The history of the space is impressive, dating back to the 1920s with some of the most high profile events in the city happening in this decadent space.
My favourite features of the Crystal Ballroom are the floor to ceiling windows that wash the room in bright, sunny light, which make for stunning wedding photos. The space is approximately 5,000 square feet, and so can host gala-sized events easily. I also love that the space is completely private from the rest of the hotel. The hospitality team is amongst the best in the city, and the history of the Crystal Ballroom is both extensive and interesting, a fine talking point for guests. Fine art wedding enthusiasts, designers and anyone who is a fan of urbane, romantic space will want to check out the Crystal Ballroom as soon as possible!
Whim Event Planning and Design is a team of Toronto wedding planners and day of coordinators, specializing in modern romantic weddings for fun, sweet couples who are madly in love. Get in touch with us today to start planning your dream day!
- Published in Vendor spotlight, Venues, Wedding Planner Tips, Wedding Planning, Wedding TIps
Date Night Ideas for Engaged Couples in Toronto
Wedding planning is a lot of fun, but can also be an all-consuming amorphous blob that takes over every aspect of your life. This can take a serious toll on your relationships, especially with your spouse-to-be. Since we’ve seen it all when it comes to pre-marital drama and heartache, we want to help you alleviate a bit of that by sharing great date night ideas to check out while you’re wedding planning. Bonus points if you avoid all wedding talk on your date night!
- Get crafty and make something special together
YayMaker, formerly known as Paint Night, is a fun way to spend an evening creating with your sweetie.
With locations across the GTA, you’ll have a ton of options when it comes to location and what you’ll be making. Options include painting on canvas or glass, planting terrariums and designing custom wooden signs! Soon there will even be an option for candle making and floral arrangement, too! This’ll be especially handy for you crafty DIY brides out there! If you decide to check out a YayMaker experience, use code ‘yaymaking’ to grab a discount especially for you!
- Check out a chocolate-making workshop!
Check out a fun workshop like those offered by Chocolate Tales.
These are great for beginners or those with a more advanced level of chocolate knowledge. You’ll get to roll up your sleeves and get very hands-on in a 90 minute session that will teach you how to make your own gourmet chocolate treats.
- Explore a park and have a picnic
This is an easy, low-cost option that can be done at the drop of a hat. My husband and I keep a blanket and basket in our trunk in the summer and if the mood strikes, we grab a few snacks and hit the road for the prettiest park we can find. Consider exploring High Park, which is so walkable, has tons of picnic spots and lots of animals to meet with. Very instagrammable, too!
- Take a cooking class
This is a personal favourite of mine. Married life, for us, consists of lots of cooking, and one of our favourite date nights is still to crack a bottle of wine and tackle a new recipe together. We rotate on who plays sous-chef but in the end, we have a lot of laughs and a delicious new dish to try out. We’ve only had minimal kitchen disasters 🙂
While it may be very tempting to cut back on date night during your year or two of wedding planning, consider adding a few options to your schedule to keep your stress levels low. Your engagement is a beautiful time to continue to deepen on your bond as a couple, and the saddest thing we see happen is when couples neglect their own bond and get too wrapped up in their wedding. The wedding will be for a day or two, but your marriage is for life! Keep those fires burning bright and prioritize your relationship all the time! What are some of your favourite date night options? Drop us a line and let us know!
Whim Event Planning and Design is a team of Toronto wedding planners and day of coordinators, specializing in modern romantic weddings for fun, sweet couples. Get in touch with us today to start planning your dream day!
- Published in 2019, Wedding Planner Tips, Wedding Planning, Wedding TIps
Planning a Wedding with Divorced Parents
The last thing you probably want to think about when you’re planning the most important day of your life is divorce. I know, it’s kind of a depressing topic, but the fact of the matter is, it affects a ton of people. On the optimistic side of things, I think it is very possible to create a positive experience while wedding planning with divorced parents. That said,
Planning a wedding with divorced parents can be hard.
This can create awkwardness during key moments during the wedding if not approached with sensitivity and open communication.
My parents had a rather acrimonious split when I was around 5 years old. I had some of these very same constraints to consider, as well as stepparents and estranged extended family members. I won’t lie, I had a few moments of real anxiety while I was planning, but in the end, all was well.
Here are a few tips that I followed to minimize the awkwardness on the big day.
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Have a sit down together or with each parent separately and show them your plans
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- Start the conversation well in advance of the wedding and get their input on important items like invitations, receiving lines, seating and dances. This should be a well thought out meeting, not a quick chat in passing. Be sensitive to areas where they may feel insecure. For example, if one parent is remarried and the other is single, perhaps suggest that the single parent still bring a date or a guest. Also be open and honest with your parents about items that mean a lot to you. For example, your parent may not be up for taking photos together, but they may agree to walk the bride or groom down the aisle. The key takeaway here is to listen to both parents and let them feel heard. Hopefully you will never go through a divorce, but they have and likely are feeling equal parts nervous and excited.
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Keep all of your cards on the table so there aren’t any surprises on the wedding day and be firm about your own boundaries. Your comfort is important here, too.
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- It’s totally okay to not want your mom’s new boyfriend to attend if your mom cheated on your dad with him. Just be sure that your mom is aware that this person is absolutely not invited out of respect for your father, so there aren’t any surprises and confrontations on the wedding day. It’s also okay to want a stepfather-daughter or stepmother-son dance if that person has played a big role in your upbringing, as long as everyone is aware in advance. Make sure both parents are aware of where they will be sitting, when in the program their speech will be and any other important details they are involved in. Keep in mind that no one likes to be caught unawares, and your wedding is a time for love, not petty revenge.
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Recognize them both equally
- The thing is, even though I had mixed feelings about my parents’ approach to parenting post-divorce and their relationship with one another, they’re both my parents. I found it very important to make them both feel recognized and loved for all that they did to raise me into the person that I am today.
Divorce is tricky, and requires you to tread through your wedding planning with a ton of sensitivity. Unfortunately not every divorced family co-parents well, but following the tips above will help to minimize any discomfort all around.
Events by Whim is a team of spunky Toronto wedding planners, specializing in modern romantic weddings for fun, sweet couples. Get in touch with us today to start planning your dream day!
- Published in Wedding Planner Tips, Wedding Planning, Wedding TIps
Wedding Photography Styles
We Whimlets enjoy taking the time to educate our couples and readers alike on different aspects of wedding planning.
Today’s topic is Wedding Photography.
Two questions that drive me crazy are ‘How much does a wedding photographer cost?’ and ‘Who is a good wedding photographer?’ It’s not that I don’t know the range of wedding photography costs or know of amazing photogs – the answer really is ‘it depends.’
What does it depend on? Well, you!
Photography is so insanely personal – wedding photography even more so! I think it’s much more important to nail down your wedding vision and thematic style before launching into the vendor search. You definitely want a wedding photographer who is experienced with your particular style and will capture your details accordingly.
For example, in the above team photo of the Whimlets, we wanted our shoot to be light, airy and full of fun. After working with Tom a few times, we knew that everyone would be very comfortable shooting with him and that natural fun would shine through in our photos. Tom has that innate ability to make people laugh and is super laid back, which always helps if you’re feeling a bit camera shy. His style is also modern and romantic, which works well for our company branding.
Based on this logic, it wouldn’t make sense to book a photographer who specializes in modern, moody photography to shoot a fine-art designed wedding or vice versa. Think strongly about the style of wedding you want to have, and the venue you’re booking. If you want dramatic photos, a space chock full of natural light may not be the best choice.
Our friends over at Here Comes The Guide have put together an awesome guide and glossary defining important terms about wedding photography, so you can feel confident going into those vendor meetings!
Whim Event Planning and Design is a team of Toronto wedding planners and day of coordinators specializing in modern romantic weddings for fun, sweet couples. Get in touch with us today to start planning your dream day!
- Published in 2018, Vendors, Wedding Planner Tips, Wedding Planning, Wedding TIps
7 Things That Drive Wedding Cost
Today on the blog we’re addressing a common question that we are asked on almost a daily basis. The first question we get from most couples is “How much do weddings cost?”
You’re going to be a bit mad at me for this answer, but..
It Depends.
There, I said it. A wedding can cost as little as the cost of the marriage license (averaging about $140.00 CAD in Toronto area) and the cost of an officiant (averaging $400-600 CAD in the Toronto area). Technically that plus two witnesses is all you need to get married. However, you probably wouldn’t be here on this post if that’s all you are looking for in a wedding day. In that case, we’ve broken down the major driving factors of wedding cost in Toronto.
What drives wedding cost?
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Guest Count
Probably the biggest factor that drives wedding cost is your guest count. The number of guests you have will dictate the size of space you need as well as the number of tables, chairs, table rentals, invitation suites, favours, and the list goes on. If you can have an intimate wedding rather than a massive gala, you’re likely to save on a whole host of costs.
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Venues
The Design Exchange, a beautiful historic space in downtown Toronto. Tara Lilly Photography.The next biggest factor is your venue – are you looking at a chic downtown ballroom, a historic estate or perhaps a stylish art gallery or museum? Whichever way you go, there are specific costs associated with any choice. For example, some downtown venues require a landmark fee and you’ll need to pay for parking for your guests. Typically a non-traditional venue like an art gallery or museum will not offer in-house catering, but will require you to use one of their preferred caterers. Other expenses to consider with a non-traditional space is the cost of rentals like tables, linens, chairs and place settings.
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Decor and Design Style
What’s your design style? Are you a minimalist and into plenty of white space and candlelight? Do you love lush florals and over the top draping and lighting? Either way, your design style will have a significant impact on your budget. A few tips to keep the costs down – go for in-season blooms with plenty of greens on your guest tables and reserve any over-the-top larger florals for the head table and family tables.
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Quality and Experience of Vendors
Who is on your wedding squad? There are literally tonnes of wedding vendors in the Greater Toronto Area, and as such, you have your pick of vendors at almost every price point. You may be able to score some great deals with newer vendors seeking to establish themselves in this very busy industry. That said, always remember that you get what you pay for, and sometimes if a deal seems too good to be true, it probably is!
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Time of Year
It is well known that wedding season peaks in Toronto from May until September, and venue pricing reflects this. If you have any flexibility with hosting your wedding during the off season, you’ll find that many venues offer incentive pricing for this period. That being said, there is always intense competition at very popular venues, so booking early is your best bet to secure optimal pricing while locking in your preferred date.
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Day of the Week
If you can’t avoid a summer wedding, you could look at an alternate day during the week apart from Saturday. Many venues offer better pricing here, and it may also help influence the size of your guest list as well.
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Time of Day
Lastly, hosting a luncheon wedding reception rather than a full dinner can seriously influence your overall budget as well. Typically a luncheon will have a lighter meal or even a buffet or cocktail style, and the bar is typically limited to a few cocktails and/or wine.
So there you have it – the 7 things that drive wedding cost! We’re confident that you can have the most beautiful wedding day ever as long as you keep these items in mind when planning your budget!
Whim Event Planning and Design is a team of Toronto wedding planners and day of coordinators specializing in modern romantic weddings for fun, sweet couples. Get in touch with us today to start planning your dream day!
- Published in 2018, Wedding Planner Tips, Wedding Planning
The Pregnant Wedding Planner – Confessions From the Trenches
by Alisha Chadee
What an amazing year 2017 has been, and we still have lots to go! This year I saw Whim take on more weddings and corporate events than ever, with a stronger focus on ideal type clients. We did a complete brand relaunch late last year, and the results have been spectacular! We collaborated with amazing friendors, and made a bunch of new ones! I personally had a huge change in my personal life, too! After two and a half blissful years of marriage, my husband and I discovered that we are expecting our first little human! We’ve affectionately dubbed our little nugget ‘Pooklet’ and we’ve had many adventures with our unborn son this summer! He’ll make his debut in October, and we’re all eagerly awaiting his arrival, as he’s the first grandkid on both sides of the family, so it’s like I’m carrying the Messiah in my womb right now. No pressure or anything :).
Speaking of adventures, being a full time wedding planner, business owner and all-around girl-boss is challenging on its own, but adding the unexpected and hard-to-predict symptoms of pregnancy made this year a whole new ball game for me. As a pregnant wedding planner, I had to really change the way my days flowed, especially wedding days. My typical wedding days can be anywhere from 8-14 hours – averaging out at about 12 hours or so. Fighting through nausea, fatigue and coping with an expanding waistline meant that I had to change my approach to pretty much everything. Lucky me, since I pretty much just figured it out last season LOL! However, I’ve made it through the busiest part of our season, and I have a few tips to share with those of you out there who might be in the same situation now or soon!
Be Real With Yourself & Your Clients
I disclosed my pregnancy pretty quickly to my clients, but when you do so is totally up to you and your comfort level with sharing the news. I found out I was expecting in February, and we shared the news in April. My wedding season had started in February (I found out the day after our first wedding), and I had quite a full calendar in May so I let those couples know that I was expecting by April. I let them know that this wouldn’t affect my ability to finish planning their weddings or my availability on the day of. That said, I did let them know that I would be bringing on extra help for any lifting or running around that might need to get done because I was fighting serious fatigue in my first trimester. Having that discussion early on helped to manage expectations, and helped my team have contingency plans in place for each of our weddings going forward. This also led to a fabulous expansion of our team with Ilina and Sylwia coming on board! This put my mind at ease because any events for later in the year now had full coverage and all of our clients were happy with the solutions we offered.
Stay Hydrated & Keep Snacks on Hand
This is super important, especially if you’re fighting through that first trimester. I learned very quickly that morning sickness isn’t confined to the morning, and it hits like a bat out of hell with little to no warning at all. The telltale symptom for me was a deep and gnawing hunger pang that came almost out of nowhere, and I knew if I didn’t eat within 5 minutes, I’d be really sick. After one unfortunate incident in a Tim Horton’s drive through, I learned to keep water and snacks everywhere, from in my office to in my car to in my emergency kit and purse. Granola bars, nuts, dried fruit, dry cereal, cookies.. pretty much anything that I could access quickly. As lovely as it would have been to completely ride out my morning sickness in the comfy confines of my bed (I was sick for about 12 weeks straight from week 10 to week 22 or so), that just wasn’t realistic, as I had tons of events to prepare for, meetings to go to and clients to wow. Yet throwing up in the middle of a meeting because I hadn’t prepared properly also wasn’t an option. Also that’s just gross.
Gear Up, Take Breaks & Delegate, Delegate, Delegate!
Any wedding planner worth their salt will tell you that comfortable low-heeled or flat shoes are an absolute must to get through the long hours of a wedding day. If not, you’ll be rocking a serious party hunch the next day if you can walk at all! This is doubly true as a pregnant wedding planner! Invest in a pair of orthotics or other well fitting and well-supporting shoes because your body is already doing a heck of a lot without the added strain of no arch support! I also found it useful to invest in a few dresses/pantsuits that accommodated my ever-expanding waistline and kept me feeling light and comfy throughout the day. Depending on the stage you’re at, you may not even need maternity dresses specifically – just flowy dresses and tops could do the trick! Lastly, the hardest but by far the most important lesson for me was to trust my team and delegate more than ever. We created task lists for our assistants and on the day of, if I needed a minute, I delegated duties to my assistant(s) to take the load off of me a bit so I could rest or sit down as needed.
Honestly, Whim has amazing couples and each and every one of them felt super invested in my pregnancy and made the experience beautiful for me. It’s so lovely working with all of our brides and grooms and I felt so well taken care of by every venue I worked at! Between my couples, my team and our venues, little Baby C has been living the good life while mama put in work! With a little bit of preparation beforehand, you too can get through a busy wedding season while growing a human! Leave me a comment below and let me know what it was like for you getting through a busy wedding season while expecting!
Whim Event Planning and Design is a team of Toronto wedding planners and day of coordinators specializing in modern romantic weddings for fun, sweet couples. Get in touch with us today to start planning your dream day!
- Published in 2017, Wedding Planner Tips, Wedding Planning
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