Eating your money - Making the most of your event catering bill

Believe me, as an event planner I have seen that it is EASY to blow through $20,000+ by feeding (and giving alcohol to) 185+ people. For privileged couples this type of budget allowance is available. But, for those unable or unwilling to shell out that much money, may I suggest the following tips:

• Understand the correlation between the cost of catering and the number of mouths that you feed. Although the ‘quality’ of food that you serve your guests will increase or decrease the cost of catering for your event, you must first understand that the number one factor for enormous food bills is number of mouths that you are feeding.  If you are planning on inviting 100 guests to your reception then you need to plan to feed those 100 people.

If after doing the numbers with your caterer you do not have the funds to feed everyone on your invitees list, then it is time to re-evaluate your guest list. When it comes down to it, if you don’t have the money you don’t have the money. There is nothing to be ashamed about. However, you will need to modify your list to include only the most important persons.

"But we HAVE to invite everyone on our list to the reception!" Not true. Consider throwing a party where hors d’oeuvres and drinks can be served. When it comes down to it, a big reason that hurt feelings happen may be because people want to have an opportunity to share in your moment and in your joy. Creating a moment for those that you cannot afford to have at the reception is perfectly acceptable.

• Go heavy on the hors d’oeuvres . Although you may be serving a meal at the reception, consider adding a one-hour long cocktail party to allow guests to quench their post-ceremony hunger. Guests that eat before dinner will eat smaller portions and are less likely to go back for second portions. Go "fancy" and have butlered hors d’oeuvres passed to the guests, alongside "do it yourself" hors d’oeuvres stations.
• Filler, filler, Filler. Filler foods are foods that fill stomachs fast and for little money.  Have you ever eaten at a restaurant that first serves bread? Bread is an excellent filler. As for class, try using an exotic pasta, bruschetta + toppings, and other such foods that will take-up room in a guest’s stomach. Another helpful tip is to have the filler foods waiting at guest tables for the guests, so that they can get started with their eating before the food line opens or wait staff begins their service.
• Control your guests’ portions. Even (and especially) if you are offering a buffet, ask your caterer (or volunteers) to stand behind the foods to dole-out portions. Portion control is an easy way for you to save big dollars on large amounts of food that would otherwise not be consumed because most guests would not eat so much unless it were free.
• Post-dinner pickins. Especially when serving guests alcohol you may wish to consider erecting a few small hors d’oeuvres stations posted throughout the ceremony space. Guests that are dancing and drinking are likely to search the venue for a few crackers and cheeses, fruits, or sweets to munch on. As a bonus, giving guests reason to munch will allow for [slightly] less alcohol consumption. Keep in mind that for convenience sake you may not want to serve foods that require refrigeration or constant heating. (Food poisoning guests = icky.)
• Plan for the staff gratuity. In many situations the gratuity for the wait staff, bartenders, and food captains will be directly added to the food bill that you endorse from the caterer or venue. However, some companies will allow you to add-in your own gratuity based upon your experience. In either case make a decision that you are going to plan for the staff gratuity instead of being shocked or put-off by it. After all, the staff gratuity helps the people behind the wait staff uniforms to feed their own families.

Happy eating!

Best,
Alisha Forrester Scott, Owner
La Ruche. event design studio.

You can e-mail AFS at: studio@enterlaruche.com

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The “W” Word

Ever heard that when shopping around for wedding vendors, as soon as they know it’s really a wedding service your shopping for, the prices magically rise? In some cases it’s true. Obviously, even if you can dance your way around the subject for a while, your vendors will eventually “find out” that they are selling their services or products to a bride. But how can the tips below help? If they quote you a price for a “non-wedding” service or product, they can’t change their prices once you tell them it’s actually for a wedding. And if they do - well, maybe you should find different vendors!

To be fair - there are a TON of great, honest, and talented vendors out there that will quote you the same price for wedding and non-wedding events alike. They are definitely the ones you want to work with! But, we must also remember that sometimes a wedding-related service DOES cost more. For example, you can’t tell a photographer that you want to hire her for a photo shoot, book her for a few hours, THEN tell her “Oh, by the way, we’d like you to be around all day because it’s actually our wedding you’ll be photographing.” It just doesn’t work that way!

Check out what we have below for some helpful hints on working with specific vendors.

Florist

Instead of saying you need reception centerpieces, altar arrangements, and personal flowers for your entire wedding party, ask something like “I’m having a party and need some arrangements for the tables. I like lilies, roses, and daisies and I’m looking to spend no more than $2000. What are my options for that price range?”

They may ask what kind of party or how many pieces you need and catch on pretty quickly (they are professionals, after all, and have been doing this for a long time). And remember that if you want them delivered or they require a special setup process, their price may rise in the end anyway.

Cake

Not all cakes are labeled “wedding cakes”, thank goodness. When shopping around for cake, try asking something like “I need a cake for a dinner party. I’m looking for something a little different, though, maybe something with square tiers in a pale pink color.” If you need a cake for oh say, 400 people, the baker will wonder. Consider your options: you could get a smaller cake from ABC Bakery that will act as your main cake, and sheet cakes from XYZ Bakery in order to feed the rest of your guests.

Dresses

While it can be particularly tricky to find a “wedding dress” without asking for a “wedding dress”, it has been done! If you’d happily wear a dress with a simpler pattern or one that doesn’t really look like a “wedding dress” at all, try looking in places that aren’t strictly bridal salons. Look for white dresses anywhere dresses are sold. Or, if you find a dress you love, ask if it can be ordered in white. Depending on who makes it and where your buying it from, special ordering in different colors than you see on the rack is sometimes an option.

For bridesmaids dresses, the same thing goes. Just because you’re not shopping in a bridal salon doesn’t mean you won’t find dresses that flatter your bridesmaids and coordinate perfectly with your color scheme. Keep in mind that dresses made specifically for “special occasions” (and to go on six girls for the same event) are sometimes more cheaply made then those that are usually bought one at a time. Check out this great article from Bridezilla about cheap bridesmaids dresses and other wedding scams!

Caterer

For a small reception (150 or less), telling your caterer that you’re having a large dinner party would suffice. Because in essence, that is what you’re having. Depending on whether you’re wanting plated meals or a buffet, the price will be different.

Venue

When calling around to get information on venues, merely state that you’re looking for a place to hold X number of people for an event you’re having. Ask for weekend AND weekday rates (many times they are different). It is possible to book a place without them knowing that it’s a wedding, but they will find out eventually (if not before, I think walking into the place in a wedding dress and a groom on your arm might just be a dead giveaway :P).

Photographer & Videographer

For these vendors, a wedding truly means more work, so don’t be surprised when their wedding packages are more pricey. But in all fairness, while you may be paying more, but you’re definitely getting more, too. You can just schedule a shoot with normal sitting fees, etc. with a photographer for your engagement pictures. But, it is good to let them know what these pictures will be for so they can advise you on what to wear and give you more helpful tips.

From Real Simple
*Side note: I like the looks of the bouquet…but I can’t stand the smell of Baby’s Breath. Yick!

In the end, don’t lie. It’s just not nice! But at the same time, neither is charging more for something just because it’s for a wedding. Use those smarts and go get yourself some honest deals!

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The Wedding Salon {Special Offer}

Good day! This is for all of you Somerset, NJ (and surrounding area) brides out there that would consider yourselves to be pulling out all the stops when it comes to your wedding. If you’re looking for luxe items and top-notch vendors in your area, The Wedding Salon is the event for you. Jeremy sent this to me so thought I’d share:

You and a Guest are Invited to Attend The Wedding Salon at
The Palace at Somerset Park, NJ
June 25th
3pm-8pm

Discover the latest luxury trends, meet top vendors and see
an exclusive Vera Wang Bridal Fashion Show

-Beauty Consultations
-Cake Tastings
-Amazing Table Décor
-Book Signings
-Great Gift Bags

Receive $50.00 Off Admission!

RSVP With Code: WedFanNJ08P at www.WeddingSalon.com

For $25.00 Tickets Good For Two!

Call: 212.631.7777 | Jeremy@WeddingSalon.com

www.WeddingSalon.com

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“Hiring” Family and Friends

{It has been way too long since we’ve posted something more informational than not… so here you go! Hope you find it helpful.}

Lots of brides are on budgets, I’d venture to say most, and many have budgets that are somewhat “small” (which, true, is a relative term). That being said, the temptation of hiring family and/or friends for wedding-related services and products can be a slippery slope when trying to navigate through any etiquette, feelings, and everyone’s opinions.

So! Before you go off asking anyone you personally know that can arrange flowers, make cakes, or sew dresses to help you out or give you discounts, read on for a few tips.

1. Know what you’re getting yourself into. Just because you have known someone for years and have always had a great relationship with her doesn’t mean that she is up for setting her life aside to do something for you (although, it very well might be the case). If she is willing, though, make sure you know exactly how things will happen. Is she (or he) reliable? Does she do good work and work that you like? Does she have a style similar to yours? Does she really care about the things she creates or will she just throw something together for you? And most of all, know exactly what she expects from you in return. It might be something as simple as a thank you note. Or, if she makes cakes for a living, she might like some professional photographs to put into her portfolio. You’ll never know unless you ask, so make sure you work it out in advance!

2. Take it seriously…and make sure she does too. While you might not care if your cake is not EXACTLY how you pictured it or the wording on your invitations is just a little different than what you expected, you should treat your agreement with any friend or relative you “hire” like any other vendor you hire. Have a written letter of agreement and outline all of the specifics. And perhaps more importantly, make sure she takes her job seriously as well. If her service to you is also her career, she probably will, as she just wants you to be another happy customer!

3. Be thankful (don’t take anything for granted). Realize how much time your helper is putting in to whatever favor you’re asking of her. You might ask her to make a simple veil for you, but your idea of simple might actually take a good number of hours. And on top of that, if something does take a lot of work or time, she is giving up doing something else (like working or her own hobbies) to complete the project for you. So, when you get the final product, don’t forget to say thanks and really mean it!

4. Expect things to go wrong or not to plan, and manage to not get too upset. This is just good to keep in mind for your entire wedding planning process and wedding day. Humans are humans! We all make mistakes. And yes, while your wedding might be the happiest day of your life up until this point, for all of your vendors, it’s just another day at work. For your friends and family, of course, they are more connected to you than most of your other vendors and are probably more happy about the day’s events. But, that being said, any friend or family member you ask to help you out will probably be less focused on providing the perfect product or service and more on seeing you blissfully happy which believe it or not, can cause more problems than you’d think. So, prepare yourself for little hiccups and don’t let them “ruin” you day. After all, as long as you’re married at the end of the evening, the event was successful, right?

5. Tangibles talk – say thanks with real “oomph”. While you may not honestly be able to afford a monetary gift or your helper may simply refuse one, that doesn’t mean you can’t say thanks and really mean it! Perhaps sending some flowers or a basket of goodies would do the trick. Above all else, make sure you include a very will written and meaningful thank you note. Nice stationary, neat hand writing, and mention of specific tasks your helper did for you along with a few lines of how truly grateful you are should work nicely!

6. Be weary of those that volunteer and give them realistic expectations. If someone volunteers their services or to provide something for you, make sure you know exactly what she’s up for. Perhaps she just wants to sew you a ring pillow…not all of your bridesmaid’s dresses. Know what’s she’s willing to do and don’t try to push her into doing more than she volunteered for!

7. Have an exit strategy if something goes wrong. As mentioned before, things will go wrong! It’s inevitable. So, if your grade school friend who volunteered to do your hair for the big day (she was always so great at slumber parties!) does a horrible job during the test run and you can’t stomach seeing what she might turn your hair into for you wedding day, make sure you have a way out. Perhaps something like this: “Thank you so much for doing a test run on my hair! I think, though, that I might just go to the salon instead. That way you don’t have to invest in any tools you don’t need to make my hair look this and that way and you don’t have to deal with my crazy nerves and super picky taste! I really appreciate your offer!” And note, don’t set things like this in stone unless you are absolutely positive that she can provide you with what you want. Save yourself from hurting feelings if you can!

All in all, asking a family member or close friend to do something for you regarding your wedding isn’t necessarily a bad thing. Just know exactly what you’re getting yourself into!

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Signing on the Dotted Line

Your palms are sweaty. You feel a bit weak in the knees. Your eyes might start to water… I’m not talking about the marriage proposal here. I’m talking about signing your vendor contracts. For some, the idea of signing over a few grand might be no big thing, but for others, it can be a gut-wrenching ordeal. Have no fear. The contract signing fairy godmother is here!

The purpose of your vendor contract is to confirm the specifics that you and your particular vendor have agreed upon. You want your money’s worth and your vendors want your money! The best solution? A contract that includes the who’s, what’s, when’s and where’s of all services, payments, and schedules.

Start your vendor search early and be very selective throughout the process. Choose vendors you not only like because of their style, but because your personalities mesh and you would be happy to have them there on the day of your wedding. Once you find “The Ones,” the next and very important part is to draw up a contract or letter of agreement.

Usually, the contract will come from the vendor side of the relationship, as they work with them often. Once in a while, though, you might work with a vendor who doesn’t have any type of contract to start with, so you might want to step in to make sure no details go missing.

Your contract or letter of agreement should include the following:

1. Bride’s and Groom’s name, or name of the person paying for the good or service
2. Vendor information (phone number, address, fax, and most importantly, your contact person)
3. A list of every single service that vendor is providing and the specific dates and times each task is to be completed
4. A list of rules or guidelines you must follow (for example, your baker might require you to return some of the tools used to hold up the cake)
5. The arrival and departure time of the vendor (i.e. photographer) or the time the product (i.e. cake, flowers) will arrive
6. A contingency plan in case something happens to the vendor and s/he is unable to complete the services
7. A cancellation plan (just incase)
8. Dates that your payments are due, and what happens if they are late
9. Dated signatures of all parties involved

Just remember: Deep breaths. You can do it!

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Bring On The Florists

As we all know, time is money. Make the most of your time with your florist by being prepared. Below we have most, if not all, of the information you should have with you when you meet with your florist. It should make both of your jobs easier! You’re not under pressure to come up with ideas on the spot and your florist already has everything written down. Plus, thinking about everything in advance will help keep you from forgetting things later.

Dates, places, and times are all very important. When it comes to personal flowers and venue arrangements, make sure you have the names of who gets what and the type of flowers you want (or the colors and style you’re going for) for each person and arrangement

The Information:

Wedding Date, Day of week, and Time
Bride’s and Groom’s Information (Phone Numbers and Addresses)
Ceremony Venue (Address, Phone, Contact Person, Set-up Time, Restrictions for the Facility)
Reception Venue (Address, Phone, Contact Person, Set-up Time, Restrictions for the Facility)
Photographer (Name, Phone, Arrival Time)
Notes on your wedding colors and styles

Bouquets
Bride’s Bouquet
Toss Bouquet
Maid of Honor
Maids and Junior Maids (List their names and bouquet flowers)
Hair Flowers (List names of those needing flowers and type of flower)
Flower girls (Names, Ages, and Accessories Needed)

Corsages/Nosegay
Mother of Bride
Step-Mother of Bride
Mother of Groom
Step-Mother of Groom
Grandmothers (List Names and Flowers)
Guest book/gift attendants (List Names, Position, and Flowers)
Vocalist/Musicians/Readers (List Names, Position, and Flowers)
Cake/Food/Punch/Hostess (List Names, Position, and Flowers)
Special Corsages for Friends and Relatives (List Names and Flowers)

Boutonnieres
Groom
Best Man
Groomsmen
Ushers (List Names and Flowers)
Bride’s Father
Bride’s Step-Father
Groom’s Father
Groom’s Step-Father
Grandfathers (List Names and Flowers)
Ring Bearers (List Names, Ages, and Flowers)
Clergy
Special Bouts for Friends and Relatives (List Names and Flowers)

Ceremony Venue Flowers
Altar Flowers
Other Decor (Unity Candles, Candelabras, Program Basket)
Aisle Decor (Runner and Length)
Memory Arrangement
Special

Reception Flowers
Table Décor (Know the size and number of tables, and the flowers you’d like the the arrangements)
Other Reception Needs (Card Box, Cake Flowers, etc.)
Special Room décor

Don’t forget to ask about and get in writing (in the contract) the delivery time and set-up fee for the ceremony and reception!

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11 Questions You MUST Ask Your Photographer

Photographs may be the best thing to look back on once the wedding is over. It’s important to get exactly what you want! Ask these questions to photographers as you interview them. We give you some idea of what to look for in their answers.

Do you specialize in color or in black and white?
You want a vendor who can do both, but someone who specializes in what you want the most of. Say you have your heart set on black and white photography? Pick someone who specializes in that!

Do you use digital technology?
Digital cameras allow the photographer to do a lot of special effects and some other unique things. Using digital is also another way to stay green. Less chemicals are needed to develop your photographs!

What is your style?
Whether it be traditional or photojournalistic that you prefer, make sure you see examples of both. You may love the story-telling style of photojournalism, but traditional formal pictures are also a great thing to look back on.

May we see your portfolio?
When you ask this, make sure you see an entire wedding, not just the best shots from a number of different weddings. You want to see his work from start to finish, not just “The Best Of”.

How do you charge? Do you have package prices or charge by the hour and for prints?
This will depend on the photographer. Make sure what they offer fits your budget!

How many hours are included?
Keep in mind when scheduling that often photographers start shooting 90 minutes prior to the start of the event. You want them to capture all the important moments, like the ceremony, the first dance, and cake cutting. As the party winds down, they probably won’t be needed.

How many pictures will be taken?
Again, this depends on the photographer. Some take unlimited pictures in a given time, other shoot simply a number of pictures, no matter how long it takes. With a photojournalistic style, go for time, not number of pictures. You don’t want to miss a great photo op. just because you passed your 300 picture limit!

Who keeps/owns the negatives?
Photographers make their money off of selling you prints. If they give you the negatives, you’ll be able to make prints yourself. While this might seem like a good deal, it might mean the photographer is somewhat inexperienced or is charging you too much in other places. Look at all the aspects of the photographer before making your final decision.

What types of cameras will be used?
This will vary from photographer to photographer. Using the most up-to-date equipment is important, unless you are specifically going for a vintage of film-only feel.

How long after the wedding will we get to see pictures?
Make sure you have a length of time written in the contract. Without it, you may never see you wedding photographs again!

Will the pictures be available online?
This is a great way to share your photographs with your family and friends. This may also allow the photographer to sell more pictures to those wanting to purchase some.

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10 Questions You MUST Ask Your Caterer or Banquet Manager

The largest part of your wedding budget is usually the reception and the food that you provide during. You want to get the most for your money!! When looking for a caterer or a place to have your reception, ask the vendors these questions. We have provided some things you should look for in their answers.

Do your prices include china, glassware, and other service pieces?
If not, find out how much extra these things cost. Don’t find out the hard way, by finding out that the plates you picked were an extra 300 dollars.

Do we get a choice of color and style?
The will depend on the venue or caterer. If they do not have what you want, ask if you can rent something you like better or if they can find it for you.

What is the normal wait staff to guest ratio?
This will depend on your serving style. Make sure they are able to handle your requests for number of guests and serving style.

Is there an extra charge for pouring champagne and cutting cake?
This is just something that you could avoid paying if you ask in advance. Again, always ask about the small print.

What non-alcoholic beverages are available?
If you’re having a bar with alcoholic beverages, make sure you have options for those who don’t drink. Coffees and teas are also a great option for the guests who party into the wee hours of the morning.

What happens to the left over food?
Is left over food just thrown away? Can you be a little more socially responsible and give left-overs away? What are your options here?

What is your employee policy on smoking and drinking?
Only hire them if their policy fits with what you believe.

How much of the food is made from scratch?
This may or may not matter to you, but it’s a good question nonetheless. Along with this, ask if they use local food suppliers. If they do, they are helping out your local economy.

What will the wait staff wear?
Make sure they fit the formality of your event. If not, see if there is something they can do to alter it.

(For off-site caterers: ) Are you familiar with the kitchen facilities at our reception site?
If yes, then great! If the answer is no, ask if they can check it out and familiarize themselves with it so that there are no big surprises on the big day.

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9 Questions You MUST Ask Your Videographer

Not everone choses to have videographers at their wedding, but videos are a great way to relive the day. With the ability to highlight special moments and cut out the not-so-exciting times, videographers have a lot to offer. When you look into hiring one, ask him these questions. We have given you some things to look for in his answers.

Are you the one that will be videotaping the wedding?
The person with whom you speak should be the one actually recording the wedding. You don’t want to get to know a videographer and then find out that he’s not the one actually recording.

How many cameras will you use? How many people are on your team?
You want at least 2 cameras and people to operate them. This way you can get more than one point of view. You may want more than two depending on the space and number of guests, just make sure you don’t have too may!

What type of cameras will you use?
The higher the lines of resolution, the better. Digital cameras have 530 lines of resolution (compared to super VHS and Hi-8 with 400 lines of resolution and VHS cameras with 230).

What kind of lighting do you use?
This will depend on the videographer, his equipment, style, and your venue. Ask to see some examples of video shot in places with similar make-up as your venue.

How many and what kind of microphones do you use?
The groom and other performers/readers should have a microphone during the ceremony. Anyone giving a toast, blessing, or announcement should have a microphone during the reception. Discuss this prior to the event with your videographer and how the microphones will be transferred from person to person if necessary.

How do you edit the video?
Non-linear editing on a computer is the most recent form of editing. The longer it takes to edit the video, the more expensive it will probably be. Taking 40 hours to edit an entire video on computer is no unusual.

How do you stay up-to-date in the videography business?
Staying current on what’s going on in videography is very important. Ask if he attends conventions and is a member of professional organizations. Big points go to a videographer that belongs to the Wedding and Event Videography Association.

May we see some samples of your work?
When you view samples, make sure the person you are talking to, who should be the person recording your wedding, actually shot the samples you’re seeing.

What other services or special effects do you offer?
Some videographers offer packages that include rehearsal coverage, montages, and love story videos. They may also be great at certain special effects. Get a complete list of what they can do so you know their limitations.

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13 Questions You MUST Ask Wedding Vendors

Interviewing vendors can be a long, tedious task! You might as well make the work worth it! Here are some questions to ask your vendors to determine if they are first, a good business to work with and second, someone who will deliver the goods and services you want. We start with some general questions for ceremony and reception venues. We also give some examples of what you should look for in answers. Happy searching!

Some general questions to ask:

How long have you been a ___________?
Of course you want experience! But if there is a newer vendor in town, make sure you see his or her work and speak with a few references.

Do you specialize in weddings?
A vendor that specializes in weddings will probably follow the trends more closely and know what’s going on in the world of weddings. But aside from that, their work may be perfect for your big day, whether they are wedding specialists or not.

May I have a few references?
In fact, ask for the last three clients the vendor had. If you ask for just any three, he’ll give you some of his best clients. If you ask for just the last three, you’ll get a more consistent feel for his work.

What licensing to you need and have for your work?
This will vary from vendor to vendor, and not every vendor will have or need licensing. A legit business license is a good place to start.

How do you stay on trends and maintain your education?
There are lots of trade shows and professional organizations out there to keep up with trends and education. If a vendor belongs to organizations and attends trade shows, that’s great! At the same time, it’s not necessary. You may see a difference in work between the two, so make sure you see their portfolio!

Questions for Venues

Will our event be the only one happening that day and time?
In most cases, you want your event to be the only one happening that day and especially at that time. Something hours before your event might not interfere, but ask about all the events for that day so that you know for sure you don’t have to work around anything or anyone.

Will there be a site manager? What are his duties and contracted hours?
Site managers are very helpful to have around. They know “the drill” and where everything is located at the venue. She could have a range of obligations, so make sure you know what they are. Make sure she is there until the very end of the event. She will most likely be the one who makes sure everything is packed up and put away so you don’t get charged with damage fees.

What are the limitations of the site?
This could be anything from no rose petals on the aisle to no candles on the tables. Make sure you know what the rules are so you don’t unknowingly break them and get charged.

What are the hidden charges that most people don’t know or forget about?
Ask about “the small print”. Don’t skip over anything in your contract; make sure you know what ever charge is for and what you’re getting.

What time regulations and decorating restrictions must we follow?
Your venues should be very specific with what time you’re allowed to show up and what time you must be off of the property. If they are not, you should be. Decoration limitations may sound silly, but make sure you ask. Some historic sites might not allow candles, others might not allow the use of tape. You never know, so be sure to ask.

If outdoors, is there an inside area incase of rain or other undesirable weather?
The answer to this may be yes or no. You’re taking your chances when it comes to weather. If the site doesn’t have an indoor backup plan, you should find one on your own.

Will we need parking attendants or security?
This will vary from venue to venue. Ask what they would recommend if you’re unfamiliar with the part of town the venue is located or what the parking is like there.

What is the wait staff to guest ratio?
The ratio you need depends on your style of service. For a more formal style of a plated dinner, you’ll need more wait staff than if you were to have a buffet.

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