Curating Your Wedding Venue Vendor List
Let's talk about a big part of the wedding planning puzzle for couples, Choosing Their Vendors. We looked at the benefits of a Wedding Venue Vendor list in our last blog so continue with the art of crafting the perfect vendor list that benefits everyone. With so many fantastic options out there, it's essential to consider some key factors. Here are a few pointers we have found to be crucial in the process.
Research and Vetting
Start by researching potential vendors in your area. Look for those with strong reputations, positive reviews, and experience in the wedding industry. Vet each vendor by meeting them in person, reviewing their portfolios, and checking references.
Diversity and Options
Offer a diverse range of vendors to cater to different tastes and budgets. Include vendors who specialize in various styles, from traditional to contemporary, ensuring that all couples can find options that suit their vision.
Quality Over Quantity
While it might be tempting to include as many vendors as possible, it's better to focus on quality. Providing a smaller list of highly recommended vendors is more valuable than an extensive list of average options.
Vetting
Now, decide on your method for evaluating the vendor options. This could involve arranging a tasting, taking a tour, visiting their store, reviewing samples of their work, and reaching out to past couples or people you know. Ash the vendor for testimonials from other venues & follow-up. Ensure they have capacity to take on your venue, Are they a required vendor elsewhere? You might even consider having them participate in a wedding at your venue beforehand.
Regular Updates
The wedding industry is dynamic, with new vendors emerging and others closing shop. Regularly update your vendor list to ensure it remains current and reflects the best available options. Periodic reviews and feedback from couples can help keep your list relevant and high-quality. Consider reviewing at the same quieter period each year and put an automated survey in place specifically asking your couples about their vendors. Accept that you will have to remove some vendors over time, this is bound to happen, and anticipate how that will be handled with vendors and clients, ensuring your venue's best interest is kept at the forefront.
Transparency and Honesty
Be transparent with couples about how vendors were selected and any relationships you have with them. Honesty builds trust and ensures that couples feel confident in their choices.
In the same respect, be honest and direct with your vendors, and communicate concerns or problems you are experiencing in the venue. Treat them as part of the extended team. You can even add them as a customized viewer to your venue management software with Britebiz. Everyone is on the same page.
Agreement
Consider having a written signed vendor agreement so all eventualities are clear in advance to both you and the vendor.
Essential Categories to Include
When curating a wedding vendor list, it’s important to include a variety of categories to cover all aspects of a wedding, allowing for trends and couples reaching for wow or unique factor.
However here are some essential categories to consider:
1. Caterers
Food is a central element of any wedding celebration. Including a diverse range of caterers on your list can cater to different tastes, dietary restrictions, and budgets. Ensure the caterers have extensive experience with weddings and offer menu tastings for couples.
2. Photographers and Videographers
Making sure those unforgettable moments are captured is super important for couples. As a venue, you might snag some breathtaking shots of your space, and your couples may share and allow you to share them on socials after the day. That's why it's essential to recommend photographers and videographers whose style aligns with the aesthetic of your venue.
Look for professionals who are experienced in shooting weddings and have a strong portfolio., visible online.
3. Florists
Florists play a significant role in setting the ambiance of a wedding. Include florists who can create various styles, from classic and elegant to modern and whimsical, and keep up with wedding trends to replicate in your venue. Nothing dates a venue quicker than bad floristry. Ensure they are confident to make recommendations based on what works well with your venue's layout and features and will respect your venue.
4. Event Planners
Event planners can be invaluable in coordinating all the details of a wedding and keeping your couples calm and relaxed. Recommend planners who have experience with your venue and can work seamlessly with the other vendors on your list. Reliability and amazing people skills are gold here.
5. Entertainment
Music and entertainment are vital for creating a lively atmosphere. Include a mix of DJs, live bands, and other entertainers to give couples options that match their musical tastes and wedding themes. Ensure the entertainment is well aware of any rules and regulations in your venue on sound, lighting, or dancefloor guidance and will uphold them.
6. Hair and Makeup Artists
List a variety if possible as tastes are so personal, ensure they specialize in Bridal and have excellent recommendations from past brides.
7. Bakers
Wedding cakes and desserts are a highlight of the reception. Include bakers who offer a variety of styles and flavors and are known for their creative designs and delicious treats. Ensure they comply with all health and safety regulations locally. This is best checked annually.
8. Rental Companies
From linens and tableware to tents and lighting, rental companies provide essential items for wedding setups. Partner with large, reliable rental companies that offer high-quality products and excellent customer service.
9. Wedding Attire
The Essential dress or suit vendors! Give variety and do your research. Try to match their price point to your venues to avoid unhappy couples feeling priced out or under. According to The Knot Real Weddings Study, the average cost of a wedding gown is $2,000. While, of course, off-the-rack gowns may be priced lower, more luxurious gowns can sometimes fall in the $3,000 to $8,000 range. Customized dresses can even cost as much as $10,000.
10. The Ceremony
Last but not least, the wedding officiant! Most couples have no idea where to start so your advice is invaluable. Ensure the officiant is experienced, highly knowledgeable in various ceremonies, and finally someone who has a back up should they fall sick on the day or get delayed.
Adding Value - consider having an in-house person who can step in if needs be.
A few more to consider; Transport providers, Decorators, Stationery Designers/Calligraphers, Accommodation, Entertainment Services such as magicians & dancers, wedding favor suppliers, Specialty Rentals and Novelty vendors such as Fireworks, Interactive entertainment options like caricature artists, fortune tellers, or live painters.
Crafting a coveted wedding vendor list is an art form, and these tips are just the beginning. By considering these key factors and guiding couples through the selection process, you'll play a vital role in creating unforgettable wedding experiences at your venue.
