Vendor Agreements, Do you Need Them?

When entering into an agreement with wedding professionals, as in any business relationship, where there is an exchange of money for products or services, expectations must be clearly defined.  Weddings are a costly business.  Every bride and groom spend thousands of dollars to make their Big Day perfect.  They all rely on surrounding themselves with people that they feel can deliver that to them.  But before entering into a relationship with such person or company, here are some tips on what to expect.

Agreements or contracts must include:

• Full company name, address and phone number of the vendor
• Names of the bride and groom
• Date and time of the wedding and reception (if you don’t have this information at the time of signing, it should be noted that the information will be added at a later date)
• Services or products being provided should be specified, with as much detail listed as possible. (For example, on a floral contract, instead of “ ten centerpieces,” a better idea would be to have “ ten centerpiece arrangements with white miniature Calla lilies, red roses, and seasonal greenery, sized in a pilsner vase with submerged orchids”)

For Services:

• Set- up time, start, finish, and break-down time should be listed
• Name of the person or persons who will be performing the service
• Any electrical or special requirement of the venue
• Additional charges for night pick up or above ground ballrooms.
• Any delivery of products after the wedding (such as photographers or video) should be listed, with a date by which you will receive the product

Regarding prices and payments:

• Amount that is refundable should be listed, with the charges as detailed as possible
• Each item should be priced separately unless it is part of a particular package
• In the case of packages, content should be listed in detail
• If there is the possibility of adding on services at a later date, those prices should be listed so that you have the pricing guaranteed—particularly the pricing for photos and albums.
• Set-up fees should be included in the contract. If they are not listed separately, it should be clear that the price includes set-up and break- down

Taxable products or services:

• All applicable taxes should be listed.
• All rental taxes should be listed.
•  Required gratuities should be listed , and if they are not required but encourage, this information should be included

Special requests:

• Should be noted somewhere in the contract (such as no “Hokey-Pokey” played by the DJ, or         Vegetarian meals provided by the caterer upon request).
• Parking or travel fees
• Overtime fees
• Restriction on lifting and moving of equipment, products, furniture etc must be clear.

Payments:

• Schedule should be listed in detail, including the acceptable forms of payment and applicable penalties (for example, if a personal check is returned.)
• Due date of such payment(s) must be included
• Final payment date and amount must be listed.
• Charges, or penalty for making changes after the final order is placed, must be clearly stated.

Policies:

• Cancellation policies should be included in the contract, with specifics regarding cancellation by either party.
• Deposit requirement and the refund policy must be clear
•  If there are other relevant policies that the vendor follows. They should also be included in the contract.

You should be presented with an original copy of the contract, with two sets of original signatures- yours (or the person responsible for paying) and a legal representative of the vendor. In order to make the contract binding, you will need to present compensation at the time of the signing.

If the contract lacks any of these items, don’t hesitate to request corrections, additions or verification of details. It is in everyone’s best interest to have everything listed in advance. If the vendor hesitates to provide you with a detailed contract, perhaps you should consider a different vendor.

If expectations change, make sure to record the changes in writing.  This will protect you, and validate accepted changes by the vendor.  After all, it is your one and only day.  Surrounding yourself with an event team that understands your vision, and enhances your wedding experience, that is the right team for you.

BBFN (Bridal Bliss For Now), 

Olivia

Day Dream: Top 2012 Destination Wedding Locations

 Intimacy, romance, and breathtaking scenery in an exotic place, are all reasons that destination weddings are on the rise when it comes to wedding locations in 2012.  More than ever, brides are not sticking with the conventional way of getting married and choose to fly their immediate family and friends to their dream location for a wedding that no one will forget.  There are many wonderful reasons as to why a destination wedding would be a perfect location, including that it provides you and your guests a wonderful excuse to get away from all the stresses of life and come together for an important moment in a magnificent place.  Whether it is putting your toes in the sand, saying “I do” under an important monument, or celebrating your special day in a vineyard surrounded by enchanting countryside, one of these Top Eight 2012 trending destination wedding locations will be perfect for you. 

Paris, France

The city of romance has been the most popular wedding destination for many years and for many charming reasons.  The way of life in Paris inspires pure romance and peaceful tranquility.  The incredible locations including the Eiffel Tower or the Louvre could be the perfect locations for your wedding ceremony with many different hotels and venues to choose from for your reception.  The combination of the tremendous sites, the impeccable service and the delicious food, all make Paris, France a luxurious wedding location for any bride.

Mexico

Whether it is the upbeat culture or the white sandy beaches, Mexico is a very popular spot for wedding locations in past years and especially in 2012.  There are many resort cities to choose from, including Cancun, Cabo and Puerto Vallarta.  The warm weather, the bluest oceans, the welcoming and upbeat civilians and the sandy beaches, all make Mexico a dream come true. 

Hawaii

You do not have to travel very far or out of the country to find your perfect destination wedding location.  Hawaii is unique because it is close enough where your friends and family do not mind traveling to and it looks and feels like an island in the tropical Caribbean.  This paradise group of islands is not only beautiful, it is relatively inexpensive and there is a lot for you and your guests to enjoy.  The remarkable culture provides a fun atmosphere that you will appreciate on your wedding day. 

Jamaica

Jamaica has long been a very popular vacation spot and is now becoming one of the best wedding destinations around the world.  From the exquisite Atlantis Hotel, the white sandy beaches, to the beautiful jungles and waterfalls, there are stunning locations to choose from for your big day.  The colorful culture, the fabulous scenery and the extraordinary people will all combine to make your day one to remember.

St. John-Virgin Islands

Would you like your photos to look exactly like a postcard?  The Virgin Island’s clear Caribbean waters, the warm weather, the beaches and the tall palm trees, will all make this dream a reality.  Not only is this location unforgettable, it is within the United States borders so you and your guests will not have to stress about getting your passports.  This location is so beautiful you will not want to leave. 

Turks and Caicos

Within the last few years, Turks and Caicos has really become a popular travel spot, and we can see why.  This incredible chain of islands in the Caribbean gives miles and miles of white sandy beaches and clear blue water that creates a luxurious background to a wedding ceremony and reception.  This island is known for its calm atmosphere and would be a perfect spot for a romantic and relaxed wedding. 

Napa Valley

Why leave the United States when Napa Valley has the most romantic and chic feel for any fall bride.  The beautiful colored leaves, the rustic oak, the sweet smelling vineyards and the breathtaking countryside all combine to make one dream setting.  We would recommend having a rustic, vintage or country theme if you choose to wed here.  The colors of these themes, candlelight and the never-ending view will all combine to create a romantic atmosphere that most have never experienced before.    

Tabernash, Colorado

Wasn’t expecting this location were you?  This past year, Tabernash, Colorado has become one of the top locations for couples who want to be married in a gorgeous mountain and wilderness setting.  Not only is this destination unique for it’s view, but it is also unique because it is one of the top eco-friendly locations in the world.  Tabernash is located one hour west of Denver and includes a relaxing spa and a series of luxurious cabins where you and your guests could stay.  The grand mountains, the sweeping meadows and the rustic atmosphere are a great alternative for a memorable destination wedding.

What could be more romantic than saying “I do” on a beach where the waves are crashing and a beautiful sunset is the background?  Or sitting under candlelight in a miraculous vineyard, sipping wine and having that beautiful never-ending view of Napa Valley?  A destination wedding is a combination of a wedding and a honeymoon and you could share this experience with your close family members and friends.  Before setting your location, be sure to find out about their marriage laws and if they have any wedding packages that could make your wedding less expensive and less stressful.  Besides sharing this beautiful location with your loved ones, another incredible perk to having your wedding at your dream location is that you will not have to worry very much on decorating and transforming your venue, the location is absolutely perfect on its own. 


Aloha!   
BBFN,
Oliva

After the Last Dance

I know you hate to think about it being over, but trust me, your wedding day will fly by in the blink of an eye. Be sure to take time throughout the day to look around, take it all in and have fun. After all you have been waiting for this moment your whole life.



It is important for you to also have a plan for the end of the night, after the party has ended. Whether you will have a Wedding Planner onsite, or will be relying on help from friends and family, you will need to think through the end of the evening, and probably the next morning. Why, you ask? Here is what we know to be true…

First, are you at the place you will be sleeping? (i.e., is your reception at the hotel you will be staying at?) If not, how are you getting back home? Many brides and grooms do not think through carrying cash on their wedding day. One of my favorite cautionary tales is of the bride and groom who needed a cab to their downtown condo at the end of the night, but did not have cash, a credit card or a debit card on them. Luckily their Oliveaire Wedding Planner saw them on her way out of the hotel, and gave them $20 to get home.

My advice, have someone check you into your hotel room, and make that someone who will remember to give your groom (who has pockets!) the room key at some point during your reception. Also, think through how you will be getting to that honeymoon suite and be sure to have some cash, a credit/debit card and your cell phone (with the important phone numbers programmed in) delivered to you at the end of the night by someone you trust (probably the same person who checks you into your hotel room). If you are party hardy couple, don’t drink and drive. Arrange for a car to pick you up or have a designated driver.



Next, where are your gifts? Make sure to assign this task to a close family member. It will then be that person’s responsibility to secure the envelopes and move boxes of gifts. Your Reception venue may have a safety deposit box you can keep them in until the end of the reception, but then it is your responsibility to make sure they are picked up. Have a plan for where you will take those generous gifts the next day. The sooner you get that money in the bank, the better, especially if you plan on catching a plane soon.



Finally, headed to the airport the next morning? Make sure that your luggage is packed, and that your tickets and documentation are all easily accessible and ready to go! Nothing puts a damper on a honeymoon like forgotten passports or lost luggage (or a hangover FYI).

None of this will take too much work, just a little bit of forethought on your part. Enjoy that beautiful and monumental day in your life. Happy Honeymoon!

BBFN (Bridal Bliss for Now),
Olivia