Vendor Advice: Tips from Our Trusted Vendors
Your wedding day is much like the cover image on a puzzle box; one that requires many individual pieces joining together to complete it in its perfect vision. You and your wedding planner are the thoughtful assemblers, while your vendors act as the pieces that work in unison to connect the dots of your event.
With over 10 years of event planning experience under our belts, we know that who you work with matters and that not all vendors will be your perfect match. To help you say “I do” to the right fit, we’ve reached out to a few of the tried and true professionals that have helped us pull off some of our most extraordinary designs.
They’re breaking down everything from processes and booking to tips, tricks, and advice on event photography, floral design, entertainment and more! Afterall, who better to get an expert perspective from than those that help bring our dreamy blueprints to life?
Capture the Still Moments.
Before you know it, your occasion will swiftly become a remarkable memory. Investing in a photographer that can perfectly capture the entirety of your event will help bring you back to the exact moment, so that you can experience it over and over again. However, not every photographer will be compatible with you and your expectations. Each specializes in a variety of styles and techniques that are unique in their own way. We asked LoveAnnelise Photography and Justin Leon Brown Photography for their masterful tips to help guide you to securing a photographer that will seize each and every opportunity to snapshot your love through their lens.
Do Your Research: “When searching for a photographer, ask to see full wedding galleries. Ask to see galleries with similar lighting scenarios to your venue, to see galleries from around the same time of year as your wedding date, and ask to see galleries that show inclement weather. Make sure your photographer is experienced with flash or difficult lighting situations that may require your photographer to execute alternate plans in case of any weather.” - Annelise Elder
Get to Know Your Photographer: “Whether this be done via a phone call, an engagement session or just a thorough look at a full wedding gallery - get to know your photographer. I want couples to see that we love classic images but do emphasize really great candid moments. We love a perfectly lit portrait but also love a hazy flash-centric dance photo. We try our best to provide a balance of these styles of images. Some photographers will lean super classic or fly on the wall, 100% light and airy, 100% moody and vibey, etc. and that’s fine. But KNOWING that is a vital part of finding a photographer that you love and setting the correct expectations for what a final gallery looks like with YOU in it.” - Justin Leon Brown
Work Together With Your Photo & Planning Teams on Timelines: “Your planner knows what is best for the guest experience and your photographer knows when the lighting will be right for important moments of your day. I always recommend a ceremony time two hours before sunset so there is plenty of light for family portraits and golden hour moments between the two of you. With your team's input, your timeline will have fun and stress-free getting-ready moments, sweet reveals with your family or partner, time to take in your ceremony and reception, and lots of details you didn't even notice your team capturing.” - Annelise Elder
Embrace the Unexpected: “Yes, we have a timeline. Yes, we will stay on task. But flexibility goes a long way. Whether a small storm comes through or a groomsman has spilled whiskey on his white shirt - I promise that it will all be just FINE. The photographer will revamp the timeline. The wedding planner will find an extra shirt. We will make it work! I tell people all the time - at the end of day this is one big party. Yes, we will get you married. Yes, we will take some great photos. But more important than anything is to simply relax and have a great time. THE END. We will take care of the rest.” - Justin Leon Brown
Practice Makes Perfect: “Do an engagement session - with anyone! Whether it be your mom, your best friend or your wedding photographer - do it. I think a little bit goes a long way with being comfortable in front of a camera. Getting your photo taken is not something we do every day so it’s naturally going to be a bit strange to have a photographer follow you around for 10 hours on a wedding day. I think having that small engagement style experience just gives you a glimpse of the concept of what the wedding day will feel like. Again, a little goes a long way!” - Justin Leon Brown
From diligent research to building a relationship with your photographer, these recommendations are designed to ensure a picture-perfect experience. Embrace the moments, express your ideas, and most importantly, trust that you’re in good hands.
Recap Your Day in Motion.
Despite lengthy planning processes, the culmination of your event happens in a blink of an eye. Much like photographers, videographers are there to catch and preserve your most heartfelt moments. Brenden and Ashley Loyer from Loyer Films are not only experts in using their filmmaking talents as a medium to convey a couple’s love story, but they’re also spilling their two top tips for finding your perfect videographer.
Go Beyond Instagram: “When reaching out to wedding videographers, go beyond just browsing their Instagram posts. Take the time to watch full films on their websites, especially the creative highlight films showcased in their portfolios. These films provide a deeper insight into a videographer's work and storytelling style. Set aside a moment to immerse yourself in a few of these films to ensure a connection with the way they guide you through the wedding day experience.
Tell Your Story: Videography is a wonderfully authentic means of portraying the true essence of a wedding day. If you find yourself particularly drawn to films that emphasize audio storytelling, consider providing your videographer with ample moments to capture those heartfelt narratives. Similarly, if you envision a wedding story brimming with excitement and energy, ensure that the day's events align with that vision. Managing expectations is key, understanding that your videographer works with the pieces of the puzzle available. By openly sharing your preferences and collaborating on the elements that matter most to you, you create a space for your creator to craft a film that beautifully resonates with your unique vision and style.”
The key to finding the right videographer is to take your time. Once you’ve found “the one”, sit back, relax, and let them capture the authentic love that you and your loved ones exude on your special day.
Creating Art Through Floral Design.
Floral arrangements are an art form. From small bouquets to stunning archways, each floral placement is intended to create a romantic environment that catches the eye of every attendee and instantly reminds them of your love. Working with a florist should be just as fun and enjoyable as it is inspiring and creative. Dakotah Terrace from Jardiniere Events shares with us how to maneuver through your floral design plan - from start to finish.
You Don’t Need to Know What You’re Looking For: “I feel a lot of clients come into floral meetings with some level of anxiety, because they've never ordered large-scale floral decor and do not feel confident in their design voice, or maybe aren't familiar with all the technical jargon associated with ordering event florals. Of course, we always recommend having Allison Event Design on board to help guide you through the process, but I'd want every client to know that it's perfectly ok not to "know everything." I don't have any expectations of what a client is "supposed to know," and we can talk through all sorts of different options to help uncover the design that best reflects you as a couple. On the simplest level, begin saving concept photos and look at what details are repeating -- that's your voice starting to form.
Keep the Design Fluid: You might feel pressure to make decisions right away so you can "cross" items off your planning list. I would recommend your floral order existing at a 75% accuracy rate for most of the planning process. Our introductory floral and glass recommendations are just a launching point, and we expect the selections to evolve alongside the development of other design elements in your event. I want to see your invitation, attire, tabletop, etc, which could possibly inspire something in the floral and candleware to add continuity or highlight special design details. If you feel confident in our communication and portfolio, the details will work out in time.
Have Fun & Follow What You Like: As you learn more about what options are available to you, you may discover your tastes and preferences changing. That's very normal and totally ok! I'm more than happy to make changes and adjustments to bring your vision to life. I'll always offer an honest opinion and practical options -- at the end of the day, florals are a large investment and I respect that. But flowers are FUN, and bring joy and beauty to special celebrations. I don't want you to lose sight of that optimism in the decision-making process.”
What you think you might want, at first, isn’t always what you end up with. When working with a skilled florist, your original ideas may elevate as your imagination is broadened by their exquisite taste and inspirational concepts.
Booking Exceptional Entertainment.
What’s a celebration without entertainment? Each couple has a different idea of how they’d like their ceremony festivities to pan out - which is great because we don’t fall short on ideas on how to get each guest on the dance floor for a high-energy reception or wind down with a peaceful string quartet. Whether you’re opting for over-the-top or mellowed down, EastCoast Entertainment is breaking down the process of getting started on locking down your perfect performance.
Get the Process Started Early!: “Many popular bands get booked for busy wedding weekends up to 18 months in advance. The earlier you start, the more options that are going to be available to you.
Plan Your Vision for the Event: Do you imagine a big band with lots of horns and dancers, or are you someone who fist pumps along with a DJ playing those party anthems? Having an idea of what your evening will look (and sound) like will help guide you in the decision-making process.
Start With a Music Outline: Would you like strings for ceremony, jazz trio for cocktail, or are you open to a pre-recorded playlist? Most bands will include pre-recorded music while additional live performances will be an extra cost. Some bands do not offer ceremony + cocktail add-on options so it is helpful to have the “additional services” discussion ahead of time so you can make sure all your boxes are checked off.
Before You Book: Ask for a meeting with the entertainment or their representative before signing a contract. You may also ask for videos of current performances or request attending a live event. “Ask what venues or types of events they have performed at in your area. Doing your diligence on the front end ensures your guests will be on the dancefloor all night long! Ask if they use the same members for each of their performances? If not included in their base formation, can they add additional vocalists or horn players? Ask what happens if the band is sick or unable to make the event? Will the entertainment provide sound and lighting? This is very key as you want to be sure they will have everything they need for the show to go on!”
Your entertainment should be exclusive to you and the environment you’re hoping to achieve. Whatever your goal is, plan ahead, ask questions, and CELEBRATE!
Find the Vendors That Are Right for You
Event planners are the ultimate matchmakers when it comes to pairing couples with the right vendors. With each individual event and unique couple, comes different preferences and requirements that are necessary to accomplish exactly what you’re hoping to do. From the florists who help your designs bloom to the photographers who freeze moments in time, each vendor contributes a special thread into the canvas of your wedding day.
To learn more about the wedding planning process and our trusted vendors, get in touch with us today!
