In our current time of economic insecurity, we’ll all have an increasing number of couples on a tight budget. A wedding planner’s value largely lies in solving problems—and this is a big and vital one. The Aisle Planner Budget Tool is certainly a lifesaver, breaking down the total budget and allocating portions to the most important aspects of the wedding. So, how do you start to make the couple’s vision a reality while keeping them on budget?
Given that traditionally the venue and catering account for about half of the total cost of a wedding, it's tempting to leverage these areas for significant cost savings. That approach can indeed work...if you avoid a few common pitfalls.
Saving on the Venue
Why not save the venue fee altogether by doing a backyard wedding? Honest answer: because it’s not really cheaper. Most private homes are not laid out and prepared to handle parties of 50, 100, or even more people. Furniture and mobile bathrooms need to be rented. With household kitchens unequipped for the job, caterers have to bring and install field kitchens. Audio and lighting have to be brought in. And, you’ll likely need a valet parking service as well. As the living room of the residence is probably not ready to accommodate the whole crowd in case of inclement weather, tenting the backyard might be the only solution. While it can all be done—at considerable expense of time, effort, and manpower—it’s not necessarily cheaper than a wedding at a commercial venue.
The next savings idea might be to choose a less expensive date for the wedding. Events on a Friday or Sunday are significantly discounted at most venues. However, be cautious about discounts offered for out-of-season dates. More often than not, “you get what you paid for,” especially in the sense of inclement weather at outdoor-only venues with the risk of rain ruining the party. Again, you might need a tent to salvage the celebration, and the cost of that would easily eat up all and any savings from the out-of-season venue fee discount.
If recommending an out-of-season wedding date, do it only with an all indoor venue or a venue with indoor and outdoor options. To make the comparison between venue candidates easier for your clients, you may want to create a separate Style Guide for each of them. That way, your clients can compare their options side by side.
Saving on Catering
Recommending a complete wedding package including catering, bartending, and often rentals too, can result in substantial savings, but this only works if the couple actually likes the food offered. By all means, send your clients to a tasting first, as the whole deal hinges on the outcome of this test! The same applies for venues with a mandatory caterer list which locks your clients in to a limited selection and a specific minimum price point for catering. The whole venue choice will only work for your clients if they're happy with at least one catering company and their pricing from the “mandatory” list.
If, on the other hand, a venue allows to bring in a caterer of the clients’ choice, it’s worth exploring BBQ caterers or food trucks with waitstaff serving at the tables as a little-known compromise. Some offer really good food at very competitive prices. In any case, first check with the venue whether such vendors are permitted.
One last word of caution: make sure the clients enlist a licensed bartender (even if they're providing the alcoholic beverages themselves) for liability reasons. Without that, all alcohol-related liability would fall on your clients.
Once the big-ticket item savings have been secured, there are more smart ways to save on smaller things.
Saving on Florals & Décor
Let’s start off with lighting. It gives you the biggest bang for your buck, but do check the sunset time on wedding day first. The prettiest string lights have no effect if by the time dinner rolls around, the sun is still out.
The next opportunity to save is on centerpieces. Nobody says they have to be huge floral arrangements. Using a beautiful potted orchid or an arrangement of staggered hurricanes with a few blooms makes an elegant statement at a fraction of the cost.
When it comes to saving costs, every little thing helps. There are pretty DIY invitation kits out there that can easily save close to a thousand dollars. Encourage your clients to design their own signage or use downloadable templates. All these small savings will help them stay within their budget, or at least, close to it.
Don't Let Your Clients Compromise on…
Their photographer! Wedding photos are the most tangible and longest-lasting memento of their great day. Choosing a good photographer in their favorite photographic style is money well spent. Of course, I could go on and on, but if you’d share these tips with your clients, they're already in good shape to get the wedding of their hopes and dreams without massive overspending.
Hero photo courtesy: Christine Pienaar
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