How to read the fine print on everything from flowers to food and much more. From the moment your beau slips that dazzling ring on your finger, your brains goes into wedding-planning overdrive. But even the most detail-oriented, budget-conscious bride can be caught off guard by unanticipated expenses. Here's how to avoid them.
- VENUES & CONTRACTS - "You must be aware of the financial pros and cons of each venue if you don't want to be hit with unexpected expenses," says Dale Flam, an event planner with The Zanadu Group in Hollywood, Florida. "If you want a wedding outdoors, for example, you'll need to obtain a number of pricey permits for your open-air event, and you'll have to make sure that everything from city regulations are strictly adhered to. You'll also have to rent tents, in case of rain or inclement weather." Flam adds that every rental item placed in the tent is also your responsibility, including electricity generators, air conditioning or heating, the sound system and tableware. As far as indoor venues, JoAnn Gregoli, the owner of Elegant Occasions event planning in New York City, says, "Ask the vendor for the price per person, all inclusive, so that you know the fee for food and beverages, plus tax and service charges. When reviewing the contract, look out for the words 'additional costs may be incurred' and 'plus the cost of setup and delivery.'" Ask what these costs are - they can increase the price per person by 30 percent, adds Flam, depending on your state's sales tax. Certain venue prices depend heavily on what time of year and where in the country you decide to get married. "If a majority of weddings take place between May and December where you live, you could save money across the board by getting married in a quieter month," says Flam. "The same applies to the day of the week or the time of day you choose. Reception halls charge the highest fees for Saturday night weddings. You mught want to consider a Sunday brunch or luncheon, or a Friday night celebration." What is your guests are having a great time at the reception and want to keep going? Find out beforehand the costs for overtime.
- DECOR AND FLOWERS - "Selecting out-of-season flowers (such as peonies in October) will increase the budget considerably, as the flowers will need to be imported," says Lisa Gorjestani, founder of Details Event Planning in LA. "Chooseing flowers that are in season, abundant and have popular colors play a big role in minimizing costs." Gorjestani recommends hydrangeas for spring because they are large, luxurious and full - and they fill up space more easily and cheaply, than, say tulips. "If you want the feeling of lush, but your budget doesn't provide forit, choose one type of flower and use mass quantity of it. This wil create impact," says Gorjestani. Gorjestani suggests adding cost-effective votives and candles to your centerpiece. However, most event spaces require fire permits and have restrictions on candles. SHe notes that a good florist will take care of the permit and the pee. You can create depth on the tables and conjure romantic mood - without digging too deeply into your pockets - by adding light-reflecting mirrors. "The one ite that is often overlooked that I feel plays an absolute integral part is lighting. It is key element in the overall look of you wedding."
- CATERING - Think you've heard the end of food-related expenses when your venue tells you how much each guests' plate will cost you? Think the only number that matters is the price for the buffet-style spread? Not so. When utilizing a catering company for an outdoor event, there are other costs. "Generally, pricing without rentals and dinner wines and champagne runs about $225-$275 per person for a high-end catering company," says Olivier Cheng, president of Olivier Cheng Catering and Events in New York City. "Rentals are billed separately and average another $75-$125 per person." Cheng notes that a good caterer will help you figure out how to use simple plates, glassware and linens to create a satisfying feast that's still within your means. "I tell brides to go with the things that matter. Nix the cocktail stations if you have to - no one will miss them if you have enough passed food." Flam advises asking if the cocktail reception is included in the package price. You should also inquire if bartenders are included in your venue fee, says Gregoli, and what kind of expenses each bar option entails: "The biggest unexpected situation I have encountered is when a bride chooses to do a bar and pays per drink. If the crowd drinks heavily, the price can be more than double the per-head cost."
- WEDDING CAKES - Although many wedding venues offer wedding packages that include the price of the cake, Flam warns that they tend to charge an extra cake-cutting fee if you bring in a cake from an outside bakery. When deciding whether or not to go with the in-house cake, ask exactly how much this fee will add to the bill. If you bring a cake in from an outside baker, be aware that "the price is based on decorations," says Lauri Ditunno, owner of Cake Alchemy in New York City. "The more labor-intensive the design is, the higher the price." But you can make smart substitutions that will save you some green. For instance, sugar paste flowers will more expensive than natural flowers because they are handmade, so Ditunno suggests opting for the real thing.
- ENTERTAINMENT - Both bands and DJs usually bring their own audio equipment, but according to Jones, a venue could insist that your entertainment vendor use the in-house audio system instead, hiding another fee that could add up to $4,000 to your venue's asking price. Also, "If you don't remember to tell your band that your reception takes place on the third floor,and there is no elevator, then you can understandably anticipate an extra fee. If you're clear about these kinds of important details, then there won't be hidden costs." Because your DJ and/or band will be charging you per hour, timing really is everything. Most entertainment packages include a half hour for arrival at the ceremony, a half hour for the ceremony itself and four hours for the reception. If you accidentally overstep those strict boundaries, the charges will begin to stack up. "Tell your DJ exactly how long you want them to perform," Jones advises. "They can only give you a firm quote if you give them your date, time, length needed and location." says Roos. Always ask what your price quote includes (for example, the number of pieces, the number of hours, taxes and gratuities and so on", and make sure that overtime prices are listed on the contract. Remember: There is money-saving power in the act of kindness and courtesy with everyone you work with. "People will be eager towork with you, bend over backward for you, and probably offer much more than you expect."
Article written by Stella Katsipoutis
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