How to Negotiate with Your Wedding Vendors

We’re pretty sure you’ve been told to negotiate with your vendors to get a good price. So we thought we might investigate how to do this successfully. We went straight to the source, wedding vendors, to find out what works—and what works against you.

By: Kim Forrest |

Photo: Karen Wise

The Approach: Starting the relationship the right way will help you save.

You can’t begin to think about negotiating if you’re even slightly unsure of how much you want to spend. “Instead of looking around at vendors and then deciding what your budget is, solidify your budget and then look for vendors with rates that fit in,” says Chad Michael Peters, a floral designer and wedding planner in Massachusetts.

You’ll need to do a bit of research to figure out how much you can afford to spend on each vendor. Call or write those you could really see yourself hiring to find out their package pricing, and use this information to divvy up your budget. “It’s good to shop around for vendors,” says Jim Skipper of Black Tie Video, in Maryland. “It’s not offensive to ask for rates, but that can’t be the only thing in your e-mail. Tell me you like my work, but you have budget issues. We would like to be considered for our work, not just our price.”

“I once got a call from a bride who gave me some really flowery flattery then told me she had a budget of $1,500, which is way below what we normally work with. But because she was so cool, we were able to make it happen.”

And don’t be discouraged if a vendor you love is way out of your price range. “If a potential client contacts me, then realizes they can’t afford my rate, I am happy to refer them to others in the business,” says California photographer Bret Cole. While you’re collecting various starting prices, be sure you’re comparing apples to apples. For example, one package may include an album, while others may not.

Your approach and personality style have a lot to do with whether or not a vendor will be willing to lower a price.”I once got a call from a bride who gave me some really flowery flattery then told me she had a budget of $1,500, which is way below what we normally work with,” says Chad Michael Peters. “But because she was so cool, we were able to make it happen.”

“Play on vendors’ sympathies and emotions,” says New Jersey wedding planner Jenny Orsini of Pampered Bride Weddings. “Say ‘I really love your work, I would really appreciate this rate, anything you can do for us would make our day that much more special.’”

On the flip side, don’t be aggressive or threatening (it happens more often than you’d think). “One girl kept telling me: ‘This is all I have, if you can’t do it, I’m using an iPod,’” says Jeff Donovan of DJ on Demand, in Colorado. “You have to meet vendors halfway.”

It’s important to maintain a good relationship with your vendors—you want them to be as excited to work with you as you are with them. So be sure that your negotiations are handled as calmly and politely as possible. If your vendor is already providing you a reasonable deal, don’t ask for more. “You may be able to get a small discount, 10 percent for example, but don’t expect a huge bargain,” says San Francisco wedding planner Amy Nichols. “Be respectful of the vendor—it would be insulting if you asked them for 50 percent off, especially if they’re already working with you to fit in your budget.”

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Two weeks ago, over 100 riders took to the roads of southern New Hampshire to participate in the 8th annual Granite State Quest – A ride to conquer cancer.  I am pleased to report that it was a wonder and successful day.  You may recall that July 10th was during one of those hot spells, not to be confused with the hot weather of the past few days.  In addition to the heat, there were some pretty good rain storms throughout the day.  Thanks to Exeter Rent – All with its generous donation of 3 tents the riders were able to find shade or get out of the rain when they circled back to Timberland after each of the 3 loops they rode throughout the seacoast.  Without the tents, our post ride barbeque for riders, volunteers, friends and family would not have been as enjoyable, as the rain returned on a few occasions during the celebration. 

Exeter Rent- All has been a wonderful supporter every year and thanks to your in kind donation and that of other local business, we are thankful and proud that 100% of the funds raised by the riders go directly to pediatric cancer research and patient care at The Massachusetts General Hospital.  Our fund raising efforts thus far have totaled $75,137 and we are hopeful to reach $100,000 which will result in an eight year total of over three quarters of a million dollars.

Thanks again and please extend our appreciation to the entire Exeter Rent-All team. 

Bruce Taylor
Co-Founder – The Granite State Quest

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The secret to staging a perfect seaside ceremony
By —Dinah Gold |
Photos by Photographer: Luca Trovato

Picture the most relaxed, romantic setting you can imagine. There’s a very good chance it’s a beach—a tropical shoreline framed by lush palm trees or a rocky coast where foaming waves rush to meet dramatic jetties. If you think this is paradise, why not get married here? Below, what to know when planning seaside I dos.

Timing and Weather

While no one can guarantee a beautiful day, you can increase your chances for sunny skies by researching your site’s seasonal patterns before booking a date (contact the town’s chamber of commerce or log on theweatherchannel.com). If possible, pick a month when the weather is most consistently temperate.

Find out about other weather-driven factors, such as how windy the beach gets at different times of the day; you can then plan accordingly (for example, using decorative mesh screens behind you during the vow exchange to shield everyone from overzealous breezes). If you’re determined to get hitched at sunset, visit the Navy’s Web site at usno.navy.mil.com to fine-tune your timing. Pay attention to the ocean’s cycles, too, so you know when the tide comes in.

Getting There

During high season, beach traffic can be heavy, and during the off-season detours are common, so send guests instructions listing several possible driving routes, including one from the nearest airport, suggests Jeffrey Jacobs, banquet manager of Gurney’s Inn, a seaside resort in Montauk, New York. Parking can be tricky, too, if your ceremony is taking place far from the reception (which is best held indoors, not directly on the beach).

Call the chamber of commerce even before you book your date to ask about reserving parking spaces and applying for any permits. If the lot is far from your wedding site, you may want to provide a shuttle bus or van for guests. At the very least, post markers along the route. Balloons tied to a post may blow away, so try something sturdier—for example, a trail of well-placed, tulle-decorated buckets weighted down with heavy rocks.

Your Look

Let guests know the wedding will be right on the beach so they can dress appropriately. Word your invitation accordingly, with a phrase like “beachside ceremony” or “ceremony on the sand.” High heels and a heavy, elaborate gown with a long train will look stiff and formal; instead, consider marrying in a gown of a simpler design made of an airy, lightweight fabric like organza, chiffon, charmeuse, or crepe (avoid silk, which can make you perspire).

Go barefoot or wear flat, dressy sandals; flip-flops are too adolescent. Flowers in your hair are a safer choice than a veil, especially if there may be wind. “If you do want to wear a veil, make sure it’s weighted at the bottom with beads or fabric flowers, so it doesn’t flap or go airborne,” warns Kevin Tobey, social catering director at the Four Seasons Palm Beach in Florida. One word about panty hose: Don’t!

The groom’s outfit should match the formality of yours: a white dinner jacket for a dressy wedding; a blazer, khakis, and a white or light-colored shirt if it’s informal. So you glow rather than burn, apply sunscreen under your makeup.

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So far this year the Northeast has experienced very early, warm and relatively dry weather patterns. Also, this beautiful spring seems to be transitioning into a sunny and pleasant summer. Keeping that in mind, the following story confirms that outside events by themselves have become a more popular trend this year. I am sure after reading this article you will have developed some creative ideas yourself, moving your next event outdoors.

Summertime brings many wonderful clients to Exeter Events and Tents. They rent tents, tables, chairs, stages, dance floors and more . . .  so call us today and see how we can help!

Planners and suppliers alike are saying that clients are looking for beautiful, organic, natural, fun and affordable. All of these things are leading to the estimated 11% increase in outdoor events this year.

Anything Weddings!

You don’t have to look any further than the magazines at the supermarket checkout to see that weddings are on the rise and planning them outside is definitely the hip way to go. Nico Cervantes of NICO designs comments, “Outdoor weddings are HUGE right now. The backyard wedding is so so so back.”

Cervantes believes that even if the wedding isn’t actually taking place in their backyard, the couple wants it to look like it could be their backyard. Adding personal touches through décor allows couples to create that intimate feeling that they are truly sharing their lives with their guests. Cervantes is using a lot of vintage items as decor including old bird cages, crystal door knobs, skeleton keys, lace, milk glass, old perfume bottles and mis-matched chairs.

Using outdoor spaces also allows couples more control over their budget. Choosing the right venue offers them the flexibility of selecting food, décor, entertainment and rentals that all fit within their budget. The large number of DIY wedding blogs and websites are creating a new type of wedding coordinator. Couples no longer come to their wedding planner with just their color and flower selection, but also an intricate list of the personal touches and “wow factors” that they want incorporated into their special day.

Under the Big Top

Tents aren’t just for weather back-up any more. The demand on the tent manufacturers for new and different is at an all time high. An architecturally pleasing-to-the-eye look is a must. If a client has the financial resources to go creative, they will select the tent that looks custom designed for them. If financial resources are more limiting, then the custom look is coming from interior design through fabric liners, lighting, and simplistic design elements.

When using a tent, clients are really just looking for ways to be outside, without braving Mother Nature. This has created a demand for more innovative siding on tents with glass walls, windows, clear walls and shear fabric panels.

A creative use of tenting that is becoming popular is allowing guests to eat and celebrate in open air spaces, and then creating lounge environments under smaller tents throughout the space. Along the same lines, a tent might be used for the dance floor or a reception space, still allowing for the open air experience for most of the event.

Unique Lighting Options

There has been a trend toward more complex lighting in both tented and non-tented outdoor events for the last several years. The creation of new technologies in the lighting and video world are translating well outside of the traditional ballroom.

Companies such as Firefly LA are able to design a tent’s total space décor through lighting & video. They are using 360-degree projectors to create a custom look throughout the entire tent – painting the tent with lighting, so to speak.

Old carnival string lighting is also extremely popular at the moment. I feel this look has become more popular because of our economic times.

Another trend in lighting is the use of chandeliers, both in tents and used creatively as table décor or staked in the ground. They are being seen as both extravagant and ornate or simple with lanterns, paper lanterns, or chandeliers that look more like you would find them in a home.

Go Natural

“Going Natural” for outdoor events means two things, one is the trend toward using natural elements when doing an event in nature and the other relates to green event initiatives.

The use of natural colors, such as corals and turquoises fits well with many outdoor events. Designers and planners are using organic elements, like grasses, sand and even dirt, in their designs. All of these concepts are creating a “natural chic” feel that is minimalistic and well-suited for smaller budgets and natural environments.

It can’t be ignored that in spite of the economic challenges, the world is looking to more green solutions for our lifestyles. This includes events. Recycling, reusing centerpiece vessels and other design pieces, organic products, and in general, using event elements that have a smaller environmental impact are definitely on the uptrend. Most venues and event suppliers are offering these types of solutions for their clients in an effort to stay ahead of the imminent greening wave.

From a design perspective, being outdoors lends itself to a very organic and natural feel. Valerie Bihet, owner, Miami-based the VIBE agency, wraps up the trends for outdoor design as, “Everything is more art infused – real life, real colors, more exquisite versus gaudy, more refined. Sophisticated, modern, minimalistic, and simple.”

Splashes of Color

When an event calls for color, the colors will be bright. “Brighter colors are trending this summer,” predicts Bihet. “Violets, romantic shades to correspond to flowers and classic reds, then turquoise blues and pink champagne to add some neutrality. This balances out all of the brilliant colors.”

Bright colors are celebratory and offer an immediate “wow factor” to an event. These color splashes are translating into flowers, linens, tent liners, lighting and sometimes in very small ways, such as having the napkins on the table be the only bright color at the event.

Designing through the creative use of color and more personal décor items is fast becoming the replacement for “themes,” and is bringing sophistication to both outdoor and indoor events.

The feeling about outdoor events is that if it can be done indoors, it can be done outdoors. Event supplies and services are available for anything you can imagine that would make your time outside more comfortable. High-end restrooms, weather-resistant furniture, heaters, air conditioners, lights, flooring and even special outdoor throw rugs are all available to bring the comforts of home to your next event with Mother Nature as host.

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I hope you enjoy the article!

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Lately many of our brides have been talking about having potluck wedding receptions instead of hiring expensive caterers. They send out invitations with a request that guests bring their favorite dish to share at the reception. What a great way to cut costs and ask your guests to participate in creating a lifetime of memories.

Ask everyone to bring a copy of their recipe. Instead of a guest book have a cookbook!

The cost of a cake, catered food and beverages can add up to thousands of dollars quickly. Many venues such as parks, public gardens and private homes allow you to bring in your own food.

We at Exeter events and tents can help you with all your set up needs for just this type of event. We can help you create a floor plan, design buffet service and beverage stations. We have a vast variety of equipment from chafing dishes, raw bar displays, coffee urns, serving utensils and chilling tables.

A wedding is a celebration of friends and family to gather and share a joyous day. Your guests will likely remember your wedding as a great party with family and friends.

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Like it not, we live in the one of the most volatile weather regions on the planet.  It’s what gives us our stunning fall foliage, our ski mountains, our white sand beaches, and the joy inspiring view of the first crocus bud.  It’s also what makes it absolutely likely that it will rain, at least once even if only for 20 minutes, on every single day of the year.

It’s also what motivated us to create the Weather Dependent Tent Rental.  This option is increasingly popular.  Wouldn’t you like to have weather insurance for your wedding?  This is the best we can do, being that we don’t have any influence with the weather gods.  You can now plan for the worst, while still expecting the best.  You order a tent to cover your ceremony site, as if you knew it was definitely going to rain.  We give you until 9am on the day before we install the tent to cancel if you won’t need it.  If the tent is cancelled, you get a 50% refund + full refund of non-rental charges like delivery & damage waiver.  Now, if you could only get your honeymoon resort to do the same thing, wouldn’t that be cool?

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I spent a lot of time looking at all the new silverware and glassware pattern .  The glassware by Riedel was stunning.  It is lighter and more elegant than conventional rental glassware and is a well known brand in the wine industry.  Many of you folks who cruise have probably already been introduced to it in the wine tasting events held on the major cruise lines. Stay tuned I hope to purchase it for this summer season!

Here is a summary of other exciting new items at the show:

The talk of the show was the new tents presented by Aztec.  They have designed a sailcloth frame tent.   It was the prettiest tent at the show.  It is a manufacturing marvel, joining the engineering of a frame tent with the nautical soft flowing lines of a sailcloth tent.   Sailcloth has become the hottest product in the tent industry over the past few years.

I spent a lot of time with Drake Manufacturing who was displaying Chivari chairs in fruitwood, gold and clear.  Natural garden chairs were seen in most booths for a more natural organic wedding look and feel.

Tent wares of Londonderry N.H. had oriental and Japanese lanterns in all the latest colors including tangerine, fuchsia and white.  We utilize their product for custom tent lighting at all of our events.

The hottest linen colors displayed by A1 Tablecloth Company for 2010 are a navy blue and white combo for this summer’s fashions.   The most popular way to add an additional splash of color is to add table runners in contrasting colors and fabrics.    Tablecloths in taffeta and satins graced many displays.

We will be e-blasting color photos and detailed descriptions of all the new products we will be carrying very soon. So if you are not on our mailing list and would like to be follow this link Join Our Mailing List and tell a colleague, in-law or future in-law in our tell a friend section at the top of the blog. We give you just about any way under the sun to tell your friends about our blog and it’s contents. While you’re at it fan us on Face Book. It’s a great place to see all the latest event products, valuable links and just for our fans coupon discounts.

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Being first is not always being the best

I remember the Sperry Tent had a nice light flowing feel to it and not opaque like the other tents available at the time. I thought why not create a new and improved version of the Sperry Tent? I now understood one of the reasons why sails were lowered in a storm. This tent needed to be more water proof and durable while at the same time not lose any of its elegance and beauty.

Ingenuity and change is the life blood of an Entrepreneur

If we combined this more durable tent with our full service special events experience we would create a unique and superior buying experience for today’s weddings and corporate event

Why go one place for a tent and then another for chairs a third for linens and china.   What an imposition on a bride or event manager! We approached what we felt was the best tent manufacturer in the United States to make our next generation sailcloth tent. This newly designed sailcloth is the most beautiful weather resistant product on the market today. Clients rave that they are the most beautiful tents on display on all the most recent national tent shows so far this year. Couple these tents with our other award winning products, valuable guidance and impeccable customer service you’ll agree we have created a seamless one stop experience you won’t soon forge

Proof is in the pudding

Seeing is believing so let us show you up close and personal what we have found to be the latest and greatest available, in all aspects of wedding and corporate event rentals, on the market today. Please call any of our professional account consultants Ashley, Cedar or Sarah at 800 677-9838 for a free personal consult regarding your wedding.

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The Super Bowl experience is more than football, it’s also about the pre-game party, the entertaining million dollar commercials, and the famous Bridgestone Halftime Show. The Halftime Show was amazing this year. As an Event Specialist, it’s incredible to think about the logistics of the stage set-up and removal.

Whether it’s a backyard BBQ in Andover, MA or a wedding on the beach in Ipswich, MA, to a clambake in York, ME we can handle all of your event rental and tent rental needs. We have been supplying the MA, NH and ME regions with vinyl tents rentals, sail cloth tent rentals and all other event rentals for the past 25 years. Find us on the web at www.exetereventsandtents.com .

Have a great Super Bowl Monday!

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