Your Big Day

Think beyond price when you contract
with service providers & vendors

by Sara Holtz

Visualize your ideal wedding, anniversary or even charity event. You might envision it as picture-perfect, but it doesn't always turn out quite that way.

Vendors failing to meet standards can spoil an entire affair. But Keith McDonnell, co-owner of Botanicals Design Studio guarantees satisfaction when it comes to floral arrangements.

"We have a lot of experience and know how to handle flowers," he says. "We're not a weekend event company or basement florist packing things into a Volvo or mini-van."

To prevent the chance of having wilted flowers, late entertainment or a scorching hot limo, you need to choose your vendors carefully to ease anxiety and avoid disasters seen on the Women's Entertainment television show Bridezillas.

McDonnell says his business keeps in contact with clientele during the entire process and makes sure delivery times are stated clearly. Churches, country clubs and hotels are given notice way ahead of time, and two weeks before the event, details are finalized.

The flower shop has other personnel and extra flowers available for repairs if anything out of the ordinary occurs. "We got people, places and things to make sure everything is set in stone," he adds.

Here are some tips on how to find trustworthy vendors:

> Do your research. Start looking at vendors through high-end magazines. Call and ask questions regarding how long they've been in business and how many big events they do per weekend. For example, you may find basement florists who operate out of their home offer a better price but don't have the proper storage, refrigeration space and temperature regulation to ensure a superb product.

> Ask for referrals. Friends, co-workers and venues may have recommendations. Find out with whom your florist and other vendors have worked. "If they've worked for reputable people, they're going to be reputable," McDonnell says.

> Have a consultation. Meet them face-to-face and get a good feeling for how they treat you. Ask details about liability insurance, a cancellation policy and deposit requirements. "The more transparent your vendor, the more you can rely on them. You don't want to meet someone in a dark alley and plan your wedding," he says.

> Hire a professional. Event planners already have done all the pre-qualifications. "Hiring a wedding consultant can save you the headache," says Shelli Alred, owner of Alred Wedding Consultants. She asks her clients a lot of questions, informing her of their style then pairs them up with vendors that meet all their criteria. "If a vendor wouldn't show up, we do have back-ups. Because we've networked so much, we could call in a favor," the planner says. Alred also sends a survey to her clients to determine whether or not they want to send business back toward particular companies in the future.

> Ask the "what if" questions. What happens if you get sick the day of? Do you have back-up equipment? What if I can't get in touch with you last minute? During the consultation, you need to ask for cell phone and emergency contact numbers to prevent chaos on your special occasion.

> Read the contract carefully. There may be a clause in fine print or hidden costs regarding gratuity and sales tax that can put you over your budget. For instance, say you asked for calla lilies from a florist. If they aren't good enough quality, the shop is obligated to replace them with something that is more fresh and full, Alred says.