How To Barter For Your Dream Wedding Venue

Wedding planning can be stressful, especially when it comes to budgeting. While it is possible to negotiate with wedding venues, it is important to be respectful and polite. Before negotiating, it is crucial to understand the vendor's perspective and the costs involved in running a business. These include licenses, insurance, office expenses, travel expenses, and staffing.

When negotiating, it is advisable to focus on adding value through additional services rather than simply requesting a lower price. For instance, you may be able to negotiate a free champagne toast or ask the DJ to play for an extra hour. Being flexible with your wedding date can also increase your negotiating power, as venues tend to charge a premium for Saturday evenings.

Additionally, it is important to manage your expectations and be realistic about what you can afford. If a vendor is significantly out of your budget, it may be more beneficial to find one that aligns better with your financial capabilities. Remember, negotiating should be a respectful give-and-take process where both parties aim for a mutually beneficial agreement.

Off-season months and flexibility with your date

Wedding season varies slightly from year to year, but it typically starts in early summer and lasts through mid-fall. During the summer, wedding venues are more likely to refuse to negotiate because they know that if you walk away, they can easily find another client for that date.

If you're looking to save money on your wedding venue, consider booking during the off-season. Winter is considered the off-season for weddings, with only 11% of weddings taking place between December and February. Wedding venues are more likely to offer discounts during this period to ensure they have bookings.

In addition to choosing an off-season month, being flexible with your wedding date can also increase your negotiating power. Saturday is the most popular day of the week for weddings, so if you're willing to get married on a weekday, you'll be in a better position to negotiate a discount.

According to wedding experts, a Sunday in August will give you much more leverage than a Saturday in October. Similarly, a Friday wedding in December will get you the best pricing.

If you're set on a Saturday wedding, consider opting for a date in late autumn or early spring, which are also considered off-season months. By being flexible with your date and choosing an off-season month, you'll have more negotiating power and will be able to secure a better deal on your wedding venue.

Engagement length

The length of your engagement will play a role in how much flexibility you have when negotiating with your wedding venue. If you're trying to book 18 months in advance, the pricing will likely be firm. However, if you're looking at dates six months out, which is shorter than the typical booking cycle, you'll have more leverage. The average engagement length in the US is between one and two years, but this can range from a few weeks to a decade.

There are pros and cons to both long and short engagements. A long engagement gives you more time to save up for your wedding, and to book your desired vendors well in advance. It also gives you more time to plan a personalised and unique wedding. On the other hand, a shorter engagement can help to keep excitement levels high, and means you'll have less time to stress out about tiny details.

There is no "normal" length of engagement, and there's no "too long" or "too short" length of time to be engaged—every relationship is different, and you and your partner should decide what's best for you. If you're eager to get married, a shorter engagement might be best. But if you're long-distance, busy with work or school, or want more time to save and plan, a longer engagement could be the way to go.

Guest count

When it comes to bartering with wedding venues, the guest count is a critical factor that can influence your negotiating power and overall budget. Here are some insights to consider:

The Impact of Guest Count on Venue Costs

The number of guests you plan to invite can significantly impact the cost of your wedding venue. Venues typically charge based on the number of guests, with a minimum guest count required to secure the space. A higher guest count may result in a higher cost per person, as it involves additional expenses for catering, rentals, and other services. Therefore, it is crucial to have an accurate estimate of your expected guest count to negotiate effectively with venues and create a realistic budget.

Estimating Guest Count

Estimating the number of guests who will attend your wedding can be challenging, but there are some guidelines to help you:

• On average, about 20% of invited guests will RSVP that they cannot attend, but this percentage can vary.
• If your wedding is in a distant location, you may receive more 'no' RSVPs, as guests need to consider travel arrangements and expenses.
• Conversely, if the wedding is close to where most guests live, you may get more 'yes' RSVPs, but this could also lead to a higher number of no-shows on the day of the wedding.
• For local guests, plan for an attendance rate of around 85%.
• For out-of-town guests, a rule of thumb is to expect about 55% to attend, but this may be higher if many of them are close family members.
• Using an equation that factors in the number of local and out-of-town guests can provide a quick estimate: (Out-of-town guests x 0.55) + (Local guests x 0.85) = Total estimate.
• Creating an A-list and a B-list of guests can help manage your guest count. Invite your A-list guests first and then invite the same number of B-list guests as the number of declines you receive from the A-list.

Strategies for Managing Guest Count

• Be mindful of holiday weddings, as they may result in a higher percentage of 'no' RSVPs or no-shows, with guests prioritizing time with family and friends.
• Inclement weather, such as hurricanes or blizzards, can also impact attendance, with some guests unable or unwilling to travel due to unsafe conditions.
• It is generally recommended to plan your budget and space as if all invited guests will attend, to avoid last-minute stresses and ensure a comfortable experience for your guests.
• If your venue is handling catering, a larger guest count can give you more negotiating power, as it increases the volume of business for the venue.
• When negotiating with venues, be respectful, flexible, and open about your budget constraints. Building a good rapport with the salesperson can increase their willingness to make concessions.

Connecting with the salesperson

• Be respectful and polite: Always be respectful, polite, and kind when negotiating with the salesperson. Understand that they have the right to refuse your request, and be appreciative of their time.
• Be transparent: Transparency is essential when negotiating. Clearly communicate your needs, budget constraints, and expectations. Let them know that their venue is your first choice and that you are working with a limited budget.
• Be flexible: Negotiating is a give-and-take process. Show that you are willing to be flexible and make compromises. For example, you could suggest changing your wedding date to an off-peak season or day of the week when the venue is likely to be more affordable.
• Build a rapport: Try to build a connection with the salesperson. Explainsection> Explain what makes their venue special to you and what you believe will make your wedding unique. A good relationship can increase the chances of the salesperson making concessions.
• Ask for recommendations: Instead of directly asking for a lower price, consider asking the salesperson for recommendations on how to bring down the cost. For example, they might suggest reducing the number of hours or services included in the package.
• Inquire about extras: Rather than requesting a lower price, find out if the salesperson can add value by including additional services or extras at no extra cost. For instance, they might offer a complimentary upgrade or throw in a bonus item.
• Share positive feedback: Word-of-mouth recommendations are crucial for venues. Mention any positive feedback you've heard from other couples who got married at their venue, or let them know that you'd be happy to recommend their venue to others.
• Avoid being pushy: While it's important to be persistent, be careful not to come across as pushy or demanding. Remember, the salesperson is more likely to be flexible if you strike a balance between being persuasive and respectful.

Vendors' flexibility with pricing

Wedding venues and vendors can be quite expensive, with the average cost of a wedding venue in the US being $12,800. However, there are ways to save money and negotiate with vendors to get a better deal. Here are some tips for vendors' flexibility with pricing:

Timing is key

Vendors tend to be more flexible with their pricing if you are getting married during the off-season or on less popular days of the week. For example, hosting your wedding on a Friday or Sunday rather than a Saturday evening can instantly save you money. The time of year also matters – getting married during the peak wedding season (usually June to August) will be more expensive, so consider an off-season wedding if you're looking to save.

Be realistic and respectful

While it is acceptable to negotiate with vendors, it is important to respect their offerings and be realistic about what you can afford. A vendor's pricing often reflects their experience, skill level, and the costs of doing business. Instead of directly asking for a discount, see if there are any add-on services that can be included or any items in the quote that can be removed to reduce the price.

Do your research

Before negotiating, take the time to meet with multiple vendors to get a sense of the average cost of wedding services in your area. This will give you a better understanding of what is considered a fair price, and where you may have room to negotiate.

Build a connection

Let the vendor know that they are your top choice and try to build a connection with them. Explain what makes your wedding special and be open and respectful in your communication. This can increase the likelihood of them being flexible with their pricing or offering discounts.

Ask about extras

Instead of requesting a lower price, see if the vendor can add value through additional services or extras. For example, you may be able to negotiate a free champagne toast or have the DJ play an extra hour of music.

Be mindful of hidden fees

When reviewing vendor contracts, be sure to read the fine print to avoid any hidden fees. Common hidden venue fees include audio and visual costs, restroom facilities fees, and administrative costs. Knowing these additional costs upfront will help you better understand the total expense and give you more leverage when negotiating.

Hire a wedding planner

Consider hiring a wedding planner, especially one with a great reputation. While they may not get you discounts, they can often get you more value for your money. Vendors who work consistently with the same planners are often more comfortable providing additional services or perks as they are a continued source of business.

Remember, negotiating with wedding vendors is an art form. Be respectful, flexible, and realistic, and don't be afraid to ask for what you want. With careful planning and communication, you can secure the best deals for your dream wedding.

Frequently asked questions