Planning A Wedding? Learn To Negotiate Like A Pro

Planning a wedding can be stressful, especially when it comes to budgeting. Wedding planners can be expensive, but negotiating the price can help you get the services you need without breaking the bank. While some planners may not be open to changing their prices, it is still worth trying to negotiate, especially if you are on a tight budget. Being flexible, doing your research, and being upfront about your budget are key strategies when negotiating with wedding planners. It is also important to remember that wedding planners are often small business owners, and their pricing reflects their experience, skill level, and the costs of running their business. Being respectful and polite during negotiations is essential.

Do your research

Before you contact any potential vendors, make sure you do your research. Start by searching for local vendors in your wedding location. Ask family members, friends, and colleagues for recommendations. Then, read reviews. This will help guide you in the right direction in terms of the offerings, quality, and calibre of a vendor.

In addition to checking vendor reviews, also research average prices for specific wedding planning services. You need a realistic starting point so that you can go into your negotiations confidently and thoughtfully. Ask your loved ones what they spent on flowers, for example, to get a solid range to run with. You can also ask other couples what they spent on their weddings, and how much they paid for specific services.

It's also important to keep in mind that, no matter how much time you have to plan, hundreds of other couples living around you are also planning their weddings. Any of them could snatch up a wedding vendor that you’d ideally like to have for your big day before you. So, be decisive and don’t hesitate.

Before thinking about how to negotiate with wedding vendors, you’ll need to find out what’s a reasonable cost for a wedding vendor in your area. It should be no surprise that the cost of a wedding varies widely depending on where you’re marrying. For example, while the average cost of a wedding in the U.S. is $27,000, the average cost in New York City is $45,000, while it’s $21,000 in St. Louis. Knowing not only how much a wedding costs in your area, but also how much each vendor usually costs will help you divide up your budget properly and figure out if you’re within range for the vendors you’re contacting. For example, if the average cost of a DJ in your area is $1,000, but you only have $500 to spend, you’ll likely need to do some extra research and find a vendor who can work within your price range.

Be upfront about your budget

Being upfront about your budget is one of the most important aspects of negotiating with a wedding planner. Honesty is the best policy, and it is best to calmly and politely inform the wedding planner of the exact amount you can spend on their services during your first conversation. This upfront communication will help the wedding planner understand your financial constraints and allow them to make adjustments to their packages if needed.

It is essential to do your research before reaching out to wedding planners. Understanding the average cost of weddings in your area and the typical prices charged by wedding planners will help you set a realistic budget. This information will also enable you to identify wedding planners who are clearly out of your budget, saving you time and effort in the negotiation process.

When contacting wedding planners, be transparent about your budget constraints. Include your budget information in your initial message or request for proposal (RFP). This upfront approach will help you and the wedding planner assess whether there is a potential match between your needs and their services. It also demonstrates your respect for their time and expertise.

If you have a limited budget, consider targeting newer wedding planners who are more likely to be flexible with their rates. Established wedding planners with solid reputations may have less incentive to offer discounts or upgrades. However, even if a wedding planner is unable to meet your budget, they may be able to refer you to other professionals within your price range.

Remember that wedding planners are small business owners, and their pricing reflects their experience, skill level, and the costs of running their business. Respect their time and expertise, and avoid trying to haggle or aggressively negotiate their rates. Instead, focus on building a positive relationship and be open to compromising on certain aspects of their packages to stay within your budget.

Compromise

When negotiating with a wedding planner, it's important to remember that compromise is key. No one wants to work with inflexible people. Once you receive a proposal or contract, read it carefully and look for areas of work or service that you don't need or can substitute for another offering.

For example, if a wedding photographer's rate is higher than you expected, consider compromising on the hours they work. If this isn't a top priority, ask if they could start work an hour later or leave an hour earlier. You could also skip out on any framing or wedding book designs and simply receive image files that you can turn into keepsakes later.

If your budget is close to the wedding planner's pricing, these tweaks can be made. However, there may be aspects of your wedding that will make certain things cost more. These include hosting a wedding during peak season, on a Saturday night, or having a large guest list.

If you're having real trouble staying on budget, negotiating with wedding planners may not get you very far. You may need to consider making some big changes to your big day, such as hosting your wedding during the off-season or significantly cutting your guest list.

It's also important to remember that wedding planners are small businesses, and while they should price fairly to compete in the market, they also need to make a living. Their pricing often reflects their experience, skill level, and the actual costs of running their business.

When negotiating, be respectful, polite, and kind. Be appreciative and mindful of their time, and understand that they have the right to say no. Show that you're sincerely excited about working with them and explain kindly why you would like to make a change. If you're kind in your communication, they may be more likely to try to accommodate your requests.

Ask for extras

Asking for extras is a great way to negotiate with wedding vendors without requesting a lower price. Here are some tips on how to ask for extras when negotiating with a wedding planner:

• Understand the vendor's offerings: Before entering negotiations, ensure you have a clear understanding of the vendor's services and what is included in their package. This will help you identify areas where you can ask for additions or upgrades.
• Be flexible and willing to compromise: If your budget doesn't align with the vendor's pricing, consider compromising on certain aspects. For example, you could ask your photographer to work fewer hours or your florist to use less expensive flowers.
• Ask for additional services: Instead of a lower price, request additional services or upgrades. For instance, you could negotiate a free champagne toast if you meet the food and beverage minimum or ask your DJ to play for an extra hour.
• Negotiate with newer vendors: Established vendors with solid reputations may be less likely to offer discounts or upgrades. Look for newer vendors who are trying to build their portfolios and may be more flexible to secure your business.
• Be respectful and polite: Always approach negotiations with respect and kindness. Understand that vendors have the right to refuse your requests, and be appreciative of their time.
• Manage expectations: Be realistic and accept that you may not get everything you want without compromising your budget.
• Be transparent: Honesty is crucial when negotiating. Clearly communicate your needs, budget constraints, and expectations to the vendor.
• Respect the vendor's time: If a vendor is far outside your budget, don't waste their time or yours by scheduling a consultation.
• Be mindful of the wedding season: Keep in mind that vendors may be less likely to offer discounts during prime wedding season when they are in high demand. You may have more negotiating power during the off-season or on less popular days for weddings, such as Fridays or Sundays.

Be realistic

Being realistic is a key part of negotiating with wedding planners and vendors. Wedding planning is exciting but can quickly become stressful as budgets grow tight. It's important to be realistic about what you can afford and what you can expect from vendors.

Firstly, establish your budget. Before you begin planning your big day, determine how much you can afford to spend. This will allow you to find vendors that fall within your price range and give you the chance to see what they can offer based on your budget.

When it comes to negotiating with wedding vendors, it's important to respect their offerings and be reasonable about what you can afford. A vendor's pricing often reflects their experience, skill level, and the hard and soft costs of doing business. If you're on a tight budget, it's unlikely that a luxury wedding planner will be able to meet your needs.

Instead of requesting a lower price, consider asking if there are any additional services that can be included for the quoted price. For example, a florist can make a table arrangement a bit smaller, or a photographer can leave earlier in the evening to reduce the overall cost.

If you're not sure if a vendor is a good fit for your budget, ask them for their typical price range or how much their clients typically spend. This will give you a broad picture of whether or not your budget will be compatible with their services.

Remember that wedding venues and vendors are in high demand, so they may not be able to negotiate on all terms. However, they might have some wiggle room on logistics like payment schedules, timelines, and vendor access.

When negotiating, focus on the aspects that are most important to you and be willing to compromise on other areas. For example, if you're willing to reduce the number of hours a photographer works, you may be able to get a better rate.

Keep in mind that talented vendors who are just starting out may be more open to negotiating their prices to build their portfolios and fill their calendars.

Lastly, be considerate and respectful throughout the negotiation process. Wedding planners and vendors are often small businesses, and while they should price fairly, they also need to make a living.

Frequently asked questions