Reviewing Vendor Contracts, Part I: Including the Entire agreement

What do you need for a contract? Offer! Acceptance! Consideration! I chant this often to my daughter (she’s six months old, but hey, it’s never too early to learn the elements of a contract).

One of the least glamourous parts of planning is reviewing vendor contracts, but it is incredibly important to understand what you’re signing. If you’ve hired a planner, this is a task for which they can provide some assistance.

Being a lawyer by day, friends and family have often asked me what recourse they have after the wedding when a vendor did not execute as promised. I mean, we all know someone waiting for their wedding pictures two years after the fact.  Sometimes situations arise and reading the terms of the agreement ahead of time can save a lot of conflict later on. In a multi-part series, I will be explaining some important things to look for in vendor contracts.

Today’s lesson: READ THE CONTRACT!  Even if you have a planner or a friend/family member who is an attorney, you, as the client should be reviewing the contract because you are the one privy to the conversations you have had with the vendor and the services you have requested. Typically in the wedding industry, contracts are limited to a few pages, so it should not be too arduous of a task. Looking for the right shade of white tablecloth? Now that is tedious.

It is also important that you identify whether the contract has a merger/integration/entire agreement clause at the end. Typically these clauses are included with the boilerplate (“fine print”) portion of the contract so people tend to glaze over it thinking its mumbo-jumbo legalize. But what it means is that outside texts, emails, handshake agreements, etc. cannot be used to interpret the contract. So if your decorator promises in an email that she will bring ten centerpieces but the contract only says five, legally, that text where she says “No worries, we will make it work!” Isn’t admissible to interpret the contract. 

 When first receiving the contract, make sure everything you discussed during your initial consultations and subsequent meetings are included. If after signing, there are numerous conversations about items not included in the contract, as there is likely to be, don’t hesitate to ask your vendor for an updated contract or put the amendments in writing and have both parties initial it. It puts everyone on notice that there has been changes and will be much easier to resolve after the fact if the contract is not executed how you imagined.

Keep in mind the balancing act between protecting yourself and scaring your vendors. Coming in guns blazing, anticipating your day on Judge Judy, will leave the vendor feeling your litigiousness, making it less than likely they will deliver their best work. On the other hand, you want to make sure that there is clarity on what you expect. Having open conversations and memorializing it in writing will lessen the ambiguity and provide some you some assurance that you will get what you paid for!

This article is for general information only and is no meant to be construed as legal advice.  Neither your receipt nor use of information from this site creates an attorney-client relationship between you and any member of Cakes & Rose Events.  All use of the contents of this post, other than for personal use, is prohibited.

Guest Post on Lists and Lace!

Head to https://www.listsandlace.com/blog/beourguest to read up on how to be thoughtful of your guests!

Beginning with a budget

One of the hardest tasks to tackle is the wedding budget. It involves a lot of moving parts and people and isn’t the most glamorous part of planning. we get it. but no matter what the number, everyone has a budget.

We are sharing some of our tips on creating a budget before you start planning.

Determine the maximum spend. One question we ask our clients early on is, what is your budget? A common answer we receive is, “well, what does it cost to throw a party for 300 people?” We completely understand the bewilderment because once you delve deep enough into planning, you realize that the industry is ripe what feels like price gouging. Just wait till you go to the bakery and tell them you want wedding cake.  But avoiding detailed budgeting will result in chaos. Utter chaos. It is important to understand that there is a range for everything: venues, photographers, caterers, etc. If you don’t decide on a ballpark amount, you absolutely will overspend. We always advise when creating your spreadsheet, to include as many ancillary expenses you can think of. For instance, rentals, travel, alterations, transportation, wedding bands, and other small items should make the list. Even if you cannot ascertain those costs ahead of time, seeing the line items on paper will help you realize how far your dollars have to go.

Have the talk.  Who is paying for what? Will someone be writing you one big check or will be they more discriminate in their spending? Does grandma have her heart set on paying for your dress? (I’ve watched a lot of episodes of Say Yes to the Dress). What are the items you have decided to cover on your own? These are the questions you need to be asking early. And the only way to get the answers is by having frank conversations with your fiancé and families before you start creating your ideal Pinterest boards and calling venues. Managing your own expectations will prevent disappointment and wasted efforts.

Prioritize Once you determine the outer limits of your budget, you can begin breaking down the amounts into sub categories, starting with the big ticket items such as venue, food and alcohol and décor. Then determine which items that are most important to you. Of course, do expect some discussions because not everyone has the same priorities. You may have your eye on some Louboutins and your partner may want to arrive on an Elephant. And something may have to give. We at Cakes and Rose Events believe in a guest centric wedding, so if you asked us, venue/accommodations, food and alcohol, and music should be high on the list. I am also a big believer in caring about the photography because it is one of the few things that you can keep from your wedding (more on this later). In fact, I booked my photographer from out of state before we even signed the contract with venue! Decide amongst yourselves on what items you are willing to splurge on, and where you can save. Once you get going, you may realize you don’t necessarily need to serve Moet or have hand-embroidered goodie bags. Knowing you are spending money where it counts makes it easier to axe other items from the list

Have an emergency fund. The devil really is in the details. You think you have everything planned, and then you realize that you forgot to book a room for your wedding night or you never ordered a bouquet; and what do you mean you are 15 over the guest count? We strongly recommend anticipating spending extra money, perhaps several thousand dollars in the last few weeks prior to the wedding. I attribute this to fatigue and desperation. By the time you are close to the wedding, you no longer have the time nor the energy to compare prices and research the best deals. You need it now! Setting aside some money in anticipation of last-minute costs will ease the sting of having to spend money outside of your budget.

There is a lot to think about regarding finances and we intend to tackle a lot of the tough talk. Stay tuned!

Engaging in the Engagement Shoot

Years ago, I remember scrolling through my Facebook feed glancing at people’s engagement shoots and finding the whole thing very odd. Why are they walking by this barn in matching plaid scarves or jumping into a pile of leaves? Is that something they normally do? Why don’t people do shoots of themselves eating cereal and watching TV? That would less artificial, I thought. I definitely came around to the idea when I got engaged and will fully admit, I was so wrong!

When friends or clients ask us about engagement shoots, I am an advocate. It is a chance to build a relationship with your photographer and practice for you and your fiancé to spend an extraordinary amount of time staring at each other and holding hands.  On the day of your wedding, there will be a lot going on, and depending on your timeline, you may not have as much time as you expected to get shots of just the two of you.  Your engagement shoot is an opportunity to take photos in a much more relaxed setting and will help you get comfortable in front of a camera.

Photo: Tara Sharma

Review Photographers Packages. Many photographers include a one or two hour engagement shoot in one of their packages or will add on based on their hourly rate. If not, try to negotiate it in the contract or ask if you can do the engagement shoot in lieu of an hour of coverage at your reception ( you only need so many shots of your friends from college partying for the album).

Scout Locations.  Photographers will often assist scouting areas prior to shooting but typically leave the actual locations up to the bride and groom. Locations that have sentimental meaning or reflect your personalities always add a special touch. When you have a meaningful connection to a place, it makes the experience a little less awkward. Of course, if you pick a location based solely on its picturesque quality, that works too. Pictures of you standing on the steps by the Eifel Tower likely can’t go wrong!

Photo: Tara Sharma

Look Good. Spend the extra time and money, if needed, on looking your best on that day. Getting a nice haircut or a blowout and planning your outfits ahead of time will make a big difference in how the photos look. If you plan on wearing makeup, remember that you have to wear a little extra for your efforts to be reflected on camera. Photographers will take close ups, especially of your hands, so ladies and gentleman, don’t be afraid to get a manicure! When it comes to picking the right outfit, remember that bright or jewel tone colors will really stand out in photos. If you do opt for black, make sure the outfit is well tailored, flattering and has an interesting element to it. I once saw a shoot done with a black ball gown on the beach and the effect was stunning.  And while I am not a fan of the matchy matchy look, make sure you and your finance’s colors are not clashing and that you are dressed for the same occasion. Wearing an evening gown next to someone in a baseball jersey sends the message that someone did not get the memo.  

Photo: Vitor Lido

Feel free to bring your furry friends. I have seen some really well done shoots that include pets. As both of us are dog owners, we know how meaningful it can be to incorporate a pet.  If you have a dog (or turtle…)I that you want included, make sure their temperament will sustain standing still for some pictures. And no matter how well behaved, have someone on hand who can care for them after the first fifteen minutes or have plan to keep them somewhere where they will be safe an entertained. Dogs can be unpredictable and you won’t want to spend time wrangling them, messing up your outfits and frustrating the photographer.

“As we are both dog owners, we know how meaningful it can be to incorporate a pet”

Multipurpose the photos. The great thing about an engagement shoot is that you can utilize the photos pre and post wedding. Couples often use their photos for a save the date, their wedding website or guestbook. After the wedding you can frame one or two of the photos or create a photo book as a keepsake of a time when you were ten pounds lighter and very much in love.

Every couple has their own style so do what makes you feel best. Just remember to take it seriously by putting some thought into it beforehand. You won’t regret it!

Our First Wedding: Sabah & Nakib

During our initial business meeting, front and center on the agenda was the discussion of how we could acquire business; that elusive first client who would entrust us with one of the most important days of their lives.

Shortly after that meeting, we began telling our friends and family that we had started a side business. Not even two weeks had passed when, our friend Megha, who designs beautiful Indian clothes (see below), referred us to a couple who was looking for a planner. We couldn’t believe how fast an opportunity fell on our plate.

Enter: Sabah & Nakib. We took that first meeting and were up front and honest about our experience- we had none. But we promised them that we would make them our sole priority, investing all our time and energy into making sure things ran seamlessly on their big day. Ultimately they decided to give us a shot, and I’m sure I speak for all of us when I say there were some nerves on whether we could deliver.

In the month leading up to their wedding we spent time going through all the details, constructing timelines and speaking to vendors. They kept reiterating to us that their friends were a lot of fun and they just wanted everyone to have a good time.  It all came together fast and before we knew their wedding weekend arrived. We put on coordinated outfits, printed our ultra-revised timeline and got to work.

The wedding was absolutely beautiful. We had to hand it to them: they picked a wonderful team of vendors who executed on their vision. But it was also a lot of fun; their friends did indeed bring a lot of energy.  Behind the scenes we were working every minute to ensure that the day was going according to plan. Having planned my own wedding, I knew it was a lot of work, but knowing what goes on behind the scenes was another story! It took two whole days to gain feeling back in my feet!

What we will most remember about their day was the undeniable love for one another.  It was the kind of love and protectiveness we could feel from the first meeting until the last few minutes of the reception. It was touching to see a groom be so attentive to his wife-to-be. In fact, one of the only things he asked of us on that day was to continually make sure she was doing alright. And when he jumped up to join in a choreographed dance to surprise her, the look on her face said it all. It was truly a pleasure to work with a couple who not only cared deeply for one another, but also cared about their friends and guests who were there to celebrate with them. And they were beyond appreciative of our work and took the time, repeatedly, to tell us so.

That’s when we decided that this the type of couple we want to work with—intelligent, classy, caring and genuine. Sabah & Nakib, we hope that your first year of marriage has been wonderful and we are forever grateful that you gave us a chance! Cheers!

You can read more about their wedding featured in South Asian Bride Magazine!

Photography: Jamie Howell Photography

Decor: Events in Style by Beenish

Catering: Café Bombay

DJ: GTB Produtions

Video: Timepiece Media

Attire: Megha Ramani

Hair: Bride & Bristle

Makeup: Theresa Stone

Girls Just Wanna Have Fun!

These days it is not uncommon for bachelorette parties to be more involved than heading to the local bar and screaming woo! over tequila shots.

More frequently brides are opting for whole weekend soirées often consisting of trips out of state, or even abroad, where they can scream woo! over tequila shots. Fancy.

Bachelorette weekends can serve as a great reason to bring everyone together, get out of town, and celebrate a big life change.  After all, who doesn’t love a good vacation? But there are some complicating factors—how do you get a group of people together, some of whom may have never met, with different tastes and budgets to agree and plan an elaborate trip?  Often times haphazard planning leads to a trip filled with hurt feelings, drama, and wasting money. Here are some of our tips for taking the stress out of the weekend:

Communicate! We often see brides leave it up to their maid of honor or best friend to organize the trip without communicating a lot of preferences. Don’t pretend to be all easy breezy on the front end unless you’re prepared to go on a trip that may not suit your personality at all.  It’s imperative to communicate your thoughts on budget, location and overall vibe of the trip. If you want a laid back trip outdoors complete with wine tastings, you probably don’t want to head to Vegas. On the flip-side if you want a wild weekend straight out of Girls Trip, then maybe San Diego is a little too tame for your taste. Either way, speak up! When I was getting married, I asked for a laid back trip in a fun southern city that would be unique. I also told them that under no circumstances should there be any matching outfits. A very fun trip to Nashville was planned. And even though every fourth woman was also there on her bachelorette, and I was made to wear a sash, I got almost everything I asked for. Ladies, if you’re reading this, I had a blast, and this was more for dramatic effect.

Budget. Like all things wedding related, and life related, consider your budget. Then consider the budget of your friends when picking a place. If you want to rent an Italian villa for a long weekend, make sure that it matches their respective budgets, too. Don’t be afraid to have those conversations early on and set expectations. Getting everyone on board and then springing a hefty price tag later can leave your attendees feeling bitter or dropping out at the last minute.

“It’s imperative to communicate your thoughts on budget, location and overall vibe of the trip.”

image: @refar

Create an itinerary. Whether you as the bride, or someone on your behalf, is planning the trip, make sure someone creates an itinerary. When you hear the word itinerary, maybe you’re imagining the camp counselor or overzealous parent with a clipboard and a megaphone waking everyone up at 6am. And you certainly don’t want to over schedule every moment because soon you’ll realize you forgot to schedule having fun on the trip. But there should be some loose schedule to the day. Pick your accommodations, restaurants, and any scheduled activities ahead of time. No matter how spontaneous you think you and your friends are, you won’t want to waste a quick weekend looking for somewhere to stay or trying to get reservations at a trendy restaurant for 10+ people on a Friday night.  This is also important for purposes of sticking to the aforementioned budget. Also, if you plan to buy a table at a nightclub, see a comedy show or take a ferry ride, etc. look into purchasing tickets ahead of time. Not only will you save a lot of time, but booking in advance can you save you money as companies often offer booking discounts for larger parties ahead of time. Either way, you will avoid a lot of the, “i’m good with whatever” thirty-minute-discussions every time you go to do something.

The goal of a bachelorette weekend is always to have a stress free, fun weekend with your friends, away from wedding planning. A little planning beforehand will ensure that you can relax and get your closest friends excited for the big day ahead.

Cakes and Rosé Events provides a unique service to create a perfect itinerary for your weekend. Read more under services or contact us!

timing is everything.

the importance of planning punctuality

We’ve all been to that wedding.

You’re sitting outside in the hot sun, sweating, thirsty, looking for an hors d’oeuvre but the ceremony hasn’t started yet. It was supposed to start an hour ago. But the bride isn’t ready, the priest is running late, the florist is still putting together the final touches. Now you’re hangry, and the cute guy two rows up is no longer maintaining eye contact because he’s sweating up a storm. Forty five minutes later, things are underway but you look around, and everyone is on their phone or standing under a tree to catch some shade.  You start to wonder if you can sneak back to your room to take a shower and a nap. But hold that thought because the father of the groom has passed out from sitting in the sun. So maybe this particular scenario is a little too specific, but you know the feeling.

The crux of any good event is the flow. And the flow is determined by people running on time. When there are delays, guests tend to become hungry, tired or irritated. By the time the reception arrives, people are calling it a night immediately after dinner and the party is dead on arrival.

When planning a wedding, there is so much emphasis on choosing the perfect décor, picking the perfect menu, and creating that dance-able playlist. However, often times, timing of the day is left to the last minute or not paid attention to at all, leaving chaos on the wedding day. Here are some tips to keep your event on time:

Hire a planner. Of course we would suggest this. But trust us! A planner will sit with you at least a month in advance and construct a detailed timeline; one that is likely to be revised repeatedly until just a few days before the wedding. The planner distributes the timeline and coordinates with other vendors, family members and the bridal party to make sure everyone knows where to be and when to be there. A good planner will also be the one to tell you whether your idea of the evening makes practical sense. For instance, any planner will tell you that leaving 15 minutes for family portraits in between the ceremony and reception is not going to work. It may take 15 minutes to find that uncle who is already making a beeline for the bar! Even if you don’t hire a full planner, a month-of or day-of coordinator can handle the timeline and enforce those timings on the big day.

Build in buffer time. If you have family members that you know are likely to be late, you know your bridesmaids take forever to get ready,  or a vendor will be caught in rush hour traffic, build in some extra time for things to go wrong. While it will be everyone’s best intention to follow the timeline, things are bound to go off the rails when there are so many people involved. Building in some extra time keeps you relaxed even if there are delays. Pro tip: don’t share that you’ve built in delays!

Think of your loved ones. Often times, couples will create detailed timelines that are very centric, to well, themselves. We get it, this is your day, but if you’re not getting married at city hall, then thinking of your guests is important (more on this later). Creating awkward gaps in the day, asking your bridal party to be up at 3am for hair and makeup, or asking your guests to drive all over the state in a short period of time does not make sense. If you want your guests to enjoy the day and remember it as a great party, make a timeline that makes sense for everyone.  Talk with your planner about how you can maneuver the schedule so that you aren’t sacrificing things that are important to you, while making sure your guests aren’t stuck standing outside the venue for an hour without a refreshment or a chair anywhere in sight.

You can’t account for every single scenario on your wedding day. And things are bound to get off track. But being prepared with a timeline, anticipating others’ needs, and being realistic about how long things will take will go a long way. When everyone has their energy, the party is sure to last well into the night, leaving your guests with the feeling that your wedding was a great day.