Eight Ways to Trim Your Wedding Budget

All of the pieces and parts of your wedding have one thing in common: Each has a price tag.

With a little imagination, plenty of planning and thought and confidence, you can trim the budget. A little here, a little there – and the next thing you know, you’ve saved potentially thousands of dollars.

Here are some ideas.

Use a wedding coordinator: A good coordinator or planner may seem like an additional expense. However, the expertise a good coordinator brings to the event should be focused around giving you the special day you want – while saving you money.

Coordinators have long-term relationships with lots of different vendors who will often extend special pricing – because they know a coordinator’s event will be stress free.

Spend a little to save a little.

Choose a professional caterer: Yeah, that sounds a bit self-serving. Just like a wedding coordinator, a professional caterer knows how to shave a bit here and there or offer other suggestions to help keep your entertaining budget in line. Rely on the expertise of others to relax the strain on your bank account!

Invitations: One of the most common suggestions for saving a huge amount of money up front is to use handmade or inexpensively printed invitations instead of engraved invitations.

Be honest, that engraved invitation that you paid $4 each for hits the trash can as soon as your guest puts the date on the calendar. Why not ask a graphic designer friend – or your talented self – to create a one-of-a-kind invitation that can be printed on a home printer or at a printing center?

Have fun, put your personalities into the invitation – that will be much more memorable to guests than a stereotypical, engraved invitation.

Avoid guest list bloat: Early on, define who will be invited – and stick to it. Simply, invite only those who are closest to you and your partner. Do you each have lots of college friends who still live in the same town? Coordinate with them and live stream your ceremony via Skype – while those friends celebrate at a party of their own. Sen a DVD to far-flung family members.

The tunes: No wedding reception is complete without music – and we all remember the fun scenes from “The Wedding Singer.” Still, a full band can run into the thousands of dollars – a DJ will likely be a few hundred bucks and can do just as much to entertain the crowd. For a smaller affair the couple’s favorite songs assembled into a playlist and pumped over a great sound system may be plenty. Still want live musicians? Check with local musical instrument stores – they may know of a “pick-up” duo or trio who will give you live music for a few less dollars. Remember though: Musicians are professionals just like chefs and wedding coordinators – and should be paid accordingly.

Booze by the numbers: If a full bar is in your plans, pay for alcohol service by the head – not by the drink. Even casual drinkers will belly up to a free bar. A per head fee will be much better on the budget versus per drink – which can reach $7.50 per drink or more. For an early afternoon wedding – consider keeping alcohol service limited to wine and beer.

Timing is everything: An afternoon wedding allows you to reign in bar costs with just wine or beer – see above. It also allows reception food to become light appetizers and cake instead of pricier heavy apps or dinner service. Maybe a very small private ceremony is your thing. Take the honeymoon – then come back and host a big backyard BBQ for you to celebrate with friends and extended family.

Network your worries away: I’m always amazed when I post an inquiry on social media sites. Wow, I often have resources that I didn’t know I had. Maybe you have a long lost cousin who is a professional photographer – and would love to “gift” you photography. Your aunt’s best friend is a newly opened florist who will swap flowers for a business card on every guest’s seat. Your nephew is a graphic design student who needs a project – invitations!

Ask, and you will likely receive!

Choosing the Perfect Venue: Number of Guests, Budget and Personal Style are Key Elements

The decisions you must make for your special event – whether it’s a wedding or a corporate retreat – are seemingly countless. Among the most crucial decisions is the venue – where you will host your special event?

Here are some thoughts to consider when choosing a venue.

How many guests do you want, and how mobile are they?
Is this a small group or several hundred participants? And if you’re planning a destination wedding or remote retreat, are your guests willing to travel to the venue?

The number in your party can immediately trim down a list of potential venues rather quickly. The smaller the group, the more likely you are to find more venue options.

And for events requiring travel, consider the budget of your invited guests, especially those who are important to the success of the event.

Do you want a religious ceremony?
A church-based service can impact the number of guests. Churches vary a great deal in size and depending on your convictions; you may find your choice of church falls short of needs. Consider a larger facility of the same faith – but be prepared for your choice of minister to possibly share the ceremony with the host minister.

How much work are you willing – or do you want – to take on?
The most austere of event venues can be made to sparkle with the right decorations and flowers. If you’re particularly talented in these areas and can take on the work – you’ll save a huge piece of your budget. Otherwise, know that décor and flowers can quickly add lots of extra dollars to a budget.

Size, budget – and style
OK, so you’ve found the perfect sized hall or venue, it fits your budget perfectly – but does it fit your style? Outdoorsy couple may have found the perfect hotel garden and reception hall for their big day – but does the glitz and polish of a hotel really fit their style? For this couple, an open air wedding and a reception in a state park picnic pavilion may be more their style. Likewise, the urban couple may not be very much at home with a beachside wedding. Consider style!

Public venues are magical – but often require permits
If the idea of a beach wedding or ceremony in one of Savannah’s beautiful public squares is more your style, work with a planner or make contact with city hall. Permits are often required for such events and can include other mandatory expenses like security or parking oversight. If you plan on having a reception in the same place, there may be rules and licenses required. Plan ahead and secure permits – you don’t want your event interrupted and potentially shut down for lack of permits!

This is as good a place as any to discuss alcohol service. Rules vary wildly from state to state – and city to city within a sate. Your caterer, bar caterer or alcohol provider should be able to answer questions regarding permits. In some cases, the bar caterer will have the only license necessary. In some cases, know that you may have to acquire your own special event alcohol license. Check local regulations.

Ask to see pictures of previous events
Regular event halls should have photos of past events to help you get a feel for how the space looks when set for a wedding or special event. The pictures, in fact, may not be perfect, and may illustrate difficult to decorate features of the space. Scrutinize the photos carefully.

Is it clean, well-managed and maintained?
When you visit potential venues, walk around. Look not just at the public space, but at the areas that will be used for catering, bar service and restrooms. Is it clean? Are fixtures, floors and doors well maintained and functioning? Do you see fire extinguishers, clearly marked exit signs and other indicators that the venue owner takes pride in the location?

Any restrictions on catering – and can your caterer’s needs be addressed?
Some venues have a mandatory list of caterers that must be used – or handle food service in-house. Regardless, coordinate between catering and the venue to make sure your caterer has what they need to work. If your venue, for example, does not have a working kitchen, your caterer will have to bring cooking surfaces and hot-holding vessels, which can add to your cost. Caterers need refrigeration, hot and cold running water and areas in which to handle clean-up. Trying to save a few dollars on an ill-equipped venue can come back to haunt you with a larger catering bill.

Home weddings: Is the wear and tear worth it?
I’ve been to several weddings held in private homes or on the scenic lawns of Savannah’s many waterfront homes. The events are beautiful – but are the wear and tear worth the savings of a commercial venue? I’ve seen one evening’s worth of wedding guests literally wear the paint off of a staircase bannister!

You can possibly have as many as a few hundred guests parking on the lawn, treading on gardens, interior floors and carpeting. In all likelihood, you will need to bring in portable toilet facilities to accommodate a large party. Bands or DJs will require a place for staging and have demanding electrical needs. And, again don’t forget your caterer: Will they work from the home kitchen or need to bring cooking, cleaning and hot-holding equipment?

Is there parking?
If you’re having a wedding with 150 guests in one of Savannah’s squares on a busy spring day – you will have parking issues. What began as a storybook wedding can turn into a scene from a bad movie. Elderly guests can’t be expected to walk – and loading and unloading zones will have to be managed and cleared quickly. When planning, remember that people have to get to your event in some form of transportation -- consider parking and how guests will get form cars to the venue.

What is payment policy? How about add-on charges?
Venues will require a deposit and many require full payment in advance of the event. Understand payment polices, get the pay structure in writing – and don’t forget to include details on venue cancellation policies. Some venues will have a per piece charge for chairs, tables, table cloths and other add-ons. Some venues will break out fees for things like security, valet parking, clean-up and a site manager.

A part of any venue agreement is the time prior to and following the event. This allows florists, designers, musicians and caterers time to prepare and time to break down and clean up. Any time outside of the venue’s standard access period may be charged additionally.

Know what the fees are – and know that as you continue to add these details, the budget will continue to climb.

Rain, rain, stay away!
Your outdoor event is all set – but don’t forget that you will need a Plan B in the event of rain.

What? Yes, you just added to your budget! Most large scale events with out of town guests can’t be cancelled due to rain or inclement weather. Work with a venue to be your back-up plan. 




Thanks to Savannah-based photographer Richard Burkhart for use of his photographs. Richard is a veteran photographer with experience shooting in many of the city's and region's venues. You can view his wide range of work and contact him on his website, http://photosbyrb.com/.

Break Tradition: Put A Personal Touch, Sense of Humor Into Your Catered Event

  In the past, catered events usually went one of two ways.

  In one, guests are seated while a cadre of servers present every course on a plate in front of each guest.

From appetizers, to salads and soups and through the entrée and dessert, guests stay seated while servers scurry about. Today's plated dinners aren't nearly as ostentatious as formal service at Downton Abbey -- but can feel as stuffy to guests more accustomed to casual dining.

  In the other scenario, guests queue up to a buffet where they either self-serve or have servers scoop dishes onto each guest’s plate.

  These were great ideas and still fill the need for many catering clients. But more and more – particularly among wedding parties – brides and grooms want guests to be active, to have fun – and perhaps even experience something about the couple’s food interests or ecological beliefs.

So what are the options?

  Options are only as limited as the imaginations of the catering client and the caterer. Let’s explore some innovative and imaginative ideas!

Get Up And Move With Action Stations

  Everyone is familiar with the old-school roast beef carving station – that’s an example of an Action Station. Let’s take the idea one step further.

  How about an action station that serves guests rough-mashed potatoes – and then guests ladle on their own choice of toppings? Everyone loves a hearty dollop of sour cream and chives on a potato – or even Cheddar cheese. But expand the toppings to include exotic cheeses, mini meatballs or shredded and tender braised pork and you’ve turned the starch course into a meal.

  In the Lowcountry of Georgia and South Carolina, the ubiquitous Shrimp and Grits dish can become an action station at which guests choose from a variety of grits (stone ground, creamy or cheese grits are ideas). Offer a variety of shrimp styles. You don’t have to go all Forrest Gump, but consider the flavor variations of allowing guests to choose between shrimp scampi, grilled shrimp or shrimp in a spicy Cajun gumbo.

  The action station concept can comprise the entire event – or constitute only a portion of service. From build-your-own salad stations through the ideas listed above to make-your-own sundae stations – action stations keep guests active, engaged and happy.

Pass the Lima Beans, Please

  Embrace the Southern tradition of family-style service. Here, each table of guests is presented with platters of the menu choices and pass between one another in a self-serve style.

  Family-style service engages guests, encourages interaction and can reduce the number of service staff required for your event.

  And, just like a plated dinner, family-style service limits the amount of food going onto guest’s plates. An empty platter can mean “all gone” versus a buffet, which encourages guests to go back for “all they can eat.”

  Family-style also allows incorporation of some plated service. You might consider a plated salad, family-style main course service and a plated dessert.

Take a Culinary Safari With Ethnic Foods

  Professional caterers usually have an international repertoire of dishes. Ethnic dishes provide guests with an opportunity to explore and provide the ingredients for an event that is sure to be filled with lots of laughter, lots of oohs and aahs and a room full of happy guests.

Smoked ostrich filet.

  Ethnic options can range from passed finger foods like min-samosas or kebabs to sushi or mini banh mi. Action stations can feature tacos – but made with exotic ingredients like ground ostrich or braised pork belly. Imagine guests having a celebration around a table of a build-your-own pasta dish. Three or four styles of pasta, a variety of sauces and a few meat and vegetable options could make this the centerpiece of your event’s food service.

  If you’re serving your wedding cake as dessert, consider a small sweet bite with coffee to signal the end of the meal. A single, luxurious French-inspired chocolate truffle can make a meal memorable – and assuage guests’ sweet tooth until cake is served.

Express Your Convictions

  If the bride and groom or party host has strong views on culinary topics like sustainability, organic or local ingredients or nutrition – you have a captive audience with whom to share your beliefs through action!

  Here, the options are only limited by the event host’s beliefs and imagination. You need to work particularly close with your caterer in order to source in-season ingredients and to stay on budget. In this era, nearly anything is available by overnight shipping – but the cost may be prohibitive and quality may suffer.

  And ecological beliefs go far beyond the food. Is your caterer using disposables that are bio-degradable, compostable or made from recycled materials? Where does left over food go? With proper planning your leftovers can provide a substantial addition to a local food homeless shelter’s daily rations.

  Come to the table with imaginations turned to “high,” and an open mind. Hosting a catered event does not mean sacrificing fun or following traditional practices. This is your special event – put your special mark on it!