DO IT NOW Magazine article 17-07-12

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Words by Marius Barnard, www.weddingsbymarius.co.za

Photo by: Joe

A Top-end

Wedding on a Low-end Budget

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Photo by: Liza Wigley

2 • dinDIGITAL | July 2012_#8

Photo by: Liza Wigley

If only your pockets were as deep as your love for one another ...

Planning a wedding from beginning to end is not just a list of things to be checked, it is a fabulous journey which all brides should enjoy, every step of the way, even when dealing with budget constraints.

Photo by: Joe

Now that you're engaged, you've got heaps of planning to do. You've set the date - and the budget, right and now you're finding that the wedding reception is going to take a huge chunk out of your budget. Short of signing your life away, how will you create a festive atmosphere, provide good fare for your guests, and still stay within that budget?

With a little creativity and these tips, you can pull off a beautiful wedding reception that's particularly budget friendly.

Avoid high season It’s an inescapable fact - the majority of South African weddings take place from October through to April.

You could save across the board on photographers, caterers, and especially the venue, by getting married during the quieter off-peak months.

Select a venue that allows outside catering Many hotels insist on catering for weddings held there, so to get the best deal make sure your chosen venue allows you to use a caterer of your choice.

Letting the chef advise on what's local, in season, and therefore most affordable at the time of the wedding, can result in a menu that's more interesting and less costly. A brunch or light lunch for example is going to cost considerably less than a full-scale dinner. If you do want to go the whole nine yards, remember to think budget: this means chicken or pasta instead of steak or fish, skipping dessert in lieu of wedding cake, cutting back on the passed canapés as well and supplementing them with a crudités display if necessary.

Similar to the idea of a buffet, the 'station' concept allows guests to visit different service areas to dish up from. You could have a carving station, pasta station and salad station to name but a few. This competitively priced option is in fact really popular at modern weddings.

Photo by: Liza Wigley

Your wedding cake can easily average out at R40 and more per serving, putting a further dent in your budget.

So you may want to consider ordering a small display cake, and then a sheet cake for serving. It's much more cost effective and your guests won't give it a second thought.

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Photo by: Joe

Photo by: Joe

Photo by: Joe

Photo by: Joe

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Trim your guest list

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Each time you add a name to your invitation list you're increasing your budget significantly not only on catering costs, but also on the extra centrepieces, favours, rentals, and the like. Don't invite anyone you haven't spoken to in the last five years; don't feel obligated to allow singles to bring a date; avoid feeling pressured to invite all your work colleagues; and don't permit friends to bring their children. You can also eliminate categories like ‘distant relatives’ or ‘volunteer work friends’, and by not inviting anyone from these groups you will avoid hurt feelings.

Downsize your bridal party Try to keep the number of attendants as small as possible. The larger the bridal party, the more you'll spend on gifts, make up, hair, and of course flowers.

Limit alcoholic beverage choice Limit alcoholic beverages to wine and beer, choices that will satisfy most of your guests. Then, when wines you would like to serve at your wedding go on sale, buy in bulk. Or buy your own wine wholesale. You'll pay your venue a corkage fee, but wine purchased through the venue can cost twice as much. One more thing, serve a signature drink during pre-drinks instead of having a full bar. Instead of pouring champagne throughout the evening, serve just a single glass to each guest at the appropriate time to toast the bride and groom.

Wedding cakes If you want a tall cake, have your cake maker prepare only the required amount to serve each guest one slice. Any additional tiers can be made of polystyrene and iced and decorated to match the other tiers.

Select in-season flowers While most popular bridal flowers are available yearround, some traditional ones - peonies and lilies of the valley, for example - can be difficult to find, and expensive out of season to boot. Seek your florist's advice before deciding on your flower choice.

Make your floral arrangements do double duty. If there's an adequate number of ceremony flowers and they're an appropriate size, they can serve as centrepieces at the reception or decorate the guest book, seating card, and favours' tables. And place the bridesmaids' bouquets on the cake table.

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Bowls or compotes filled with seasonal fruits from a farmer's market make an attractive and more affordable alternative to expensive floral presentations.

Photos and videos Hire a videographer to only start working from the ceremony through to the first dance, rather than for the entire wedding.

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There are many talented photographers who haven't made a name for themselves yet, and their lack of recognition can save you a fortune. If you fall hard for a photographer who's in high demand, ask if he or she will refer you to a colleague with more affordable rates, but make sure you like their work before committing.

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Photo by: Liza Wigley

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Pool the presents Yes, it can be done - if you word it well that is. These days couples mostly live together well before their actual wedding day so to ask for monetary contributions towards your honeymoon, for example, is a great idea. You could register your trip with your local travel agent, add extras like perhaps spa treatments and boat trips, and then break the expenses down into gift-size bites.

Often overlooked expenses

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It’s easy to remember the large expenses when budgeting for your wedding: the venue, catering, flowers, cake, and of course, the dress. But there are certain aspects that are often overlooked and can add up to a hefty oversight if not planned for properly.

Some of the most common additional expenses you should be aware of to avoid unpleasant surprises at the end of a happy night could include:

Gratuities Before you sign any of your vendor contracts make sure they specify whether or not gratuity is included.

Service providers who own their own businesses do not expect tips as they have already included everything in their initial negotiations with you. However, when it comes to the reception venue you should ask the representative about the policy of tipping waitron staff, bar tenders, and the like.

If gratuities are not included expect to pay between 10 to 15 percent of the total catering bill. In the event of a service provider having done an extraordinary job, you could send a note of appreciation and a small gift after the fact.

Corkage fee As the sale of wine is particularly lucrative to any venue most will try to prevent you from bringing your own in by charging a high corkage fee. If you are planning to bring in your own alcohol be prepared to pay an additional R30 to R50 for each opened bottle. It’s imperative to check with your venue well in advance what their policy is as ‘Bringing Your Own’ is often not an option.

Overtime fees Your service providers will very likely charge you a fee should they work more hours than initially agreed to. Ask your reception venue what the rules are if you go over your allocated time and make sure any overtime costs are clearly spelled out in all of your service provider contracts.

And a final piece of advice - before signing a contract with any of your providers, try to negotiate a lower yet still reasonable rate. And ask talented friends or relatives to help with your wedding arrangements, an artistic friend can assist with your table décor, or a baking enthusiast can help you with your cookie favours. Don’t be hesitant or embarrassed, just ask!

Until next time, happy planning. •

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For more information and planning advice, contact Marius on marius@weddingsbymarius.co.za