Billing and Tipping Advice

Billing and Tipping Advice

by Judith Rivers-Moore
author of Beautiful Weddings & Events
www.WeddingLinks.com

Scheduling your vendors and the event location(s) require a deposit to hold the date. This provides you a guarantee they will be with you on your special day, and opens the door to building the relationship to make plans with their continued advice. A billing system can be set up with final payments required the month/week prior to your wedding/reception and honeymoon. It is important for you to know, they should all be signing agreements/contracts with you and billing you - when the payments are due, Ask for itemized statements and a breakout of hours.

· 50% of the fee is considered a normal deposit to hold dates.

· Keep copies of your contracts in one area or in a three-ring binder

· On all bills - write the check number or date you paid by credit card - keep these with the contracts. (Using a plastic cover sheet is an excellent method to keep items together.)

· Keep a Vendor Log for quick contact in this binder

· Keep a calendar in this log to show when payments are due

· It is normal to see the caterers bill show the tax plus gratuity of 15% to 20%

· Catering and restaurant bills are the most difficult. You will pay for missing people on a per plate charge, Your other events vendors are requesting to be fed - and this too is a charge from your caterer or the restaurant.

· You or someone else (your coordinator) check the bill for accuracy.

· The gratuity is to be estimated PRIOR to the tax and added in AFTER the tax line on your bill.

Some vendors and events specialists require specific information from you by a certain time in order for their work to be completed smoothly and on time for your event. Last minute is last minute and may not be possible. Examples :

Locations ~ require the details on how you want the room set up, the time/date tables and chairs are to be brought in or set up, types of linens -- decorator in (some sites do this for you -- while others rely on you)

Caterers ~ require a menu design, and guest count to order their food a week prior

Photographers ~ engagement setting, a list of people who you want photographed or don’t want to miss.

Videographers ~ family and couples photos for a montage

Music ~ selections for the ceremony and reception

Tipping is an expression of gratitude for work over and above expectations. While the American society adheres to specific tipping for restaurants, limos, taxie, coat check, it is important to understand tipping for your wedding vendors is not expected, but a nice way to say thank you. Many vendors will suggest a positive letter (regarding their services) is appreciated over a monitary tip. Others, such as restaurants and catering services require a specific amount for their staff.

There are some instances during a wedding and reception when tipping is important.

· Clergy have a set fee for travel and ceremony time, but when married at your own church/chapel and your own minister is performing the ceremony, they may sometimes state there is no charge for their services to members. A grateful method of tipping is give he/she a gift certificate for dinner at a nice restaurant, a weekend get-away, or, or, or.

· Your ceremony time was delayed, the ceremony time went over and your paid musicians were asked to play overtime. Anything past fifteen minutes should be tipped.

Tipping structure to consider:

Coat Room Attendants ~ .50 cents per coat or arranged for flat fee ahead of time

Florists, Bakers, Musicians, Photographers, Limo Drivers ~ 15%

Caterers ~ and Restaurants ~ 20% for served banquets

Hair Stylists, make-up, 15%, hotel and luggage handlers or room service, $2-$5

In another country -- use their currency or know the exact rate of exchange for the dollar.