Vanishing Vendors

What to do when your go-to guy is gone

By Jake Laub
CTW Features

Not all wedding days are created equal. This year August 8th weddings (8/8/08) were so popular, the date attracted almost five and a half times the usual number of weddings for an August Friday. The result: a scramble for everything from DJs to florists.

“All my vendors were absolutely booked,” says Maui-based organic wedding planner Heather Kotok. “One of my officiants had 12 weddings that day.”

So what do you do if all the usual sources in your area are unavailable? To start, grill the vendors, Kotok says. Not all locations, for example, post on the Web. Maybe they’ve been around so long they don’t need to or are so small that they just don’t. Nonetheless, if they host weddings, vendors will know about it.

“The limousine driver knows everything because he goes everywhere,” Kotok says. “I ask, ‘Do you know of any place or location?’ I’ve had really good luck with word of mouth.”

Caterers are another good resource, and even if the photographer and florist you wanted are booked, ask them for recommendations in their field. They may suggest someone you overlooked.

However, sometimes even that is to no avail, and then it’s time to get creative.

Use the U

Your best source for an informal vendor or venue is often your local university or community college, says Julie Edwards, an Abilene, Texas, wedding planner. “They usually have a chapel, and not too many students are getting married,” she jokes.

Musicians and photographers also are readily available at universities. Once, when photographers were in short supply, Edwards brought in three photography students to do the work. The students got credit for a class project, and for a small donation the bride and groom got tons of photos. Edwards has made similar arrangements with music students for the ceremony and reception.

For her own wedding, though, Edwards went even further, and asked the university theater department to do her hair and make-up. If you’re going to try that, she recommends doing a test run first. Her theater department’s initial attempt made her look a bit too much like Shirley Temple, she says.

Fake the Cake?

Even bakers get booked up well in advance of popular wedding dates – elaborate cakes take a lot of time and have to be fresh – so if no one has the time to create your dream cake the day before your wedding, fake it.

“If you want a five-tier cake but don’t want to be charged the thousands for it or don’t have the time, get your baker to make it out of Styrofoam in advance,” Edwards says. “You might think it’s a weird trick, but it’s so much easier. No one will never know.”

The top tier can be a real cake if the bride and groom want to be able to cut it, but otherwise once the cake is whisked away you can serve a cake that your caterer has already sliced up in back. It’s cheaper, easier, and if your cake falls over en route from the baker, no harm done.

A Few More Tips

Fake your flowers, too: If your florist is booked, have silk flowers made in advance. They’re beautiful and will stay with you a long time.

Sidestep the limo: If there’s no good limo service in your area, call up the organizers of the local parade. Often they’ll direct you to someone with a unique vehicle, such as a horse-drawn buggy. Or, call the local sports-car club. Car clubs like nothing more than to have someone rent one of their cars to show it off.

When in doubt, network: Brides want to help brides. If you’re stuck on a problem, visit one of the many peer-to-peer bridal forums, such as ProjectWedding.com. You’re sure to find some help on the Web.

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