Nuptial Nonsense

The Do’s & Don’ts of Vendor Selection + Wedding Budget Tips

Oak + Willow Event Co Season 1 Episode 2

Welcome back to another engaging episode of the Nuptial Nonsense Podcast, powered by Oak + Willow Event Co. 🎉 This week, Valerie and Rilee tackle one of the most critical aspects of wedding planning—vendor selection—and share must-know tips for keeping your wedding budget under control.


💍 In This Episode:

Why Do Some Venues Require Specific Vendors? Learn why venues insist on preferred vendors and how this benefits your big day.

Choosing the Right Vendors – Insights from Valerie’s experience as a venue director on working with reliable vendors who follow regulations, maintain food safety, and ensure seamless service.

Guest List Management & Budgeting Tips – Struggling to keep your guest list under control? Learn why cutting down your list can be the easiest way to manage your budget.

Dessert Bars vs. Wedding Cakes – Are traditional wedding cakes on the way out? Valerie and Rilee break down why dessert bars are a rising trend.

Tipping Wedding Vendors – Who expects a tip, and who doesn’t? Get the real scoop on vendor tipping etiquette.


🎙️ Helpful Links & Chattanooga Resources:

🔗 Oak + Willow Event Co. Wedding Planning Servicesoakandwilloweventco.com

🔗 Explore Chattanooga Wedding VenuesVisit Chattanooga

🔗 Local Business & Event LicensingChattanooga City Government

🔗 Wedding Cake vs. Dessert Bar InspirationLocal Chattanooga Bakeries

🔗 Bartender Licensing & Safety Requirements in TNTennessee Alcoholic Beverage Commission


📢 Mentioned Products:

🍩 Little Debbie Snacks (Shoutout to Chattanooga’s Own!)Little Debbie

🧊 HydroFlaskShop HydroFlask

🎧 Listen Now & Subscribe for New Episodes!

🌿 Learn More About Our Planning Services: oakandwilloweventco.com

🎥 Produced by: Build Something Media


Follow Oak + Willow Event Co. for Wedding Inspiration!

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Welcome back to the Nuptial nonsense podcast brought to you by Oak and Willow event. I'm your host Valerie. This is my co-host Riley.



 Today, we're going to talk about vendor selection. It's an important part of the process for sure. You got anything to add to this so far?



 Nope.



 Make sure you have good food at your wedding.



 Yes. Okay. We'll get to that for sure. There's a few things that people always are going to talk about. They're going to talk crap or they're going to talk good things. It's totally up to you. How do you want to spend that when you choose your vendors?



 First of all, vendor selection. Okay.



 Somebody asked me the other day, why do certain venues,



 it's a requirement that you use certain vendors at these venues. Okay. There are several reasons why.



 Mostly because they've worked with them before they know the venue layout, they know the venue expectations. What are you laughing at? I look bald.



 Y'all were on the struggle bus. I was like jump scare myself.



 We're on the struggle bus today. It's rainy, it's humid. It's like mid-December and it's 70 degrees. Welcome to the south, I guess. Anyway, we're here. It's fine.



 I read in my journal last night and January 1st of 2022 we were supposed to have tornadoes.



 Oh no, I rebuke that and then I'm the lord. That could not happen again. The weather was like this today, so I'm praying. No, we don't do tornadoes. Absolutely not. Go on. Anyway, what was I saying? Oh, venues and vendor selection. Okay, because here's the deal.



 Oh man.



 When I was a venue director,



 there were vendors that would come before we implemented certain policies and we knew it was going to be a shit show. People booked them because they are budget friendly.



 They're cheaper than other places.



 Weddings are expensive, so people want a good deal, right? That's why when I tell you, you have to use certain vendors for your wedding.



 It's not because I'm controlling guys.



 Right.



 It's because I've worked with them and I know they follow venue expectations. They are good to the clients. They will provide a good service.



 Whatever. Anyway, you're trying to build the Avengers team. You don't want a crappy like byproduct. Yeah. Superhero. Like I know your aunt Susan can make good chili in the crockpot, but like, yo, nobody wants that on their wedding day. Okay. Nobody wants that. So, the reason sometimes venues have like you have to use this bartender. That's where we see it a lot of times is with bartenders because that is like a really big responsibility.



 I feel like I'm like hugging this mic. Hello friend.



 It's because I have to talk with my hands. Anyway, bartenders have a big liability.



 Also catering. It's a big liability. You don't want somebody that's gonna doesn't follow protocol, safety guidelines, isn't licensed insured, etc. Because if your whole wedding of 150 people gets food poisoning. Yeah. Or like if your food is cold by the time like the back of the line gets. Yes. Like you want someone that has, you know, all that in preparation because I've been to a wedding where that happened and that's not.



 Yes. Not the move. Or the caterer runs out of food. Yeah. I've also, I heard about a wedding where that happened and that people were not happy. You don't want that to happen on your wedding day. You don't ever want to run out of food period.



 I would be upset on any day. Definitely not at your wedding. Because no. So anyway, that's another reason. So as far as like the wedding planner side of things,



 every single wedding planner I know personally and then myself, like we have a preferred vendor list that we send out to our couples venues. Even if they don't require certain vendors, they'll have like a preferred vendor list. And again, it's because we have worked with these people. It has been a good experience. They are worth the money. They hold up their end of the contract. The clients have a good experience. The couple has a good experience.



 I guess that's the same clients and couples. Anyway, the guest is what I'm trying to say. Have a good experience. Like you have to trust your planner. Trust your venue. Like oh man, when people go rogue off of the preferred vendor list, I'm just like, oh my gosh. Like I just know something crazy is going to happen. So like for me,



 I,



 for example, photographers, we'll go with a photographer.



 There are probably,



 if somebody texts me and they're like, hey, I'm looking for a photographer. I'm trying not to spend this over this. I want potentially this many hours, whatever. Then I have a list I can send them. I don't have just one person. I have two or three to choose from. Photographers have different editing styles, whatever.



 Same thing. Catering, bartending, florals, the whole nine yards. Venues and vendors,



 as in wedding planners, have options. It's not just you have to use this person and they're going to be out of your budget. Like there should be budget options. If that still does not fit into your budget,



 pro tip, invite less people. And I know people hate to hear that, but here's the thing. Weddings are a per person event. Like you are paying per guest. Even if you don't have alcohol, if you only have food, you're still basically paying per person. Sometimes even DJ's charge like up to 75 people's one price, up to 150 people's other price because they have to bring more speakers.



 You have to have people be able to hear you. All that is something that you need to think about when you're creating your guest list.



 Weddings don't have to be a family reunion. Girl. You can have a barbecue to see your family. Thank you. You don't have to invite Billy Bobby Joe that you haven't seen since you were born. Or your mom's best friend. Don't feel obligated. This is your wedding. Yes. I mean, you do have to invite my best friends. But you. You didn't have a controlling wedding.



 But you're close to my friends. You know them. That's different. But that family member that's like, "Oh, I haven't seen you since you were this tall. Kick them out." They don't need to be there. Preach what she said. Absolutely.



 Which,



 we're going to go into that more on our next episode. If they're not at your birthday parties, they don't need to be at your wedding. Or if they're not texting and checking on you. Respectfully. Like, no. Anyway. Yeah. Totally agree with that. So that's the whole thing too. It's not a family reunion. It's not time to, you know, your third cousin from your dad's second wife removed whatever whatever. Like, they don't need to come. They don't need an invitation. Period.



 No offense. Billy Bobby Joe. Yeah. We can still love you from a distance. It's all good. All good. So, another thing somebody asked me is how soon should you be booking your vendors as soon as possible? As soon as possible.



 Time in the wedding world does not move the same as time out here in the real world. Like, you be like, "Oh, I have a year."



 I would lay money.



 Three of your five preferred vendors are going to be booked already. Like, I mean,



 personally, Okanwillow for 2025 is like 90% booked already. So you have to think about like your photographers. They can only shoot one event at a time. They can't be two places at once. Your wedding planner team.



 Even if you have people like I can be the lead on something and then Hannah can be the lead on something. What's your thought? I see you about to laugh. I don't know. I just be giggling. I didn't have a thought.

 I didn't have a thought.



 You all that sums up her whole life. I didn't have a thought.



 Just stare and laugh.

 But, you know, that's something to think about is like you can't be... Can you edit that? No. Edit that out.



 You can't be multiple places at the same time. So that's something you need to think about. Wedding dresses. Ok, you need to go look at wedding dresses sooner than later because the chances of you picking it up off the rack, having it fit exactly how you need it to fit, length, everything,



 slim to none. My curvy girls out there, you're gonna have to have it altered. Period. Because it's gonna be too big in the waist if it fits in the boobs or the butt or whatever. It's gonna be too long if you're like myself, 5'4". That dress is gonna drag the ground.



 Period. Like that's just gonna happen. And alterations take a lot of time. Heavy beaded dresses.



 Man. That can take a long time. So sooner the better. I have had a bride in the past who was three months until her wedding date and she had not even looked at wedding dresses.



 That stresses me out for her. She seemed ok with it.



 It was not ok. Anyway, she ended up finding one that she knew somebody that could do the alterations. But a lot of times that's not the case. That just reminds me of when I like my junior prom got cancelled and then I randomly found my prom dress in my closet. Like my senior year and I put it on and then couldn't get it off and I had to drive to Mimi's house with it on so that she could end it.

 The silver one?

 Yeah. You wore that one though. My senior year. I know. Yeah. I had to make sure it still fit. So I was home alone and I put it on and then I couldn't get it off and I had to drive to Mimi's in my Honda Civic in a gown up to here.

 Yeah, it was big.

 It was very big. I didn't tell her I was coming over. I was walking the door with this. I was like, "Mimi, I need you to unzip this dress." Why could you not have... You couldn't reach it? No.



 Because I zipped it up with a hanger and I couldn't zip it back off. Oh my gosh. Okay. New slash. Yeah, she did wear it. It looked very pretty in her dress. It was big though. Like it was like... And I busted it while dancing at prom. Ew. Get it girl. You're in.



 Oh gosh. Are there pictures from prom?



 Like to somebody... I doubt it. Not like professional pictures, but like somebody took them on their iPhone pictures. I doubt it. Oh, I would love to see. I very seriously doubt it. I thought I remembered seeing them at somebody... I thought somebody had some at one point.

 I don't have any.

 I don't know. Maybe that was something else. I don't know. Not that I could find my phone in that Mod Podge of a Dress. I mean... It was huge. It had pockets though. Yeah. Which pro tip, we love a dress with pockets.

 Max.

 Not for your phone. Please do not have your phone in your dress on wedding day. You can have tissues.



 Little like...



 Sometimes for the sentimental people out there. Sometimes like the mom or grandmother will give them like a locket or like a... You know Nana's gonna give you like a brooch.

 Yeah. I know.

 And cry while I give it to me. Yes, for sure. So you can put that in your pocket and just like have it with you.



 And plus pockets are just fine. You can put them in a twirl around. Like it's a whole thing. Anyway.



 Um... I've also tried and thought where was that? I have to have my notes here y'all. Cause I... Were too all over the place. Okay. So yeah. Book your vendors as soon as possible.



 Pretty much every vendor I know requires a contract and a deposit which should go towards your overall um...



 Payment amount. Words are hard today. Yeah.



 It's cause the weather. It's really taking me out. It really... This is like a nap weather. Yeah. Like we do not need to be doing anything productive today. Yeah and I had to put those clothes away. I have a three foot... three foot pile of clothes in my floor at home. So. They're clean. Pray for me y'all. Pray for me.



 Every single one of them is hanging up clothes. So. I'm unwell. Genuinely. It's fine. You'll be okay. Grieved. Um.



 What's that say?



 Book them as soon as possible. Oh yeah. Book them as soon as possible. See this is how it is to work with me too. Oh the funding. Oh yeah. So um most vendors everyone I know contract and a deposit. The deposit is usually between like 250 or 500 dollars.



 So just know you are going to have to pay that upfront. Again everybody I know until the contract is signed and the deposit is received your day is not booked. So just keep that in mind.



 That is important to know.



 Somebody asked me do vendors give a discount if you pay in full upfront.



 That is very specific vendor to vendor. They each have you know their own policy.



 I don't have like a blanket policy on that. It's kind of situational. What's your date? How booked am I? What is it you're going to need? What is your venue? Some venues are easier to work at than others. That's just what it is. Some of them um if it's new to me then I don't know the venue then you're probably not going to need a discount because like I don't know their policies. I don't know their procedures. I don't know their staff. I don't know their requirements.



 Also paying in full comes with a risk for you as like the couple. Because let's say hypothetically you book your venue, your planner, your florist, your bartender and you've paid everybody in full and then god forbid something happens.



 The wedding doesn't happen how it's supposed to. It gets cancelled. It gets moved. One of those vendors isn't available for the date that you want to move it to. You have potentially lost all of that money. A lot of people,



 the few vendors that I do know that do accept the payment upfront in full you don't get a refund. Like that is a chance that you have to take. So you need to just really read through your contracts before you sign them. Like that's really important because every contract is different. Every vendor is different.



 And that does happen. So don't be like oh that won't happen to me. It has happened to people that she has had. Yes it does. Don't be one of those people that thinks that's not going to happen to them.

 Hopefully it won't. Yeah.

 But you never know. Yeah. You just never know. And it's not even that like the couple, I mean I have had couples that just have totally broken up and like they're no longer together. But then I have had them that there was an unexpected job change or they unexpectedly



 were able to purchase this house that they didn't know they were going to be able to. So they used the money. You know like things happen. Life happens. You cannot plan for everything. Period. So I don't know. I personally rather lose five hundred dollars than five thousand dollars. I mean I'd rather lose nothing. But comparatively speaking five hundred is better than five thousand in my opinion.



 Another hot topic when it comes to vendors is do vendors expect to get tipped? I'd like to know your thoughts on this before I continue.



 As someone who's at an age where your friends are getting married. A lot of my clientele is early twenties.



 What is your thought process on that?



 I mean I think A depends on what kind of vendor. Okay. Like what? I'm not going to tip a DJ. Really? It's not going to happen. Why? Why do you think that? I'm just not. A walla. Sponsored. I'm cheating today. Sorry. Oh yeah. She's a Hydroflask. You can sponsor us. I am a Hydroflasker really. She is. Hardcore. This is the OG obviously. She has some dents and scrapes. It's okay.



 Um. I don't know. I'm just. That just doesn't seem like something that I would do. I would tip like a bartender. I would tip that.



 Hold on. Nail. Edit that place. Okay. Go ahead.



 Um. I would tip.



 I don't know. It's like if you like have to consistent like I think.



 Okay. Let me stop. Get the bartender for a second. So a lot of times bartenders have two options in their contracts. One. It's a percentage. They can go ahead and include it in your package price like an exit amount percentage to like your tips. Or they put out a tip jar and your guests tip them. I would have the guests tip them. Yeah. I wouldn't tip anyone. You don't think? I'm already paying. No. But the guests can tip them. Like if I had like a like a like a fun vendor. Like like the ones. Okay. It's a fun vendor. Well okay. I went to an event one time and they were making coasters where they like it was leather and they like. Oh yeah. Personalize it. Yeah.



 And then like getting that that would be fine if the guests were like tipping them. If I go up and get one I'm not gonna get one because I'm the one that paid for that. You know what I mean? The guests didn't pay anything. Like they they can tip if they want to. And then like I feel like food and stuff is like the guests aren't gonna tip food because they're like going up getting it and leaving. Like a like a bar a bartender is different. Like if they're going up to the little cart and like getting their drink. I don't know. I feel like if it feels right tip. If not me personally won't be doing that. But you saying like you as the bride. Yeah. Vendors who I booked for my daughter's weddings. Sorry. You will get a tip. I promise you that.



 So I think like okay.



 Catering staff for example. A lot of times I have also seen that in catering contracts is like because here's the thing like there's one or two people who are making the food but then you if you have a buffet style then you have staff there that are getting paid probably like an hourly rate from the owner or manager whatever.



 They're refilling your food. They're potentially cutting the cake. They're potentially doing trash, busing tables. It's almost like a restaurant situation.

 You know what I mean?

 Yeah. You paid for that. I know I understand but I'm saying a lot of times they they will get tipped at the end of the night or like it's included in their package price and then you know hopefully the owner actually like disperses that amongst them and doesn't keep it for themselves. That's for sure. Almost every wedding I have ever worked I would say probably 10% don't have the tip jar out and people are always like oh can I tip you. They think that I don't know it's almost like they expect to tip the bartender. It's like when someone's doing a service for you. You're used to going to a restaurant or going to get a drink and you tip. So what if you had a bartender. What if you had a vendor and you felt like they went above and beyond what you contracted them to do.



 You still don't think that you would?



 Then yeah maybe I would feel differently but I think as a blanket statement the answer is no. Yeah. But I think there can be like case by case basis. So I would just like to say as a vendor as someone that has talked with other vendors I think the general rule is like we don't expect it. Like we don't expect to. Bartenders probably do because that's like a very tip heavy service. But like generally speaking we don't expect it. It is always appreciated. I love though when my couples write me like a sweet little handwritten note that's like meaningful and you know I don't know I just like having that connection with them. But if you want to throw some hundreds in there that's okay too.



 And I do split that with my team just so everybody knows. I know I have heard tell that there are some people who don't. Like they just keep all of it and like yes I usually have done all of the work up until wedding day. Like my team bust their ass on wedding day for you know 8, 10, 12, 14 hours. So I don't think that's fair. She has me and Avery slaving away too. Just so you know. That is not true at all. That is not true. Just say bring me your iPad. I have to do the layout.



 Yes. They do help sometimes that is true. But my team that's there with me on wedding day I do split that with them because I feel like that's not I don't know it just doesn't feel right too. Yeah because it's hard work. I mean even if it's not hard like even when I just go and help like set the tables or whatever it's just tedious and time consuming. Time consuming yeah. And it's very detail oriented. Like that job is such a detail oriented job and so like you have to make sure everything is in its place. The forks on the right side are right as incorrect. The knives are on the correct side like you just want it to be like as close to perfect as possible for sure.



 Shoot there was something you said a while ago and I was going to make a comment about it but. That I wouldn't tip a DJ.



 No it wasn't that. Sorry.



 Don't cancel me. I would say though the DJs do get tipped. Okay but this one wedding okay guys. There's no reason that just doesn't seem like something I would like. Well it's because the ones that I have personally seen get tipped it's because they go above and beyond. It's not just like you're playing music like they are a showman. Like they put on a show or woman there's a female DJ that I've worked with a few times and she's phenomenal. But it's because they are entertaining. It's not just they're not just hitting a playlist. Like they're mixing songs. They're keeping the crowd engaged. They're helping us run the timeline making announcements for us which is very important. That's a huge part of having a good as a planner having a good connection with a DJ because they play a vital role in that for sure.



 But no that's not what it was going to be. I mean having a good DJ though is important. Let me just talk about that for a second because anybody can hit play on a Spotify playlist.



 Like that's not hard you know. But like keeping the crowd engaged having because here's the thing. People are going to go dance for a few minutes and then they're going to go sit back down. You have to keep them out there. You have to keep the crowd going. Yeah I mean I went to a wedding in June and every time I said I was going to leave there was another song and I was like this is also my song and I got to go back out there. Yeah that's what I'm saying is like you want that. You want to keep the party going. You want it to end on a high note.



 You want people to be like oh my gosh that was so much fun. Which is one of the most important vendors you can book is your DJ period. Because like I said they I personally work hand in hand with the DJs every single time I have an event to you know can you help me make this announcement. If it's a large wedding I'll ask them to like dismiss the tables on the microphone instead of us just walking around because it's loud and noisy and you know they can get the attention of people that way keeping the party going like I don't know it's just the flow of everything is the DJ plays a large part in that and I think sometimes people don't give them enough credit so DJs here it is hats off to you y'all do a lot for sure.



 Okay let's talk about wedding cake.



 The weddings you've been to so far have they had cake?



 Uh yeah I didn't eat it.



 Well I mean I'm not a big sweets person. Yeah I know you're not. Because it wasn't chocolate. Right.



 That's why. So trendy right now is like not having this huge like three or four tier wedding cake it's like you may have one small cake that the couple cuts like as tradition and then it's like a dessert bar.

 Yeah.

 Which like brownie bites little cupcakes chocolate covered strawberries I've seen chocolate covered pretzels cookies of different types is that something that you think I think for you that would be like they're right to go. Yeah I would I could rock with even just like some little debbies like shout out Chattanooga we love a little Debbie things I would things I would eat like yeah I've had donut walls before because people want some like because at that time the party is usually like starting and so people don't want to like go sit down with a piece of cake they want to go pick up a cookie and let me say something carrot cake kills the vibe yeah vibe killed immediately y'all need to stop doing that. Okay that's my hot take that anybody that has carrot cake plan for their wedding X may that it needs to be done. No I agree. That's a trend that needs to die respectfully.



 Yeah I had a broad one time that had a three tier cake and it was all carrot cake and I wanted to die.

 I was like no.

 No one wants that absolutely nobody wants that. If carrot cake has zero haters I'm dead. That is insane.



 Yeah and she the girl's like well that's his favorite okay we love that for him we love that for him so much. Get him a carrot like mini bunk cake. Okay but I think this is like a good example of like when you can have your own personal cake to cut for pictures.



 And then like the couple keeps like the rest of it or whatever but then you have a dessert bar for everybody else. Or I've even had somebody do a small cake that they cut but then they did have like a two tier cake that was am I boring you? No.



 Strained me. She want me here next episode guys.



 I just woke up like two hours ago so that's my that I guess. But then they had like a I can't remember if it was two or three tier but it was just like vanilla with vanilla icing or I think it might have been vanilla chocolate vanilla either way it was something that was more of like a quote unquote crowd pleaser which I think is really like the way to go honestly.



 Which like one of my best friends got married in May and she had like different cookies and different brownies and stuff like that and she had a cake but like you said it was like just for her and him and then yeah she had all the little like desserts and people love that like that was way more that's that's also just more like practical because if your food is already set up in a way where they just like go up get it and sit down that's just more practical and you can dance with a cookie in your hand. Exactly that's the whole thing literally people want something they can just grab. But you can't like a whole fish to cake it be dancing.



 Yeah people want something they can grab and go back to the dance floor or go talk with their friend you know whatever the case may be. Also when it comes to ordering desserts if you have 200 people at your wedding do not order dessert for 200 people. Number one not everybody's gonna eat it. Number two not everybody's gonna stay that long that's just the reality. I usually tell people if you have 200 people RSVP order enough dessert for 175.



 I have never ever ever I mean I'm not gonna work to wedding where I have it by someone of that and we ran out of dessert never has that happened. And even if you do it's just dessert.



 I feel like the food is different because people are like you know you know you're eating at a wedding. Dessert is different if you run out you know whatever it's fun. I don't know the elderly people get very upset about their dessert. That does not surprise me. You know Nana would be ticked if she did not. We're not keel on top.



 But yeah I mean generally that's just the way it is people are gonna like some people are gonna be full from dinner they're not gonna some people don't like sweets period like they're just not gonna like if you have donuts I won't be eating one like I'm not big yeah like there's just gonna be some stuff people don't want and that's okay but don't waste it I mean we I have worked weddings before not now because we have set up places like donate this stuff to but I have worked weddings before where we have thrown away whole entire sheet cakes that were never touched they were never cut because the other cake wasn't eaten first and you know if you're going out of town the next day or you have family from out of town like you're not gonna want to take that with you and like yeah that's just so wasteful it's wasteful for money it's wasteful for food like we just want to avoid that so anyway you have anything you want to add I think about you wrapping up this time so the bottom line is please trust your wedding planners and your venues and use the preferred vendor list if you have somebody on there that's not within your budget please circle back with your planner or your venue and just say hey this person was in my budget they're actually already booked do you have anybody else you've worked with anybody else you could recommend there are resources out there please use them please don't go rogue I beg of you please don't go rogue next episode we're gonna talk about family dynamics we're hopefully gonna have a special guest with us I hope she can make it she's planning to so we're gonna talk about family dynamics at the wedding how they affect the wedding how they affect the photo time I'm sure we'll get into a little bit of our family dynamics which is pretty interesting yeah so join us next time thank you again to build something media for making this podcast happen shout out shout out we love them they're funny we hope you'll have a good day and Merry Christmas you won't see this until after Christmas so happy Hanukkah happy Kwanzaa the other is first time in like 25 years that all of them line up at the same time Christmas Hanukkah another calendar I'm sorry I'm not cultured I'm not aware I think I heard on the radio or maybe there's a funza girl I don't know all that I just know it's on the calendar it's on the 26th I think



 anyway whatever you celebrate we hope you have a great time celebrating it and we'll see y'all next time.