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Venue Contract Negotiations

We have found our venue!!!!  I am working on a list of contract concessions that I would like to negotiate with the venue.  I am used to doing this on a corporate level, but not on a social event so I would like some guidance so I don't make a fool of myself.  I am going to ask for more than I actually expect, but I don't want to ask for so much that I look unreasonable.  If I get everything I ask then I will be pleased but I expect them to come back with a counter offer.

I already have verbal agreement on several things due to this being an off-season daytime wedding.  They will waive the room rental ($1,000 savings) and lowered the ceremony cost by $325.  The room we will be having the reception in normally has a 75 adult minimum before any child pricing goes into effect and they have already offered to lower that to 60.  The are having a winter special of 50% off of any additional rentals (vases, flameless candles, ceremony arch, etc.).

The venue rental includes tables, chairs, china, silverware and linens and a day of coordinator.  They provide the food but we can bring in our own alcohol.

Here is what I am asking them to include, is there anything else I should add or does anything sound like I am asking too much?

  -Include minimal set-up and tear down of our centerpieces, escort cards, guest book table and ceremony decor OR allow us to decorate on Friday evening for no additional charge.

·         -Include hot chocolate and hot tea in the bar service

·         - Minimum 60 adult guests for the Garden Wing before child pricing takes effect (this has been agreed to but is not writtend down anywhere)

·         -Oak Fireside Hall as the ceremony location at the Florida Room rate of $250 ($100 cost savings but costs the venue nothing)

·         -Specify the 50% discount on all rental items per the January special (this has been agreed to but is not writtend down anywhere)

o   Complimentary use of arch during ceremony (normally $25 but already half off)

o   Complimentary use of Tower Vases for reception (normally $3.50 but already half off)

·         -Complimentary preset ice water with lemon (normally charged $0.50 per guest)

·        - Wine goblets and champagne glasses available at the bar for no additional cost (normally $0.50 per guest)


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Re: Venue Contract Negotiations

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    NYCMercedesNYCMercedes member
    First Anniversary First Answer First Comment 5 Love Its
    edited July 2013
    Looks as though you have tremendous savings already and seem to be a superb negotiator. The tea should automatically be included if they are doing coffee service anyway. The kids would like hot chocolate, but that really wouldn't amount to much extra if you were to add it on later so I'd skip both of those on my list. Same with MOST everything else as they are just tiny amounts, and should not be any issue, EXCEPT the setup and tear down. If they charge separately for that, then I would think you'd be looking at a large bill. So, I'd definitely try to get that and skip the little things. Ask first if that's included, and then go for the water, glasses, tea, and accessories.
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    Looks as though you have tremendous savings already and seem to be a superb negotiator. The tea should automatically be included if they are doing coffee service anyway. The kids would like hot chocolate, but that really wouldn't amount to much extra if you were to add it on later so I'd skip both of those on my list. Same with MOST everything else as they are just tiny amounts, and should not be any issue, EXCEPT the setup and tear down. If they charge separately for that, then I would think you'd be looking at a large bill. So, I'd definitely try to get that and skip the little things. Ask first if that's included, and then go for the water, glasses, tea, and accessories.
    They only set up the tables, chairs, linens and china.  We are responsible for the decor which is why I am asking for some help.  We won't have anything elaborate, but with a 11:00 ceremony and noon reception we won't have time to decorate unless they let us do it on Friday evening.  I am willing to pay for their staff hours if I need to, but I don't want to show my hand yet.  :)
    photo composite_14153800476219.jpg
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