Article written by Pam Black of Celebration House, Cape Town’s unique wedding information centre. First published in Die Burger Leefstyle newspaper April 2007

It goes without saying that all newly-engaged couples want to ensure that they choose the right service providers for their weddings – professionals who will ensure that they have a stress-free wedding day.

Many fathers with daughters who are planning to marry are alarmed when told that a wedding today can cost as much as, if not more than, a small motor car! With this in mind, they naturally want to ensure that they make the right decisions when choosing service providers.

While to many couples a short engagement might seem attractive, they are often disappointed when they discover that the venue they had planned on using has already been booked.

Due to South Africa’s popularity today with foreigners as a wedding destination, it is not unusual for popular service providers to be booked up to a year or more in advance. One photographer told me recently that he has already received bookings for 2009!

Having time on your side, so that you are not forced into rushed decisions, is obviously the best way of making sure that you will not have to settle for second best. It also gives you the chance to see exactly what is available.

As your venue charges will more than likely represent the major cost of your wedding it is important to choose wisely and, to avoid disappointment, to book early. Before visiting a venue, always make an appointment, otherwise, if you happen to arrive while there is a function on the go, you will not be able to see all the venue has to offer.

There is no denying the usefulness of the internet when planning a wedding, but a degree of caution also needs to be exercised when using it. I am continually alarmed at the many inaccuracies on some wedding websites and also in wedding magazines; often the information has nothing to do with marrying in our country, as it has been lifted from overseas sources.

I am saddened, too, by the tales of woe from brides who have been disappointed by the lack of professionalism of some inexperienced service providers they have chosen from these websites and it is for this reason that we strive to have up-to-date information on our website www.celebrationhouse.co.za. We made a decision when we opened Celebration House eleven years ago to promote only service providers who are trusted names in the industry, and it is a decision we have adhered to ever since. All the service providers who exhibit with us are recommended professionals. I have worked with many of them and seen them `in action’ and it is always their attention to detail that sets them apart as professionals.

When choosing service providers, try to find out as much as possible about them and their company and also how long they have been involved in the wedding business. Just because a bride has organised her own wedding, this doesn’t automatically qualify her as a professional function coordinator! If you have found a service provider’s details on a website you feel unsure of, when contacting him or her, ask for references of weddings they have recently been involved in – and then check them!

Remember that after you have sold the dress, eaten the cake and had the glorious honeymoon, all that you have left to remind you of your wedding are the photographs. It makes sense, therefore, to spend time on choosing the right photographer. When making your choice, ask to see examples of their work (preferably photos of a full wedding - not just their best shots) and unless distance makes it impossible, always endeavour to meet with them beforehand. Bear in mind that if you are having an evening wedding, the photographer could be around you for as long as eight hours, so it is vital that you feel relaxed and at ease with the one you choose.

One top professional photographer I know always makes a point of doing a photo shoot with the couple prior to their wedding, so that on the actual day they are more relaxed in front of the camera. As videographers also have different styles, it is advisable to view their work as well before making your choice.

When contacting a musician to play at your wedding, ask if it is possible to hear a CD of their work or, better still, if it is possible to view them in action.

Before making any bookings, you need to have settled on the style of your wedding and the number of guests you are planning to invite. It is unwise to rush out and invest in a beautiful, formal designer gown and then choose to have a beach wedding - or to plan a small, intimate celebration, only to discover that your guest list is hitting the 200 mark!

Be sure, too, that you are happy with your dates and that there will be no need to change them. It is important to check that your Marriage Officer and venue are available on the day you have chosen before booking any other service providers. One bride told me that after paying a non-refundable deposit to the photographer she had chosen, she discovered that the venue she wanted to use was not available on the day in question. As the photographer was fully booked for the rest of the month, she had a frantic time trying to find another suitable venue!

One point that I always feel needs mentioning is that couples should never forget that this is their wedding day that they are planning. Also remember that, at the end of the day, it is your money, too, that is paying for the event. You cannot ask too many questions. Too often we are too polite and feel embarrassed to ask questions – don’t be!

Maybe it is because I am married to an attorney, but one point I also cannot emphasize enough is how vital it is, when making your booking, to get everything in writing from all the service providers you use. Ensure that you have written confirmation of all that has been agreed upon. This is especially important when dealing with large companies. If there should have been a change in staff after your booking and before your function takes place, you can then provide proof of just what was agreed to.

At Celebration House in Claremont we have displays and photo albums illustrating the work of Cape Town’s top service providers. We also have DVDs showing the work of videographers, as well as CDs by wedding musicians, and an extensive library of imported wedding magazines and books. You are welcome to come and browse through them - there is no need to make an appointment and we do not charge an entrance fee, as Celebration House is purely an exhibition centre offering free advice to anyone organising a wedding or special occasion. We are situated at 14 Protea Road, Claremont (very close to Cavendish Square) and there is parking right outside our door. (Our telephone number is 021 674 7350.)