Wedding Samples : BE REASONABLE

Cartoon by Mike Cope / COPETOONS.COM

In our line of work in this market, there is one persistent issue that keeps cropping up - and that is clients requesting for free samples or free sampling. For me personally - whilst I believe in the notion of "no surprises" on day of event, I think judgement and reason ought to be practised when requesting for samples from vendors.

Why? Simply because - samples are also cost to these vendors, who by the way, operate a business and not a "FREE SAMPLES / SAMPLING" institution. It's all good and fine if the particular vendor has samples in hand to show to the client - be it a tangible product like a guest sign-in book or a votive candle holder or even perhaps, samples of invitation cards or other stationeries. But in the event where the vendor does not have a sample product in hand, be reasonable. Sometimes, in all likelihood, a photo reference or a sketch might suffice.

For clients requesting for samples, do keep in mind a few key points :

1) Have you agreed on the quotation / budget of the vendors? Has a deposit amount been paid?
If the answer is yes to both questions, then it is in the goodwill of the vendors to provide a sample or a sketch that will meet your final approval. However, if you have not agreed on any quotes or budgets and neither has a deposit been paid, then it is certainly extremely unfair to request for samples - especially in the event where the vendor has to purchase the samples without there being a confirmed business from you. One might argue that this is the vendor's investment when pitching for a business - which might be true. But in all honesty, it is up to the vendor to decide if your business is worth pitching for. So, exercise common sense and reason when dealing with vendors. We all understand only too well that it is better to see finished goods 100% as per to appear on the wedding day, but there are costs involved and how each vendor deals with this cost is different.

2) Raw materials / 1-time-usage materials / Perishable products (Eg. Flowers, Wine, Cake, etc...)
Even if the quote has been agreed on, for certain items, there are still high costs involved for samples due to its perishable nature. Especially when it comes to flower arrangements. If you are not able to visualize the details from a sketch and require a real-life sample, understand that there are costs involved. Be prepared to pay for the sample, if not offer to pay for it. Why? For a florist to arrange a table centrepiece for your viewing pleasure, there is the flower cost involved and not to mention time cost too. Unless this is already accounted for in the budget agreed, it is not fair to make the vendor pay for the sample cost. Simply because this is your wedding. It is your investment to make. Not theirs.

And when it comes to wine-tasting, sure, most vendors would offer a free tasting session for their clients who have ALREADY agreed upon a certain budget to spend on wines or champagnes. However, during the tasting session - understand one thing - every opened bottle is cost to the wine supplier. Even if only one sip had been taken from the bottle, there is no way for him or her to sell that bottle. So next time, you go for a wine-tasting session, be reasonable. Do you really need to taste that $8 bottle of champagne or that $25 bottle of wine? (What do you really expect from the champagne or wine at that price??) If you feel you must, then offer to pay for the opened bottles. Just as you, a client do not wish for vendors to take you for a ride, vendors feel the same way. It's not a free happy hour session where you bring 3 or 4 friends to the tasting session, you know.

3) Samples from overseas
Undeniably, resources in Cambodia can be a tad challenging and sometimes, some of the materials are sourced from overseas. But when you request for overseas vendors to send you samples, exercise reason again - offer to pay for the cost of sending the samples, whether it is via courier or other forms. Can you imagine if you request first batch of sample (courier costing $100) and you don't like them. And you require a second batch or third batch of sample even. The courier costs add up. So, again, be reasonable.

4) Cheapskate Vendors?
Just because the cost of 1 sample is $5 and the vendor is claiming this back from you, don't accuse the vendor of being a calculative cheapskate (likewise, the vendor can say the same thing of you!). Again, be reasonable - he or she is running a business. Every cent counts especially when they are only operating on an SME level and not that of an MNC. As mentioned, vendors will practise their own descretion as to whether investing in samples for you is a worthy cause or not.

Most of the time, vendors are more agreeable to free samples / free sampling for clients of wedding planners. This is because we bring repeat businesses to them. But as wedding planners, whilst we strive to negotiate the best deal possible for our clients, we are reasonable and understanding with our fellow compatriates as well. And sometimes, when clients "misbehave", like bringing a group of friends to a wine-tasting session and thereafter, not confirming a single bottle with the vendor, - we get .... really embarassed for introducing the client to the vendor. Not only did the vendor not make any profit, they made losses instead!

I mean, in this world, everywhere and anywhere you might go - when it comes to doing business, it is better to go for a win-win situation. As long as we all communicate logically and listen to reasons, your dream wedding can be very beautiful with vendors going the extra mile for you.