Questions to Ask Wedding Vendors Before You Book

Questions to Ask Every Vendor

Whatever the service, always ask these before signing:

• Are you available on our date?
• What exactly is included in the price, and what costs extra?
• What's your deposit, payment schedule and cancellation policy?
• Do you have insurance, and are you contracted in writing?
• What happens if you're ill or unable to attend — do you provide a backup?
• Can we see reviews or references from recent weddings?
• How and when do we communicate as the day approaches?

Venue Questions

• What's the guest capacity, seated and standing?
• What's included: tables, chairs, linens, setup, cleanup?
• Is there a noise curfew? An indoor backup for bad weather?
• Can we use our own caterer and vendors, or is there an approved list?
• What time can we access the venue for setup, and when must we leave?
• Is there parking, accessibility, and a space for getting ready?

Catering Questions

• What's the per-head cost, and what does it include (service, staff, rentals)?
• Can you accommodate dietary restrictions and allergies?
• Is there a tasting before we commit?
• Do you handle the cake, or do we bring our own (and is there a cutting fee)?
• What are the bar options and corkage policy?

Once you have per-head numbers, plug them into your budget spreadsheet to see the true cost against your guest count.

Photographer & Videographer Questions

• Can we see full galleries from real weddings, not just highlights?
• How many hours of coverage, and how many edited images do we receive?
• When do we get the photos, and in what format?
• Do you bring backup equipment and a second shooter?
• Do you require a meal, and will you need travel costs covered?

Music (DJ / Band) Questions

• Can we choose the playlist and a do-not-play list?
• Do you act as MC and handle announcements?
• How much setup space and time do you need?
• What happens during breaks — is there continuous music?
• Do you have backup equipment?

Florist Questions

• Can you work within our budget, and what's realistic for it?
• Are our chosen flowers in season on our date?
• Do you handle setup, delivery and teardown?
• Can arrangements be repurposed (ceremony to reception)?

Red Flags to Watch For

• No written contract — walk away. Everything must be in writing.
• Vague or shifting pricing, or pressure to sign immediately.
• No reviews, references or real wedding examples.
• Slow or unclear communication before you've even booked — it rarely improves.
• No backup plan for illness or equipment failure.

Score each vendor on price, inclusions, communication and gut feeling in a comparison spreadsheet — it turns a stressful decision into a clear one. Planning the whole process? Start with our 12-month wedding checklist.

FAQ: Questions to Ask Wedding Vendors

What questions should I ask before booking a wedding vendor?
Always confirm availability on your date, exactly what's included in the price, the deposit and cancellation policy, whether they have insurance and a written contract, and what their backup plan is if they can't attend. Then ask service-specific questions for each vendor type.

What are red flags when hiring a wedding vendor?
No written contract, vague or shifting pricing, pressure to sign immediately, no reviews or real wedding examples, slow communication before booking, and no backup plan for illness or equipment failure.

How do I compare wedding vendor quotes fairly?
List each vendor's price, what's included, extras, and your impression side by side. Two quotes that look different often include different things — a comparison spreadsheet makes the real cost and value obvious.

Should I always get a written contract?
Yes, without exception. A written contract protects both you and the vendor, and should cover the date, services, price, payment schedule, cancellation terms and what happens if they can't attend.

How many vendors should I compare before booking?
Aim for 2-3 quotes per service. That's enough to understand the price range and what good value looks like, without overwhelming yourself or delaying bookings on high-demand vendors like venues and photographers.