Your vendors make or break your wedding day. A stunning venue means nothing with bad food, and the best DJ can't save a timeline that's falling apart. Yet most couples book vendors based on Instagram portfolios and price alone — without asking the questions that actually matter.
Here's how to find, vet, and book vendors who deliver.
Where to Find Vendors
Referrals are gold. Ask recently married friends and family for their honest recommendations — including who they'd skip next time. Venue coordinators are also an excellent source since they see vendors perform every weekend.
Review sites with context. The Knot, WeddingWire, and Google Reviews are useful, but read critically. Look for detailed reviews that mention specific things (communication, problem-solving, flexibility) rather than generic praise.
Social media with caution. Instagram and TikTok showcase a vendor's best work, which is valuable for style matching. But a beautiful feed doesn't guarantee professionalism, responsiveness, or reliability.
Questions Every Couple Should Ask
For All Vendors
- Have you worked at our venue before? Familiarity with a venue's layout, loading docks, electrical capacity, and noise restrictions prevents day-of surprises.
- What's your backup plan? Illness, equipment failure, weather — things go wrong. Professional vendors have contingency plans.
- Can we see a full event, not just highlights? A highlight reel is curated. A full gallery or set list shows consistency.
- What's your communication style? Some vendors prefer email, others text. Set expectations for response times upfront.
- What's included vs. extra? Get line-item pricing so there are no surprises when the final invoice arrives.
For Photographers
- How many images will we receive, and when? Industry standard is 50-100 edited images per hour of coverage, delivered in 4-8 weeks.
- Do you shoot the full event or just key moments? Some photographers leave after the first dance. If candid reception moments matter to you, confirm coverage times.
- What happens if you're sick on our wedding day? Reputable photographers have a network of second shooters who can step in.
- Can we see a full wedding gallery from start to finish? This shows how they handle varied lighting conditions — ceremony, reception, outdoor, indoor.
For Caterers
- What's your per-person price, and what does it include? Some caterers quote food-only; others include service staff, rentals, and bar. Compare apples to apples.
- How do you handle dietary restrictions? With allergies and dietary preferences increasingly common, your caterer should have clear protocols — not just "we can do vegetarian."
- Can we do a tasting? Most professional caterers offer complimentary tastings for booked or seriously interested clients.
- What's your staff-to-guest ratio? For plated dinners, the standard is one server per 15-20 guests. Fewer servers means slower service.
For Florists
- What flowers will be in season for our date? Seasonal blooms are more affordable and look fresher. A good florist will steer you toward what's available rather than importing expensive out-of-season stems.
- Can you work within our budget? Be upfront about numbers. A skilled florist can create stunning arrangements at any price point by adjusting bloom selection and arrangement sizes.
- Do you handle setup and breakdown? Some florists deliver and leave; others do full installation. Know what you're paying for.
For DJs and Bands
- Can we see you perform live or watch video from a recent event? Studio recordings and event performances are very different things.
- How do you read the room? Great DJs and bandleaders adjust their set based on crowd energy, not just a pre-set playlist.
- What equipment do you bring, and do you need anything from the venue? Confirm power requirements, setup space, and whether they provide their own sound and lighting.
Red Flags to Watch For
- Slow or inconsistent communication. If they take a week to respond before you've booked them, imagine how they'll be after they have your deposit.
- No contract. Every vendor agreement should be in writing with clear terms on deliverables, payment schedule, cancellation policy, and liability.
- Unusually low prices. If a quote seems too good to be true, ask why. It might mean fewer hours, lower quality materials, or a less experienced team member handling your event.
- Resistance to references. Established vendors are happy to connect you with past clients. Reluctance is a warning sign.
- Pressure to book immediately. "This price is only good today" is a sales tactic, not a vendor with a full calendar.
How Many Vendors to Meet
A good rule of thumb: meet 2-3 vendors per category. Fewer than two and you have no basis for comparison. More than four and decision fatigue sets in.
Claire helps you discover vendors, draft personalized outreach emails, and track every conversation in one place — so you never lose track of who said what. Find your perfect vendors.