The Ultimate Wedding Vendor Question List
Key Questions That Apply to Every Vendor
Before you say “I do” to your vendor ask yourself these questions:
Do I feel a connection with them? Are we a good match, do they understand my vision?
Do I like their work and feel comfortable with their communication style?
Has this company/person listened well and addressed all my concerns?
How long have you been in business and how many weddings do you do each year?
Can you share recent references and examples of your work? (In the case of your venue, be sure to ask to see recent pictures of weddings in the space you’re considering.)
What’s your backup plan should you fall ill or otherwise not be available at the time of the wedding? In the case of the venue site, what’s their plan if the weather takes a bad turn or another unforeseeable circumstance occurs?
What are your travel and/or overtime fees? (Unexpected travel fees may crop up if your ceremony and reception are in different locations or if you’re hiring out-of-town vendors.)
Do you have my date available? Or what is your availability for my month?
Do you have liability insurance?
Why ask- This will protect you from unforeseen incidents and accidents, for example, Uncle Ted tripping and pulling down the DJ’s whole sound system (sorry Uncle Ted). Another example is a photographer’s camera falling into the lake. In either of these scenarios, you won’t be held responsible for damages, the vendors will be covered and reimbursed. Whew, that’s a relief!
How many weddings do you book in one day?
Why ask- This will give you an idea of your vendor’s availability throughout the day or tell you if another couple will be saying their “I dos” in the same building as you. If so, you will know what that means for your big day.
Do you have any minimums?
This is directed to your costs and will give you a great idea of the minimum you will need to spend on a vendor’s services to be able to book them. Once you know the starting point, you can then negotiate custom packages.
What’s the tax and service charge?
Why ask- Stay informed on any fine print and additional costs that will be added to your bill, this will help you, (dare we say it?) stay on budget!
Have you ever worked with my other vendors before?
Great relationships between all your vendors can make things go more smoothly. Great relationships can also turn into great collaboration leading to more welcomed ideas and set a great mood for your wedding day.
How much of a deposit do you require and when is it due? Do you offer a payment plan?
What is your refund/cancellation policy?
Why ask- If for any reason you must change your date, venue or in the event of inclement weather, ask your vendor what your options are. Furthermore, ask them what their backup plan is if they fall ill or unable to attend, ask who will step in.
**This is where wedding insurance is crucial. With most wedding vendors you will lose your deposit if you have to cancel or reschedule.
Venue:
How many people can you accommodate and how long will I have use of the event space?
What are the per-person charges? And are there additional service charges or other fees such as gratuities or overtime costs?
Do prices differ based on the time of day and/or day of the week? What is your payment and cancellation policy?
What time can my vendors arrive to set up/clean up? Can any rentals or decor be dropped off the day before and picked up the day after?
Are tables, linens, etc. provided or will I need to rent them elsewhere?
Am I able to use an outside caterer and/or cake maker? Is there an extra cost to do so?
Can we bring in our own wine, beer, champagne or other alcohol? Is there a corkage fee?
Are there any restrictions regarding music? Is there an on-site technician to help with any lighting or sound problems that may crop up?
Is there parking on site or do you offer valet parking? If not, where can guests park?
Do you offer an on-site coordinator? If so, what services are included and will she/he be there on my wedding day?
Do you have an inventory of décor (lighting, candle holders, vases, etc.) we can borrow from? Any items I cannot bring, open flames etc.?
Why Ask- You can save money and time by using the vendors you already booked to help you with décor. This can also give them a leg up against the competition. On the other hand, it may be crucial to know your venue doesn’t allow sparklers or fireworks when you’re thinking of this as your grand exit!
For Outdoor Spaces:
What’s your weather contingency plan?
Can the space be heated or protected, if necessary? And if so, are those supplies on hand or would they need to be rented elsewhere?
How do you meet the technical needs of other vendors, such as a DJ, caterer or videographer? (Is there an on-site technician, for example.)
Florist
Do you have a signature design style? Will you be doing the arrangements yourself or using another floral designer?
Do you offer specific arrangements or can centerpieces, bouquets, etc. be customized?
What bloom recommendations can you suggest that fit within my budget and my theme/color story? What flowers will be in season for my wedding?
Have you done any weddings at my venue?
What can you suggest to help me get the most from my budget? And are there extra fees for containers or other vessels?
Is there a price difference between similar blooms? (Ideally you should see an itemized price list of flowers under consideration.)
Can you provide other decor, such as trees, arches, votives, and what are the additional costs?
Will you work with my cake designer to provide coordinating blooms for my cake? Is there an additional fee for this?
How far in advance are the arrangements/bouquets created? How are they stored?
Do you charge a delivery and/or set-up fee? Will you pick up any vases, etc. after the ceremony, or is that my responsibility?
Caterer
What foods do you specialize in? Do you have set menu options or can you create a custom or themed menu?
What would you recommend given my budget, guest count and event theme?
How do you handle tastings? (Ideally each dish should be presented as your guests will see them, and you and your groom shouldn’t have to take a bite from the same serving.)
What’s the price difference between a buffet and a sit-down meal, and between passed appetizers and appetizer stations? How are your fees broken down?
Do you provide linens, utensils, serving table decor, etc.? How about tables and chairs? What colors and styles do you offer?
Will you be overseeing the meal service at the reception, or do you have an on-site manager to coordinate these things? (If the caterer won’t be present, it’s always a good idea to ask to meet whomever will be in charge ahead of time.)
Is there a cut-off date for making menu changes?
Are you licensed to serve alcohol? (If not you may need to hire a separate bar service.)
How much do you charge for vendor meals? (Musicians and photographers get hungry, too!) Can leftovers be wrapped for guests or donated?
What’s the ratio of servers to guests? How will servers be dressed?
Baker
What are your specialties and/or top flavors and fillings? Can you do gluten-free, organic, or vegan cakes?
Can I view examples of cakes you’ve baked and decorated? (Many newer cake makers may have photos in their portfolios of cakes they assisted on, but you want to see what they’ve done from start to finish.)
Do you work with set designs or can you design a custom cake to match my theme?
Can you outline your pricing fees? For example, do you charge for a cake tasting, are there additional fees for cake stands, cutting knives, toppers, etc.?)
Will you work with a recipe I’ve provided? If so, will there be an additional cost?
What icing options do you recommend for the cake style I’m looking for?
If I want fresh flowers on my cake will you work with my florist to include blooms that coordinate with my floral decor?
How far in advance is the cake actually made? How is it stored and transported?
Will you preserve the top tier of my wedding cake for my first anniversary?
For Outdoor Spaces:
How will my cake hold up to the elements? An unprotected table won’t be able to shield your wedding cake from stiff ocean breezes, high temps or humidity. You’ll want to know how your baker handles outdoor venues.
Musician/DJ
What genres can you cover? Do you have any particular specialties?
Do you have a DVD from a previous wedding you performed at that I can view? And where can we see you perform live?
Can my fiancé and I give you “do play” and “do no-play” lists?
Do you have ideas to encourage more guests to dance? (For example, are they willing and able to deviate from their set list to try and energize the crowd?) What’s your game plan if you notice guests aren’t dancing?
Do you provide the sound equipment or does it have to be rented elsewhere? And do you have backup equipment should something go wrong?
Do you have a technician who stays on site if there’s a problem? (This is especially important if you have an outside event, or are booking a venue that doesn’t typically handle weddings.)
Do you provide any lighting design? What kind of space/staging requirements do you have?
Does your pricing include set-up and breakdown? How much time do you need for set-up, breaks, breakdown?
How many breaks do you need and for how long? Will you play recorded music during breaks?
What will you be wearing — can I make specific attire requests?
Photo/Video
Do you specialize in wedding photography? (You don’t need a weddings-only shooter, but you do want someone who’s comfortable with both the ceremony and the reception.)
MDK answer: I’ve been specializing in weddings and perfecting my craft for over 20 years
How would you describe your photography style? And can I see a portfolio of your work — beyond what’s on your website?
MDK answer: My style is based on the timeless rules of fine art. I live by the mantra that one must know the rules and then effectively break them. Your artwork will be as gorgeous in three generations as it is today.
How/when do we go about creating a shot list? What information do you need from me before the event?
MDK answer: That is work I do for you and included in the MDK experience. Through the course of planning, I’ll collect the information I need from you and then I’ll confirm everything with you the week before your wedding so we can note any last minute changes.
What is your working style on the day of the wedding? And how many shooters will cover the day?
MDK answer: I have a “take charge” personality. My working style is to be keenly aware of the plan for the day and then to ensure that it is being followed. There are moments of being a “fly on the wall” for candids, and there are moments I am taking responsibility for the day. The number of photographers for the day is a variable. I am more than comfortable working alone, but can also assemble a team if that is your preference.
How much time do you need to set up? And for how long will you shoot?
MDK answer: I usually arrive approximately 30 minutes before my scheduled start time to allow for setting up and mentally preparing for the day. How long I work is a variable we will discuss and negotiate.
What type of equipment do you use? Do you have backup equipment on hand?
MDK answer: My primary cameras were purchased new in the spring of 2022 and were the most advanced I could purchase at that time. I always work with at least two cameras and a variety of lenses. I also bring more than enough state-of-the-art lighting equipment.
What’s the length of time for delivery of proofs? And what is the ordering process?
MDK answer: As we are planning, we will set a meeting time 4-6 weeks after your wedding to reveal your proofs in person and discuss your album and wall art selections. After this meeting, you will also have access to an online gallery you can share with family and friends with the opportunity to allow purchasing.
Can you provide me with a detailed price sheet? What do packages include?
MDK answer: Absolutely! I have nothing to hide and will give you as much information as I can. That said, I have thousands of options available counting a variety of sizes and media. I don’t publish every single price because it is overwhelming. Packages, of course, vary. All packages include printed artwork, and every printed image includes the accompanying digital version for online sharing.
My packages start at $2400. Most of my clients invest around $8000 in their wedding photography. Financing and payment plans are available.
Do you have a minimum number of hours? Will you stay if my event is running late and what are your overtime fees?
MDK answer: Generally I prefer to work for at least 5 hours. The event running late is a case by case basis. These are details we discuss in the planning process so that we usually don’t have a surprise on wedding day, but I can’t say with 100% certainty that there would not be an occasion where extra time was needed.
Will my wedding be your only job on that day? If not, what are the hours I can count on and what happens if you can’t make it to my wedding?
MDK answer: Your wedding will be the only wedding I do that day, and I will be the lead photographer at your wedding. I only book one event per day.
For Videographers:
How long is your editing process?
Is there a cost for a video “tease”? (This is typically a 1-minute video short to share on social media.)
