Questions to Ask Wedding Vendors (and the Order to Book Them)

Choosing vendors is the part of wedding planning that scares couples most. There are lots of them, they all look alike on Instagram, no two quotes are laid out the same way, and every signature comes with a deposit. Yet with a clear booking order and a list of good questions, you move fast and without regrets.

In what order should you book wedding vendors?

The rule is simple: book what is scarce first, then what depends on it.

1. The venue, 12 to 18 months before. It sets the date, the capacity and often some of the other vendors (in-house caterer, end-of-night curfew).
2. The caterer, right after, if the venue does not provide one. It is the biggest line in the budget.
3. The photographer and videographer, 10 to 12 months before. The good ones book up early, especially for summer Saturdays.
4. Music, DJ or band, 8 to 10 months before.
5. The officiant, 8 months before.
6. The florist, the cake maker, rentals, 4 to 6 months before.
7. Hair and makeup, 4 to 6 months before, with a trial.

If you are marrying off-season or on a Friday, you can push each step back a few months. Our wedding planning timeline puts these bookings in the context of the whole plan.

How to find good vendors

Start with your venue: it has a list of vendors who already know the room, the kitchen access and the timings. It often saves a huge amount of time, even though nothing forces you to pick them.

Then ask around. A friend who married two years ago will tell you what online reviews do not: punctuality, responsiveness, how they handled a problem.

Finally, contact three vendors per category, not ten. Beyond that, quotes become impossible to compare and you lose weeks.

Questions to ask every vendor

Before asking for a quote, ask these. They quickly rule out the ones who are not a fit.

• Are you available on our date, and can you hold it for a few days while we decide?
• What exactly does your price include, and what is extra?
• What fees get added: travel, overtime, meals, taxes, service charge?
• What deposit do you ask for, and when is the balance due?
• What happens if you are ill on the day? Do you have a backup?
• What happens if we have to cancel or change the date?
• Are you insured?

Write the answers down, in one document for all vendors. Three weeks later, you will not remember who said what.

Questions specific to each vendor

Caterer

• Is the price per person, and what does it include: cocktail hour, dinner, drinks, service, tableware?
• How many servers for our number of guests?
• Do you offer a tasting, and is it charged?
• How do you handle allergies and special diets?
• When do you need the final guest count?
• Is there a corkage fee if we bring our own wine?

Photographer

• Can we see two or three full weddings, not just the best shots?
• How many photos do you deliver, how soon, and in what form?
• From what time to what time are you there?
• Do you need a meal and a seat at dinner?

DJ or band

• Can we see you play, on video or at an event?
• How do you build the playlist with us? Do you accept a do-not-play list?
• Do you provide the microphone for toasts and the sound system for the ceremony?
• Until what time do you play, and how much is an extra hour?

Florist

• Which flowers will be in season on our date?
• Do you deliver and set up at the venue? Who collects the vases?
• Can the ceremony arrangements be reused at the reception?

Reading a quote without getting caught out

Read a wedding quote in three passes.

What is included. Check that everything promised in conversation is written down: number of hours, number of servers, delivery, setup.

What is not. Travel, overtime, taxes and service charges are the most frequent absentees. A quote of 4,500 can end up at 5,800 once everything is added.

The payment schedule. Note each deposit and each balance with its date. For an average wedding, you quickly reach fifteen payments spread over a year. Our guide how much does a wedding cost gives price ranges per category to spot a quote that is unusually high or low.

Keeping track of every vendor

Ten vendors, three quotes per category, deposits and follow-ups: that is soon thirty conversations at once. The easiest way is to keep everything in one place, with a status for each: to contact, contacted, quote received, booked, ruled out.

That is what the iPlanMyWedding vendors space does: one card per vendor with their contact details, price and your notes, a status you filter to see who to chase, and the expense added to the budget as soon as you book. Deposit and balance dates show up in your calendar, so a late payment never takes you by surprise.

Red flags

Be wary of a vendor who:

• refuses to put their offer in writing;
• asks for more than 50% deposit on signing;
• goes silent for weeks before you have even signed;
• has no references you can check and no recent reviews;
• pushes you to sign "because someone else wants the date".

That last one is sometimes true. But a good vendor will give you a few days to think, especially more than six months before the date.

Frequently asked questions

How many quotes should you get per vendor?

Three is usually enough. Beyond that, comparing gets hard and you delay booking the most in-demand vendors.

Do you need a contract with every vendor?

Yes, or at least a signed quote stating the date, the hours, what is included, the total price, the deposit and the cancellation terms.

Can you negotiate prices?

Often, yes, especially off-season, on weekdays, or when you bundle services. Negotiate an extra (one more hour of photography, free delivery) rather than a straight discount.

When do you pay the balance?

Most vendors ask for the balance one to four weeks before the wedding, sometimes on the day. Avoid paying cash without a receipt, and record every payment in your budget.