You’ve probably seen wedding shows on TV and have an idea of what you want for your wedding day. But, have you thought about who will make that dream a reality? Choosing your wedding vendors is one of the biggest decisions you’ll make when planning your wedding. It’s important to do your research and ask the right questions so that you can find the best vendors for your big day. In this article, we will discuss some of the questions you should ask when meeting with a wedding vendor, as well as things to know before making your decision.

Choosing Wedding Vendors

Wedding vendors in the same categories can vary greatly in price, capacity, and style. They may include all-inclusive or a la carte packages for you to review. For example, you can speak with 2 – 4 different photographers. Each one may have a “Signature Package” but the first photographer includes 6 hours while the second includes 9 hours, and the third one will offer a signature package that includes your raw footage. Never assume because they do the same thing (i.e. “take pictures”) that they will offer the same services or packages.

If you’re looking for a wedding venue that is all-inclusive and offers on-site catering, then you’ll want to ask about menu options, beverage packages, and onsite ready rooms for both parties. It’s also important to inquire about the rental fee and what is included in that price. Some venues will include things like tables, chairs, linens, and setup/cleanup in their rental fee while others will charge extra for those items. Decide what’s important to you and factor that into your budget. Also ask about administrative fees, service charges, and gratuities that might be added to your invoice or mentioned in the contract. 

Wedding Vendor Checklists

As you begin meeting with wedding vendors, you’ll quickly realize that there are a lot of moving parts to wedding planning. To keep track of everything, it’s helpful to create a checklist of priorities for your wedding day. This will help you stay organized and on track as you move through the wedding planning process.

Start by making a list of must-haves for your wedding day. This will include your top 3 must-have vendors. Once you have them listed out, you can start to add in other items that are important to you. For example, if you’re looking for a unique vendor to roll cigars or serve late-night snacks, these become wish list vendors after the priority vendors. Even if you aren’t sure you will book them, you still need to ask the same questions as if they are a priority to your celebration.

As you meet with different vendors, you’ll get a better idea of what’s possible within your budget. Be sure to keep track of pricing information and package options so that you can compare “apples to apples” when making your final decision. Your wedding planner will have a list of questions for each vendor category and be able to give you some guidance. Here is a general list to get you started. 

Questions for Wedding Vendors

Asking questions is one of the most important parts of choosing your wedding vendors. Remember, no two vendors will be the same, but they will offer you similar services. You have to determine which package works best for you, and that can’t always be done on price alone. Look at the services, the follow-up, and the communication as you are setting up the meeting and starting to book with them. This will give you an indicator of how things will go down the line.

Here are some questions you can ask when meeting with a potential vendor:

• What is your experience with weddings?
• Do you have a portfolio of previous work?
• What is your style/aesthetic?
• Can you create the wedding cake/flowers I have in mind?
• What are your prices and what does that include?
• Are there any delivery or setup fees?
• When is the best time to sign the contract and pay the invoice?
• Do you have any referrals? (this is important if you don’t think you are a match to work together)
• Are there any administrative fees or add-ons that will be added closer to the date?
• What is the process to secure my date?
• When is the final payment due?

Why Vendor Management is Important

It’s important to manage your wedding vendors so that everyone is working together towards your goal of a successful wedding day. Having a clear vision and communicating it to your vendors will help them understand what you’re looking for and allow them to provide the best possible service. Vendor management also includes setting expectations, such as deadlines for payments or final decisions, and following up after the wedding to ensure that all parties are satisfied. By taking these steps, you can avoid potential problems down the road and ensure that your wedding day is everything you’ve dreamed of.

I have one more question – how can you handle all these details and be the star of your wedding? That’s a tough task to master, so make sure you contact a wedding planning team like Purposely Designed so we can help you work through the planning process and manage the vendor team. You have an important job on the wedding day to just be fabulous; we have an important job to make sure you are taken care of through it all. Let’s work together and both get what we want!

Now that you know the questions to ask and what to look for in a wedding vendor, it’s time to start meeting with them! Schedule some meetings and get started on planning your dream wedding. Need some help with those checklists and questions to ask other vendor categories? Purposely Designed can help you with that. Schedule some time on our calendar and we can share our recommended vendors in this area.

Happy wedding planning!