Questions to Ask Your Wedding Vendors Before Booking

Hiring wedding vendors can be daunting. You have a vision you want to bring to life, and you’ve likely never planned an event like this before. It can all feel a bit overwhelming, but with the right approach and knowledge, you can find the perfect rockstar wedding vendor team to make your wedding day unforgettable.

Knowing what questions to ask your wedding vendors before booking is crucial to ensure they align with your expectations, priorities, and wedding day needs. When researching and interviewing wedding vendors, always do your due diligence. Read reviews from other couples to learn about their personal experiences working with the vendor. Ask all prospective vendors about their prior experience with weddings similar to yours and ensure that all of your vendors carry commercial general liability insurance to protect against any surprise mishaps.

To help you feel more confident and prepared, I’ve put together a list of essential questions to ask your prospective wedding vendors. These questions will ensure you choose the right wedding pros to bring your wedding vision to life.

Questions To Ask Wedding Vendors Before Booking

Ready to dive into the nitty-gritty? Here’s your go-to list of questions to confirm your wedding vendors are not only qualified but also well-aligned with your wedding day vision. Remember, you’re not obligated to book any vendor, and you may not need to ask all of these questions to find the right fit for your special day. Only you and your partner know your priorities and what wedding vendors will make your special day everything you’ve dreamed of. 

Wedding Photographer, Videographer, And Content Creator

Wedding Venue

Hair & Makeup Artist

Florist

Wedding Day Caterer/Private Chef

Baker

Officiant

Wedding Planner / Coordinator

Musician

And if you’re not sure which vendors you need to hire or want to check out my recommended Colorado wedding vendors, make sure to visit my other blog.

Wedding Photographer, Videographer, And Content Creator

Choosing someone to preserve your wedding day is a big deal. These are the photos and videos you’ll look back on for years to come, possibly even passing them down to future generations. Use these questions to ensure you find the perfect match for capturing your special day.

• General Questions:
  • Do you specialize in capturing wedding days?
  • How would you describe your photography or videography style?
  • How would you describe your editing style?
  • Can I see some full galleries, videos, or content from weddings that were similar to mine?
  • Have you photographed a wedding day at our venue, site, or setting before?
  • Do your packages include any planning services?
  • What type of equipment do you use, and do you have backup equipment?
  • How will you be backing up our photos and videos?
  • Will we be able to work with you to create a shotlist for our wedding day?
  • Do you provide sneak peek photos, and, if so, how soon after my wedding will I receive them?
  • How long is your editing process?
  • What final deliverables can I expect?

• For Photographers:
  • How many photos can I expect in my final gallery?
  • Will my gallery include black and white photos?
  • Are digital downloads and printing rights included in your photography packages?
  • Do you offer prints or album design?

• For Videographers:
  • Is an uncut video of my ceremony included in your videography packages?
  • Do you provide microphones for high quality audio of our ceremony?
  • How long are your wedding highlight videos?

• For Content Creators:
  • How many unique pieces of content do you provide in your content creation packages?
  • Will you be providing our content in an uncut or ready-to-post format?
  • Do your packages include posting of content during my wedding day?

Wedding Venue

Your choice of venue, site, or setting can set the stage for your special day. If you choose to host your wedding day at a venue, here are some essential questions to ensure you find the ideal space to host your celebration:

• How many guests does the venue accommodate?
• How many guest cars does the venue accommodate?
• Is the venue ADA compliant?
• Does Uber or Lyft provide service to and from the venue?
• How long will I have use of the reserved space?
• Are there any additional charges such as gratuities or service charges?
• Do prices differ based on the season or day of the week?
• What is included in my rental? Are items such as tables, chairs, and linens included?
• Does my reservation include the services of an on-site coordinator?
• Am I able to hire my own outside vendors?
• Do you have a preferred vendor list?
• What time can vendors arrive to begin setup on my wedding day?
• Can I drop off any of my rentals or decor the day before my wedding?
• What modifications do you make in the event of inclement weather?
• Do you provide climate control such as heaters or portable swamp coolers for outdoor spaces?
• Can I bring my own alcohol, and, if so, is there a fee to do so?
• Are there any restrictions regarding music?
• Does the venue have outside noise, for instance from a nearby highway?

Hair & Makeup Artist

Wedding day hair and makeup artists are dedicated to ensuring you look and feel your best on your special day. And because hair and makeup can be a common source of wedding day delays, it’s particularly important to hire a professional with experience in the wedding industry. 

• What is included in your packages? Are there any additional charges for services like thick hair, lash application, or tattoo cover-up?
• Are there any additional charges such as travel fees or required gratuities?
• Do you have a minimum booking requirement?
• Do you include a hair and makeup trial in my wedding package?
• Can I see photos from a wedding day with a similar hair and makeup aesthetic?
• What products do you use? Are these products suitable for my needs, such as hypoallergenic, paraben-free, cruelty-free, or all-natural?
• Will you provide a timeline for hair and makeup on my wedding day?

Florist

Next to photographers, florists are among the most sought-after wedding vendors – especially for micro weddings and elopements. Their ability to add vibrant, artistic touches can truly elevate your aesthetic, especially if you have a specific vision or color scheme in mind. It’s important to recognize that each florist has their own unique style, so finding one who aligns with your vision is key to creating the wedding day you’ve been dreaming of. 

• How would you describe your signature design style?
• Have you provided florals for a wedding at my venue or site before?
• Can I customize my florals or do you provide specific arrangements?
• Can you recommend any blooms that fit within my budget, color scheme, and wedding aesthetic?
• How can I get the most from my floral budget?
• What flowers will be in season at the time of my wedding?
• Are you able to source any of my flowers locally?
• Can any of my floral pieces be repurposed during my wedding day, such as converting ceremony florals into reception centerpieces?
• Do you provide additional decor beyond flowers, including candles or other centerpieces?
• Can you provide coordinating blooms for my cake topper?
• How far in advance do you create the arrangements, and how are they stored leading up to my wedding?
• Are there additional fees for vessels, delivery, or set-up?
• Will you pick up any vases or reusable items from the venue or site following my wedding, or is it my responsibility to return these items?

Wedding Day Caterer/Private Chef

When hiring a caterer or private chef for your wedding day, gathering information is pivotal to bringing your vision to life. Whether you’re envisioning an elaborate feast provided by a caterer or a locally sourced meal crafted by a private chef, asking the right questions helps you make an informed choice that aligns with your preferences.

• What foods or cuisines do you specialize in?
• Do you have set menus or can you create a customized menu?
• Have you prepared a menu similar to mine before?
• Do you offer tastings?
• What would you recommend based on my budget, guest count, and preferences?
• Are there any additional charges, including service charges, gratuities, and delivery fees?
• Can you accommodate dietary restrictions and food allergies?
• What is the cut-off date for making changes to my wedding menu?
• Do you provide linens, utensils, or other items? If so, can I select from different styles?
• Are your servers licensed to serve alcohol?
• How much do you charge for vendor meals?

Baker

Selecting a baker for your wedding cake is a sweet task (hello, cake tasting), but it’s important to make sure that your cake not only looks stunning but also tastes delicious and lives up to your expectations.

• Can I see photos of cakes you’ve both baked and decorated?
• What are your specialties or best-selling flavors?
• Do you use specific designs, or can you create a custom cake to align with my wedding day vision?
• Do you recommend any specific options based on my budget and preferences?
• Can you accommodate dietary restrictions such as gluten-free or vegan?
• How do you handle outdoor venues, and how do you expect my cake to hold up to the conditions at my venue or site?
• How far in advance will you make my cake, and how will you store and transport it to maintain its freshness?
• Are there any additional fees, including charges for a cake tasting, delivery, cake stands, cutting knives, etc.?
• Will you collaborate with my florist to include coordinating florals on my cake?

Officiant

While you don’t need an officiant to get legally married in Colorado, there are some fantastic officiants available. Here are some questions worth asking when looking to hire one:

• How many weddings have you officiated?
• Do your ceremonies include any spirituality or religious themes? Are you affiliated with a particular religious group?
• Can you create a personalized ceremony for us?
• Can we see a video of a past ceremony you officiated?
• Do you include pre-wedding meetings in your packages, and, if so, how many?
• Do you include rehearsals in your packages?
• How long do your ceremonies typically last?
• Can you help us obtain and execute our marriage license?
• What do you wear when officiating?

Wedding Planner / Coordinator

Some couples prefer to outsource many big aspects of the wedding planning process to a designated wedding planner or coordinator. These rockstar vendors excel in streamlining your wedding day, ensuring every detail is seamless. Here are key questions to ask a prospective wedding planner or coordinator:

• What packages do you offer? For example, do you offer full-service planning, month-of coordination, day-of coordination, and à la carte options?
• What is included in your planning and coordination packages? Depending on the vendor, services may or may not include vendor selection, contracts and payments, invitations, and vendor coordination.
• Do you offer planning services for any additional wedding weekend events, such as a rehearsal dinner?
• Are there any additional expenses such as travel fees or mandated gratuities?
• How many weddings have you planned?
• How many staff members will be present on our wedding day?
• How do you handle wedding day mishaps and keep everyone running on time?
• How many other weddings will you be working on at the same time?
• How many times will we meet, and how will we be involved in the planning process?
• Have you planned other weddings at our venue or site?
• Can we see photos from a similar wedding day that you planned?
• How do you prefer to communicate?

Musician

For some, food is the way to the soul; for others, it’s music. If you can’t imagine getting married without the joy of live music, consider hiring a musician. An acoustic soloist or duet might be just the thing to set the mood during your wedding. 

• Do you have any specialties or specific genres that you cover?
• Do you have video footage from another wedding?
• Can I see you perform live before my wedding day?
• Can I provide you with any special requests for our wedding?
• Do you provide sound equipment and do you have backup equipment?
• How do you handle inclement weather during an outdoor event?
• How many breaks do you need and for how long? Can you provide recorded music during breaks?

Ready To Start Planning?

Your wedding day involves assembling a team of talented professionals who understand your vision. Asking the right questions and conducting thorough research will help you make informed decisions and ensure that your chosen vendors align with your style, preferences, and budget.

This special celebration is a reflection of your unique love story, so take the time to select vendors who will make it unforgettable and seamless. Whether it’s the perfect photographer to capture every moment, a talented florist to provide stunning blooms, or a musician to set the mood with some jams, each vendor plays a vital role in creating your dream wedding. Trust your instincts, communicate openly with your vendors, and enjoy the journey as you bring your wedding vision to life.

And remember, when you book with me, I’ll always be there to assist you through every step of the planning process. I’ll coordinate seamlessly with your other vendors, ensuring that your wedding day is stress-free and memorable from start to finish. Get in touch, and let’s start planning your dream wedding!