What Questions You Should Ask When Hiring ANY Wedding Vendor

Planning your wedding means working with a team of vendors who will bring your vision to life. From the venue to the florist... the DJ to the photographer... decor folks to the caterer, there are professional vendors you'll want to hire. Choosing the right professionals is about more than price or availability; it’s about making sure they’re the right fit for you. Asking the right questions up front will save stress later and help you feel confident about your choices.

Here are the essential questions to ask before booking any wedding vendor:

1. Are You Available on Our Date?

It sounds simple, but confirm this first. Popular vendors book quickly, sometimes 12-18 months or more in advance.

2. How Long Have You Been in Business?

Experience matters. An established professional has likely handled all types of weddings. View their portfolio and check to see if they are experienced in what you're looking for specifically.

3. Can You Provide References or Reviews?

Hearing from past couples is invaluable. Look for consistent praise about professionalism, responsiveness, and overall experience. Googel, WeddingWire & The Knot are trusted online review resources.

4. What Services Are Included?

Don’t assume. For example, a DJ may also provide uplighting, a photo booth, or ceremony sound support. Ask what’s included and what’s an add-on.

5. What Is Your Pricing / What Packages Do You Offer?

At some point, when considering a vendor, you should know their packages & serrvices, pricing and other services they offer. Request a clear breakdown of costs, deposits, and payment deadlines. Transparency helps you budget without surprises. Be sure to ask about taxes, gratuities, shipping/delivery charges and any other fees.

6. Do You Carry Insurance?

This protects both you and the vendor. Many venues require proof of liability insurance before allowing a vendor onsite. A vendor must be able to provide a Certificate Of Insurance (COI) with the ability to name "Additionally Insured" and with minimum protections of $1,000,000 ($2,000,000 preferably).

7. How Do You Handle Emergencies?

Life happens. Ask what backup plans are in place. While it's likely rare, there should be a readily available plan, whether it’s extra equipment, substitute staff, or contingency planning for weather.

8. How Do You Communicate Leading Up to the Wedding?

Will you have planning meetings? A portal to update details? Knowing how and when you’ll stay in touch ensures peace of mind. If your vendor is a single operator, you should have their cell phone number.

9. Have You Worked at Our Venue Before?

If so, they’ll already know the layout and logistics. If not, a pro will reach out to the venue in advance to confirm details, visit the event space and make sure they are well prepared to service your celebration adequately, with no surprises.

10. What’s the Contract Process?

Every vendor should provide a written agreement outlining services, costs, timelines, and policies. If they don’t, consider it a red flag.

The Bottom Line

Your wedding vendors are more than service providers. They’re partners in creating one of the most important days of your life. By asking the right questions, you’ll not only compare options fairly, but you’ll develop a confidence in your vendors. Hiring the right vendor-partners, will provide an essential peace of mind, so that your wedding day runs smooth from start to finish.