What should I ask vendors before hiring them for my wedding?

Planning your wedding is one of the most exciting experiences of your life—but let’s be real, it can also be a little overwhelming, especially when it comes to hiring the right vendors. From photographers to florists, each vendor plays a crucial role in your big day, and making the right choices early can save you time, stress, and money.

Whether you’re just starting your search or getting ready to sign contracts, here’s a comprehensive guide on what to ask wedding vendors before hiring them—so you feel confident, informed, and totally in control.

General Questions to Ask Every Wedding Vendor

These core questions apply to every vendor, regardless of what service they provide:

1. Are you available on our wedding date?

2. How far in advance should we book?

3. Can you provide a detailed quote or package list?

4. What’s included in your pricing? Any hidden fees?

5. Do you offer customizable packages?

6. What is your deposit amount and payment schedule?

7. What’s your cancellation or refund policy?

8. Do you carry liability insurance?

9. Will we receive a written contract?

10. Have you worked at our venue before?

11. What happens if you can’t make it due to an emergency?

12. How many weddings do you take on per day/weekend?
    
    

Questions to Ask Your Photographer/Videographer

Your photographer and videographer are responsible for capturing the memories that will last a lifetime. Ask them:

1. Can we see a full wedding gallery or video you’ve recently delivered?

2. Will you be the one shooting our wedding?

3. Do you work solo or with a second shooter?

4. How many hours of coverage are included?

5. How long after the wedding will we receive the photos/videos?

6. How many edited photos will we get?

7. Do you offer albums or prints?

8. What happens if your equipment fails?

9. Do you offer engagement shoots?
   
   

Questions to Ask Your Florist

Flowers help set the tone and aesthetic of your wedding day. Ask your florist:

1. Can you work within our budget?

2. Do you provide mock-ups before the wedding?

3. Do you deliver and set up the arrangements?

4. What flowers are in season during our date?

5. How do you handle last-minute substitutions?

6. Do you handle cleanup and breakdown after the event?

7. Can you repurpose ceremony flowers for the reception?

8. What is your process for design collaboration?

Questions to Ask Your DJ, Band, or Musician

Your music vendor sets the mood—ask them these important questions:

1. Can we see a live performance or video sample?

2. Do you take song requests?

3. Can we customize the playlist and do-not-play list?

4. Do you emcee during the reception?

5. What equipment do you provide?

6. Do you have backup gear in case of failure?

7. How do you handle breaks during the event?

8. Will you coordinate with the venue for setup?

9. Do you need access to power or special equipment?

Questions to Ask Your Caterer

Delicious food is always remembered. Make sure to ask:

1. Do you offer tastings before we book?

2. Can you accommodate dietary restrictions?

3. What is the cost per guest, and what’s included?

4. Are staff (servers, bartenders) included?

5. Do you provide tableware, flatware, and linens?

6. What happens to leftover food?

7. Do you offer dessert or work with bakeries?

8. Can we customize our menu?

9. Do you have a minimum guest count?
   
   

Questions to Ask Your Cake Designer or Baker

Don’t forget the sweet stuff:

1. Do you offer tastings?

2. Can you create a custom design?

3. What are your most popular flavors?

4. Do you handle delivery and setup?

5. Do you provide cake stands or toppers?

6. How do you charge—by slice, size, or design?

7. Can you create a smaller version for our anniversary?
   
   

Questions to Ask Rental or Decor Companies

Your style and comfort matter—here’s what to ask:

1. Can we see your full inventory?

2. Do you offer delivery, setup, and breakdown?

3. Are setup and pickup times flexible?

4. Do you offer design or styling services?

5. What happens if an item is damaged or missing?

6. Can we make changes to our order after booking?

Questions to Ask Your Wedding Planner or Coordinator

The right planner can make your day stress-free. Ask:

1. What services do you offer—full, partial, or day-of coordination?

2. How many weddings do you take on per month?

3. Will you be there on the wedding day?

4. Do you have preferred vendors you recommend?

5. Have you worked at our venue before?

6. How do you handle emergencies or last-minute changes?

7. How often will we meet or communicate?
   

Questions to Ask Your Hair and Makeup Artist

Look and feel your best with the right beauty team:

1. Do you offer a trial session? Is it included in the price?

2. Do you travel to the venue or getting-ready location?

3. How long do you need per person?

4. Can you accommodate a large bridal party?

5. What products do you use?

6. Do you have experience with different skin tones and hair textures?

7. Do you offer touch-up kits or stay through the ceremony?
   

Final Tips for Booking Vendors

• Stay organized. Use a wedding planning spreadsheet or Google Doc to track vendor responses, prices, and pros/cons.

• Read the contract carefully. Look for payment terms, cancellation policies, and what happens in emergencies.

• Trust your gut. You’ll be working closely with your vendors—choose people who get you and your vision.

Ready to Start Booking?

Armed with the right questions, you’ll be in a great position to find vendors who are not only talented and professional—but also a perfect fit for your day.