Booking wedding vendors without asking the right questions is like signing a contract without reading it. You might end up with hidden costs, unavailable dates, or services that don't match your expectations.
This comprehensive guide provides essential questions for every major wedding vendor category. Print it out, bring it to your meetings, and never get surprised by fine print again.
Photographer
15 essential questions
- Are you available on our wedding date? (Always ask first!)
- Can we see full galleries from recent weddings, not just highlights?
- What's included in your packages? (Hours, photographers, deliverables)
- Will you personally shoot our wedding, or might it be an associate?
- Do you have a backup photographer/equipment in case of emergency?
- How many edited photos will we receive?
- When will we receive our photos?
- Do we get the rights to print our own photos?
- What's your payment schedule and cancellation policy?
- Do you provide raw/unedited files?
- How do you handle low-light and indoor venues?
- Will you travel to our venue? Any travel fees?
- Do you need a meal during the reception?
- What happens if you're sick on our wedding day?
- Can we request specific shots or a shot list?
Venue
15 essential questions
- Is our date available? Are there other events that day?
- What's the total cost? (Including taxes, service charges, overtime)
- What's included? (Tables, chairs, linens, setup, cleanup)
- What's the venue capacity for our setup style?
- Can we bring our own caterer, or is catering in-house only?
- What time can we access for setup? When must we vacate?
- Is there a rain backup plan for outdoor areas?
- Are there noise restrictions or curfews?
- Is parking available? How much and how many spots?
- Are there restrictions on décor, candles, or music?
- What's the payment schedule and cancellation policy?
- Do you have liability insurance, or do we need our own?
- Are there getting-ready rooms for the couple?
- Who will be our point of contact on the wedding day?
- Can we do a site visit at the same time as our wedding?
Caterer
12 essential questions
- What's the per-person cost? (And what does it include?)
- Can we schedule a tasting before booking?
- Can you accommodate dietary restrictions? (Vegetarian, vegan, allergies, religious)
- What's included? (Servers, bartenders, plates, glassware, linens)
- Do you provide the cake, or do we need a separate baker?
- How do you handle children's meals?
- What's the deadline for final guest count?
- Do you provide meals for vendors (photographer, DJ, etc.)?
- Are taxes and gratuity included in the quote?
- Can we keep leftover food?
- What's your setup and cleanup process?
- Do you have insurance and health certifications?
Florist / Decorator
10 essential questions
- Can you work within our budget?
- Can we see photos of weddings similar to our style/budget?
- What flowers will be in season on our date?
- What's included in your quote? (Delivery, setup, pickup)
- Can you replicate flowers we've seen in photos?
- Do you provide vases, stands, and other décor?
- How far in advance do you need the final order?
- Who will set up on the wedding day?
- Do you coordinate with the venue and other vendors?
- What happens if specific flowers aren't available?
DJ / Band / Music
10 essential questions
- Can we hear you perform or see videos?
- What equipment do you bring? (Sound system, lighting, microphones)
- Can you MC announcements and coordinate with vendors?
- Do you take song requests? Can we provide a must-play and do-not-play list?
- How do you read the crowd and adjust?
- What do you wear? Can we request formal attire?
- How many hours are included? What's the overtime rate?
- Do you have backup equipment?
- Have you worked at our venue before?
- When should we finalize our playlist?
Hair & Makeup Artist
8 essential questions
- Is a trial included in the price?
- Can we see your portfolio of bridal work?
- Do you travel to our getting-ready location?
- How long does bridal hair and makeup take?
- Can you accommodate the bridal party as well? What's the cost per person?
- What products do you use? Are they long-lasting/waterproof?
- Will you stay for touch-ups during the event?
- What's your backup plan if you're sick?
Universal Questions for All Vendors
- What's your payment schedule?
- What's your cancellation/refund policy?
- Do you have insurance?
- How many weddings do you do per day/weekend?
- Can we see reviews or references?
- How do you prefer to communicate?
Download Printable Checklist
Get a PDF with all 75 questions organized by vendor type.
Red Flags to Watch For
- Won't provide references: Reputable vendors are happy to share testimonials
- Vague about pricing: You should know exactly what you're paying for
- Pressure to book immediately: Take time to compare options
- No contract: Everything should be in writing
- Poor communication: If they're slow to respond before booking, imagine after
- No backup plan: What happens if they get sick or have an emergency?
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