Listen, hiring wedding vendors can feel overwhelming. You’re about to hand over thousands of dollars to people you’ve never met and trust them with one of the biggest days of your life. No pressure, right?
Here’s the thing: the right vendors will make you feel excited and confident, not anxious and confused. But you need to know what to ask to figure out who’s actually right for you. So let’s talk about the questions that’ll help you separate the vendors who truly get it from the ones who are just going through the motions.
The Universal Questions (Ask Everyone)
Before we get into vendor-specific stuff, there are a few questions you should ask literally every vendor you’re considering:
“Are you available on my date?” This seems obvious, but start here. No point falling in love with someone’s work if they’re already booked.
“What’s included in your package, and what costs extra?” You need to know exactly what you’re getting. Does the photographer include engagement photos? Does the florist include delivery and setup? Are there travel fees? Get everything in writing so there are no surprise charges later.
“What’s your cancellation and refund policy?” Nobody wants to think about canceling, but life happens. Understand what you’re agreeing to if something goes wrong.
“Can I see a full wedding you’ve done recently, not just highlights?” Anyone can make a portfolio look good with their best shots. You want to see the full scope of their work! The good, the okay, and everything in between. As a professional wedding planner, even I ask vendors I’ve never worked with before for a few albums to look at.
“How do you handle problems or things going wrong on the wedding day?” The best vendors have backup plans for their backup plans. You want someone who stays calm under pressure and can problem-solve in real-time.
For Your Photographer
Your photographer is going to be with you basically all day, so personality fit matters just as much as their portfolio.
“How would you describe your shooting style?” Are they more hands-on and directive, or fly-on-the-wall documentary style? Neither is wrong, but you need to know which vibe you prefer.
“How many weddings have you shot, and how many do you book per year?” Experience matters, but so does burnout. Someone shooting 50 weddings a year might not give your photos the same attention as someone who’s more selective.
“What’s your turnaround time for edited photos?” If you’re expecting photos in two weeks but they take three months, that’s going to cause frustration. Manage expectations upfront.
“Do you have backup equipment and a backup photographer in case of emergency?” Cameras fail, people get sick. Your photographer should have contingency plans.
“Can we see a full gallery from a wedding similar to ours?” If you’re having an outdoor boho wedding, you want to see how they handle natural light and that aesthetic specifically.
For Your Planner/Coordinator
A good planner is worth their weight in gold, but you need someone whose planning style matches your needs.
“What does your planning process look like, and how often will we communicate?” Some planners are super hands-on with weekly check-ins. Others are more hands-off. Figure out what level of involvement you need.
“What’s your experience with our venue?” If they’ve worked there before, they already know the logistics, the quirks, and the best vendors who know the space.
“How do you handle family dynamics and difficult situations?” Because let’s be real, family drama happens. You want someone who can diplomatically manage personalities without making things worse.
“What’s your day-of timeline management strategy?” Ask them to walk you through how they keep everything on schedule while making sure you’re not stressed.
“Do you have relationships with other vendors you’d recommend?” A well-connected planner can save you time and often get you better pricing with vendors they work with regularly.
For Your Florist
Flowers can eat up a huge chunk of your budget, so make sure you’re on the same page about what’s possible.
“Can you work within my budget and still achieve my vision?” A good florist will be honest about what’s realistic and offer alternatives if your dream flowers are out of budget.
“What flowers are in season during my wedding month?” Seasonal flowers are cheaper and look better. Let them guide you here.
“Do you provide setup and breakdown, or do I need to arrange that separately?” Some florists just drop off arrangements. Others do full installation. Know what you’re getting.
“How do you ensure flowers stay fresh throughout the day?” Especially important for outdoor weddings or long days.
“Can I see photos of your work at my venue?” Every space photographs differently. Seeing their arrangements in your actual venue gives you realistic expectations.
For Your Caterer
Food can make or break a wedding. Your guests will definitely remember if they were hungry or if the food was bland.
“Can we do a tasting before we commit?” If they say no, that’s a red flag. You should never book catering without tasting the food first.
“How do you accommodate dietary restrictions and allergies?” With more people having specific dietary needs, you want a caterer who takes this seriously and has experience with alternatives.
“What’s your staff-to-guest ratio?” Too few servers means slow service and cold food. Industry standard is usually one server per 25-30 guests.
“What does your pricing include?” Are linens included? Plates and silverware? Service staff? Bar service? Get itemized pricing.
“What happens to leftover food?” Some caterers let you take it home, others don’t. If you’re paying for it, you should know your options.
For Your DJ/Band
Music sets the entire vibe of your reception, so this isn’t the place to just pick whoever’s cheapest.
“How do you read a room and adjust if people aren’t dancing?” You want someone who can pivot, not someone who rigidly sticks to a playlist regardless of energy.
“What’s your backup plan if you’re sick or if equipment fails?” They should have backup equipment at minimum, and ideally a network of other DJs who can fill in.
“How do you handle song requests from guests?” Some DJs take requests freely, others prefer to stick to your curated list. Decide what you want.
“Can you also handle ceremony music and MC duties?” If they’re doing multiple roles, make sure they’re experienced in all of them.
“How much space do you need, and what does your setup look like?” Make sure their equipment fits your venue and aesthetic.
The Vibe Check Questions
Beyond logistics, you need to make sure you actually like these people. Ask questions like:
“What’s your favorite part about weddings?” Their answer will tell you if they’re passionate or just collecting a paycheck.
“What makes a wedding successful in your eyes?” This reveals their priorities and whether they align with yours.
“Can you describe a challenging wedding you’ve worked and how you handled it?” Everyone faces problems. You want to know they can handle pressure with grace.
Trust Your Gut
Here’s the truth: you can ask all the right questions and still end up with the wrong vendor if you ignore your instincts. If someone’s portfolio is perfect but they make you feel anxious or dismissed, keep looking. If someone’s slightly over budget but you feel immediately comfortable with them, they might be worth the investment.
The best vendor relationships feel like partnerships, not transactions. You should feel heard, understood, and excited about working together. If you don’t feel that way after the first conversation, it’s okay to keep searching.
Your wedding vendors are going to be huge parts of your day, so choose people who make you feel confident, not stressed. Ask the hard questions, trust your gut, and don’t settle for anyone who doesn’t make you feel like your wedding is their priority. You deserve vendors who are just as excited about your day as you are.
And as always, if you’re wanting more guidance, full lists of questions for each vendor type, and a PLETHORA of wedding knowledge from yours truly (all wrapped into one place!) check out our wedding planning course for all the resources you need to plan your wedding as an intentional & budget-conscious couple.
With love & confetti,
Amanda
