Questions to Ask Your Wedding Vendors
Behind every meaningful wedding detail is a vendor who "gets" your vision, and the secret to finding those partners is knowing exactly what to ask. When you ask questions that go beyond the obvious, you'll learn how each vendor can help your celebration feel uniquely you. Below, you'll find our favorite prompts to spark honest conversations and thoughtful decisions during your vendor-hiring process.
Why Asking the Right Questions Matters
You want a wedding layered with meaning, connection, and the kind of moments you'll carry in your heart for decades. The partnership you create with your vendors shapes your celebration more than any piece of décor ever could.
We've seen firsthand that the difference between a wedding that goes through the motions and one that moves you is the partnership you build with your vendors. With clear communication, you set the stage for less stress, fewer surprises, and more moments you'll treasure forever.
Want even more expert questions and guidance?
They're all waiting for you inside the Heirloom Wedding Planning Guide—more than 40 pages of prompts, checklists, and hard-earned advice to help you DIY your day with confidence.
Key Questions to Ask Your Vendors
Venue
Your venue sets the stage for your entire celebration, and the relationship you build with the team can make all the difference in how supported you feel leading up to—and during—your wedding.
We've seen firsthand how invaluable it is to work with a venue that's not just flexible, but truly invested in each couple. At The Carter, their staff is quick to respond, reliable, and goes far beyond the basics: from helpful walkthroughs to early morning set-up, allowing personal décor drop-offs, and even assisting the bridal party with the little things that make the day run smoothly. This kind of partnership is why asking thoughtful questions early and building a strong connection with your venue team matters so much—it's the best way to ensure your big day feels as seamless and personal as you envision.
What's included in the rental fee (tables, chairs, linens, lighting)?
Are there noise or timing restrictions?
What is the venue's backup plan for bad weather?
Can I bring in outside vendors, or do you have a preferred/required list?
Are there additional costs like set-up/cleanup fees or parking?
Photographer
Your photographer will be with you from getting ready to the last call. Beyond technical skill, you need someone who understands your vision and anticipates the fleeting, heirloom moments of your day.
How would you describe your shooting and editing style?
Can I see full galleries from past weddings (preferably at similar venues)?
Will you have a second shooter with you? How do they contribute?
Do you guide posing and offer tips to ensure we look our best?
Can you accommodate must-have shots?
What is the timeline for receiving edited photos, and is a sneak peek available?
Your photographer will be capturing intimate, once-in-a-lifetime moments. Picking someone you connect with on a personal level is just as important as their portfolio.
Caterer
A great meal leaves everyone talking, but the best caterer delivers more than delicious food. They're often your timeline anchor, creative with cuisine, and the ones who keep your guests feeling loved and well cared for. Here are questions to consider:
How are dishes scaled to accommodate a larger guest count without compromising quality?
Do you accommodate dietary restrictions and special meal requests (vegan/gluten-free)?
Is a tasting session included in your package? If so, when?
Do you offer extras like late-night snacks or dessert displays?
What happens with leftover food? Can it be donated or packed up for us?
Florist
Flowers set the mood for your wedding, but can also quickly add up. Knowing how to be creative and collaborate with other vendors on your team is essential.
One of our favorite examples is a couple who had a tighter décor budget. Viola, the caterer, collaborated with their florist during set-up to incorporate fresh citrus into the floral arrangements and tablescape. The result? Tables brimming with color and personality, all at a fraction of the cost of traditional florals. It's one of our favorite reminders that collaboration and open-mindedness can turn constraints into beautiful surprises.
When you meet with a florist, ask:
Can you attend a venue walkthrough to assess the space and suggest ideas?
Are there creative ways to maximize my budget while achieving my vision?
Do you provide a mockup of key arrangements, such as the bridal bouquet?
What happens to leftover flowers? Can they be donated or repurposed for another event?
Music
It has the power to punctuate each moment of your celebration. The right DJ, band, or group reads the room and adapts so you get the best experience.
How do you maintain energy during transitions (e.g., dinner to dancing)?
Can you create a curated playlist or mix that aligns with our preferences?
Do you allow live requests during the event or prefer following a no-request policy?
For live bands, what size stage and electrical set-up are required?
Red Flags to Watch For
Trust your instincts as much as your checklist. If a vendor is slow to communicate, vague about fees, or unwilling to share references, it's reason to pause. On the flip side, vendors who listen, respond thoughtfully, and offer guidance (even before you've booked) are usually a safe bet.
There are some warning signs to watch out for:
Hidden Fees: Set-up, cleanup, overtime, or parking fees that aren't outlined upfront.
Vendor Restrictions: Venues with mandatory in-house vendors (e.g., catering, bartending) often limit your choices and flexibility.
Unclear Cancellation Policies: Ensure contracts specify refund terms and flexibility for changes in case of unforeseen circumstances.
Tips for Building Vendor Relationships
Start with Referrals and Research
Ask your venue, friends, or wedding planner for recommendations. Then, review vendor portfolios, full galleries, and recent projects to ensure their work matches your vision.
Prioritize Chemistry
Talent is non-negotiable, but so is chemistry. Your vendors will be part of personal, intimate moments. The best vendor partners will go out of their way to make your day feel effortless and uniquely "you", whether that means fixing a wardrobe malfunction, calming last-minute jitters, or suggesting personal touches that make all the difference.
Book Early
The best vendors book up to 12–18 months out. After confirming your date and venue, reach out to lock in your favorites. Our Wedding Planning Guide includes a detailed vendor booking timeline to keep everything on track!
Make Planning Stress-Free with Expert Guidance
These are stories you'll tell for decades, and we want to help you get every detail just right.
By asking the right questions and building strong vendor relationships, you're setting the stage for an extraordinary wedding day. For even more expert advice, sample questions, and a stress-free planning roadmap, get your hands on the Heirloom Wedding Planning Guide today.
Grab the complete wedding planning guide today or check out our full-service planning options for hands-on support every step of the way.
