When you’re selecting wedding vendors, it’s crucial to ask the right questions to ensure they align with your vision and expectations. Here are some important questions to ask wedding vendors:

1. Venue

• Availability: Are you available on our wedding date? Are there any restrictions on dates or times?
• Capacity: What is the maximum number of guests your venue can accommodate?
• Pricing & Packages: What’s included in your wedding packages? Do you offer customizable options? What’s not included
• Payment Terms: What is the payment schedule, and what’s your cancellation policy?
• Logistics: What time can we start setting up? Are there any time restrictions for the event?
• Parking & Accessibility: Is there parking available for guests? How accessible is the venue for elderly guests or those with disabilities?
• Coordinator: Do you require a planner/ coordinator? If we do not hire a planner/coordinator what does the venue’s role on the wedding day look like? 
• Insurance: Do you require insurance from other vendors?
• Catering: Can we bring in our own caterer or do we need to pick from a preferred vendor? Same question for bartending! 
• Backup Plan: Do you have a weather backup plan?

Photography: Shannon Cronin | Venue: De Tierra Vineyards

2. Caterer

• Menu Options: Can we customize the menu? Do you offer tastings before the wedding day?
• Dietary Restrictions: Are you able to accommodate special dietary needs (e.g., vegan, gluten-free, allergies)?
• Staffing: How many staff members will be present for the event? Will they be professionally dressed?
• Service Style: What service styles do you offer (plated, buffet, family-style)?
• Alcohol Policy: Do you provide alcohol service, or can we bring our own? Is there a corkage fee?
• Logistics: How much space do you need for food preparation? How long before the event do you need access to the venue?
• Final Count: When do you need the final guest count?

3. Photographer/Videographer

• Style & Portfolio: Can we see a portfolio of your past work? Do you have a specific style or approach to wedding photography?
• Packages: What packages do you offer, and what’s included in each? Do you have hourly or full-day rates?
• Number of Photos/Hours: How many photos will we receive, and how long will we have access to the gallery? How many hours of coverage do you provide?
• Second Shooter: Do you work with a second photographer or videographer? If so, what’s the additional cost?
• Rights & Usage: Do we own the rights to our wedding photos and videos? How can we use the images (social media, prints, etc.)?

4. DJ/Band

• Experience: How long have you been performing at weddings? Can you provide references or a demo?
• Music Selection: Do you take song requests from guests, and do you have a do-not-play list? Can we make a list of songs we want for key moments (e.g., first dance, cake cutting)?
• Equipment: Do you provide your own sound and lighting equipment? Are there any additional fees for setup or travel?
• Timeline & Breaks: How long do you typically play for, and do you take breaks? How do you handle breaks without interrupting the flow of the reception?
• Backup Plan: What happens if there’s an equipment malfunction or emergency? Do you have a backup plan or equipment?

5. Florist

• Portfolio: Can you show us some examples of past wedding floral arrangements?
• Flowers in Season: What flowers are in season on our wedding date, and what are your recommendations for the time of year?
• Customization: Can we customize our flower arrangements or bouquets? Are there additional costs for custom designs?
• Delivery & Setup: Do you handle delivery and setup on the wedding day? How early can you arrive to set up?
• Preservation: Do you offer bouquet preservation or any other options for saving flowers from the day?
• Minimums: Do you have a minimum?

Photography: Heather Anderson

6. Wedding Planner/Coordinator

• Experience: How many weddings have you planned or coordinated? Can you provide references or examples of your work?
• Services Offered: What is included in your planning or coordination services? Are you available for the entire planning process or just the day-of?
• Budget Management: How do you help keep track of the wedding budget? Can you help negotiate with vendors to stay within budget?
• Vendor Coordination: Do you assist with selecting and managing other vendors? Will you handle contracts and payments, or will that be up to us?
• Timeline & Communication: How do you keep us on track with the wedding planning timeline? How often do you communicate with us during the planning process?
• Preferred Vendors: Do you have a preferred vendor list?

7. Hair & Makeup Artist

• Trial Session: Do you offer a trial session for hair and makeup? How long before the wedding should we schedule the trial?
• Products & Brands: What products do you use, and are they suitable for sensitive skin? Do you offer cruelty-free or vegan products?
• Team Size: Do you work solo, or do you have a team to handle multiple people on the wedding day? How many people can you accommodate?
• Travel Fees: Are there travel fees if the event is outside of your usual service area?
• Touch-ups: Do you offer touch-up services throughout the event? Is this included in the price, or is it an extra charge?
• Minimums: Do you have a minimum number of people required in order to get services?

Photography: Shannon Cronin

8. Officiant

• Availability: Are you available on our wedding date? Do you perform weddings at our venue?
• Style & Approach: What is your approach to officiating weddings? Do you offer a custom ceremony or stick to a standard format?
• Pre-marital Counseling: Do you offer premarital counseling or any meetings before the ceremony?
• Ceremony Script: Can we write our own vows, or do you have a preferred script? Are we allowed to personalize the ceremony?
• Fee & Payment: What’s your fee, and when is payment due? Are there any additional costs (e.g., travel, lodging)?

9. Transportation (Limo, Car Service, etc.)

• Availability & Timing: Are you available for our wedding date and times? How long can we use the vehicle, and how far will you travel?
• Vehicle Options: What types of vehicles do you offer (e.g., vintage cars, limos, buses)? Can we decorate the vehicle for the event?
• Driver Experience: Are your drivers experienced with weddings and events? Will they be professionally dressed?
• Insurance & Licensing: Are your vehicles insured and licensed for wedding transportation? What happens if there’s a breakdown or delay?
• Costs & Tips: What’s included in the quoted price, and is there a gratuity fee for the driver?

10. Cake Designer/Baker

• Cake Tasting: Do you offer a cake tasting, and how much does it cost? Can we customize the flavors and fillings?
• Design Options: Can we create a custom design, or do you have standard templates? Do you provide cake topper options or fresh flowers?
• Dietary Restrictions: Can you make gluten-free, vegan, or allergy-friendly cakes?
• Delivery & Setup: Do you deliver the cake to the venue? Will it be set up for us, and do you handle any potential issues (e.g., cake toppers)?
• Backup Plan: What happens if the cake is damaged or there’s a delay in delivery?

• Photography: Shannon Cronin | Cake: Tart and Tin

11. Rentals (Tables, Chairs, Linens, Decor, etc.)

• Inventory & Availability: What items do you have available for rental, and is everything we want available for our wedding date?
• Customization: Can we customize the color or style of linens, chairs, and decor to match our theme?
• Delivery & Setup: Do you offer delivery, setup, and pickup? Are there additional fees for these services?
• Damages: How are damages handled, and what’s your policy for broken or missing items?
• Minimum Order: Is there a minimum order requirement?

General Questions for Any Vendor

• References: Can you provide references or testimonials from recent couples you’ve worked with?
• Insurance: Are you insured in case of accidents or damage?
• Backup Plan: What happens if you’re unavailable on the day of the wedding due to illness or emergency? Do you have a backup plan or someone else who can step in?
• Contract: Will you provide a contract outlining the services, costs, and terms? Is there flexibility in the contract if changes arise?

Asking these questions will help ensure that your vendors are well-equipped to meet your needs and make your wedding day run as smoothly as possible!

At Kate Ford Events, we are happy to help you through the planning process and ask all the questions for you to help ensure your day runs smoothly.