The vendor question list You actually need
Because you don’t need 87 questions — you just need the right ones.
If you’ve Googled “questions to ask wedding vendors,” you’ve likely been hit with those massive lists. You know the ones… 60, 80, even 120 questions long. Let’s just say: no one has time for that, and most of those questions don’t actually help you make confident decisions.
As a wedding expert in 2026, I’ve worked with hundreds of couples and vendors. I’ve seen what matters, what doesn’t, and what questions genuinely protect you, save you stress, and help you hire the right people.
This is the real-world vendor questions list — practical, helpful, and rooted in what actually comes up during planning.
Let’s get into it
Start here: Questions for Every Vendor
These are your baseline questions — the ones that apply to photographers, florists, DJs, caterers, planners… everyone.
Are you available on our wedding date?
Start with this. Don’t fall in love with someone’s work only to realize they’re booked.Can you walk us through what’s included in your package?
Then ask: What would be an additional cost?
Clarity now prevents surprise charges later.How do payments work?
Deposit amount? Payment schedule? Final balance timing? Do they take cards, checks, invoices, or portals?What’s your cancellation or reschedule policy?
Life happens — understand your flexibility before signing.Do you carry liability insurance?
Huge. Many venues require vendors to provide proof of insurance. If a vendor doesn’t have it, that’s a major red flag.Can we review a sample contract?
A professional vendor has one. Read it closely.How do you prefer to communicate?
Email only? Client portal? Phone calls? Align expectations now.
Photographer/Videographer
You’re not just hiring someone to take pretty photos—you’re hiring someone who’ll be with you all day. These questions help you evaluate style, process, and compatibility:
How many weddings do you shoot per weekend/month?
Overbooking can affect turnaround time and attention to detail.Will you be the one shooting our wedding? If not, can I meet the person who will?
Don’t assume. Always confirm who you’ll actually be working with.Do you offer engagement sessions? Are they included?
Can I see a full wedding gallery or video?
A highlight reel or Instagram grid is not enough. You want to see how they capture everything from details to dark receptions.What’s your backup plan for gear failure or illness?
It’s rare, but you’ll sleep better knowing they’ve got a plan.
Catering & Bar
Food and drink are big-ticket items. These questions help you understand service, flexibility, and experience:
Do you offer tastings? Is there a fee?
What’s included in your quote? Staffing? Rentals? Service fees?
Many caterers don’t include plates, flatware, or bartenders in your initial quote.How do you handle allergies or dietary needs?
Ask how they label or separate items for common restrictions (gluten, dairy, vegan, etc.).Do you handle clean-up, trash removal, and breakdown?
A lot of couples assume this is included—and it’s not always.Do you offer late-night snacks or bar add-ons like signature cocktails?
These are guest-favorite details worth exploring.
Florist
Flowers can be a huge part of your overall aesthetic. These questions get past just “what’s your style” and dig into service:
Do you have a minimum spend or design requirements?
Will you reuse florals from the ceremony for the reception?
Smart florists will suggest ways to stretch your floral budget.How do you handle delivery, setup, and teardown?
What happens to the flowers after the wedding?
Can you gift them, donate them, or take them home?Can you work with my inspiration without copying it?
A good florist will take your vision and elevate it—not replicate Pinterest.
DJ / Band
Entertainment sets the tone. These questions help clarify how interactive (or not) they’ll be:
What’s your MC style—high energy, low key, etc.?
It’s not just music—MCing is a performance, and tone matters.Will you take song requests or stick to a curated playlist?
Do you provide your own sound equipment and microphones for ceremony?
Do you offer lighting or additional AV services?
Some DJs offer uplighting, sparklers, or even live instruments.How do you handle breaks (for bands), and do you provide background music during those times?
Cake & Dessert Vendors
Do you do both cake and dessert displays?
Think: cake pops, donuts, espresso martinis with late-night cake service—yes, please.Do you offer tastings?
When is the cake delivered, and who sets it up?
Do you provide a display or should I rent one separately?
How do you price specialty flavors, extra tiers, or custom designs?
Rentals
Do you handle delivery, setup, and pickup?
When do you need final counts?
What happens if something gets damaged?
Can you provide recommendations for layouts or floor plans?
Do you offer backup options for rain or wind? (Especially important for tents, linens, or outdoor setups.)
Hair & Makeup
How far in advance should we schedule a trial?
How many people can you accommodate, and how long does it take?
Do you stay for touch-ups or offer a second look later in the day?
What brands/products do you use—and are they cruelty-free or long-wear?
What do you need from us for the wedding morning (setup, lighting, space)?
For Your Planner / Coordinator
How do you support couples throughout the planning process?
This varies wildly between planners—some offer unlimited calls, others are more structured.Do you offer vendor referrals, design help, or just logistics?
What’s your emergency plan if you’re unavailable day-of?
How many weddings do you take per season?
Too many = less time for you.
What Really Matters
You’re not interviewing vendors to fill a checklist. You’re trying to figure out if they understand your vision, respect your budget, and bring clarity—not confusion—to your wedding planning.
Skip the fluff, ditch the “fun facts,” and stick to these core questions to build a vendor dream team that gets you.
Need Help Managing Vendors or Reviewing Proposals?
I offer a la carte support for couples who want guidance without a full-service planner—whether that’s reviewing contracts, building a timeline, or helping you organize your wedding team.
Email me directly to book vendor consulting or timeline planning help—no inquiry form needed.
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