Questions to Ask Wedding Vendors: Complete Checklist 2025

What Questions Should You Ask Wedding Vendors Before Booking?

Ask every wedding vendor about availability, pricing structure, backup plans, payment schedule, cancellation policy, and insurance coverage before signing any contract.¹ These fundamental questions protect your investment, clarify expectations, and prevent misunderstandings that could derail your wedding day.

The average couple books 10-15 vendors for their wedding, with total vendor costs ranging from $15,000-$35,000 depending on location and guest count.² With this significant investment, knowing which questions to ask separates successful vendor relationships from costly disappointments. Interview at least 2-3 vendors per category to compare offerings, but avoid overwhelming yourself with too many consultations.

Preparation makes vendor interviews more productive. Create a standardized questionnaire that covers universal concerns like availability, pricing, and contracts, then add vendor-specific questions for each category. Bring your partner to consultations when possible, take detailed notes, and request everything in writing before making deposits. Most vendors appreciate organized couples who ask thorough questions—it demonstrates seriousness and helps them deliver exactly what you envision.

Questions Every Vendor Should Answer

Universal questions apply across all vendor categories and establish the foundation of your working relationship. Start every consultation with these essentials to compare vendors fairly and identify potential issues early.³

Always request pricing breakdowns in writing. Verbal quotes change, memories fade, and email confirmation prevents disputes later. If a vendor hesitates to provide written estimates or contracts, consider this a significant red flag.⁴

Ask about vendor meal requirements early in the planning process. Most vendors working 6+ hours expect a meal, and knowing these needs helps your caterer plan accurately and budget appropriately.

Questions to Ask Wedding Photographers

Is the photographer available on your date, and what's included in their base package (hours, number of photographers, deliverables)?⁵ Photography represents one of your largest vendor investments, typically $2,500-$5,000, and the results last forever while other wedding elements fade. Ask these specific questions during photographer consultations.

Style and Approach:

• How would you describe your photography style? (documentary, fine art, traditional, editorial)
• Will you take a shot list from us, or do you prefer to work more spontaneously?
• How do you handle difficult lighting conditions at our venue?
• Do you shoot in RAW format for maximum editing flexibility?

Deliverables and Timeline:

• How many edited photos will we receive from a typical 8-hour wedding?
• What's your turnaround time for delivering the final gallery? (industry standard: 6-8 weeks)
• Do we receive printing rights and digital files?
• Can we purchase RAW or unedited photos?

Team and Equipment:

• Do you bring a second photographer? At what cost?
• What backup equipment do you carry on wedding days?
• If you're sick or have an emergency, who covers our wedding?
• Have you photographed at our venue before?

Post-Wedding:

• Do you offer albums, prints, or canvas products?
• How long do you keep our photos on file?
• Can we share photos on social media before receiving the full gallery?

Request to see at least two complete wedding galleries, not just highlight reels. This reveals consistency and shows how photographers capture all the moments throughout the day, not just the perfect ones. Learn more about selecting the right photographer in our guide to choosing a wedding photographer.

Questions to Ask Wedding Caterers

What's the per-person cost including service, and can we schedule a tasting before signing the contract?⁶ Catering typically consumes 30-40% of the wedding budget ($4,000-$12,000 for 100 guests), making it one of your most significant vendor investments. These questions help you evaluate quality, service style, and value.

Menu and Service:

• What's the per-person cost for our preferred menu style? (plated, buffet, family-style, food stations)
• Are tastings included, or is there an additional fee?
• How do you accommodate dietary restrictions? (vegetarian, vegan, gluten-free, kosher, halal, allergies)
• What's the staff-to-guest ratio? (standard: 1 server per 15-20 guests for plated dinners)
• Do you provide linens, china, glassware, and flatware?

Logistics and Timing:

• What time will your team arrive for setup?
• How long do you need for setup and breakdown?
• Do you handle cake cutting and service if we provide our own cake?
• What's your protocol for keeping food at safe temperatures?

Beverage Service:

• Do you provide bar service, or do we need a separate vendor?
• Is alcohol included in catering packages or priced separately?
• Do you charge corkage fees if we provide our own wine/champagne?
• Do bartenders have proper licensing and insurance for alcohol service?

Costs and Policies:

• Are gratuities and service charges included in the quoted price?
• When do you need a final guest count? (typically 7-10 days before)
• What's your policy if actual attendance is lower than the guaranteed count?
• Do vendor meals cost the same as guest meals?

In the UK, confirm whether the caterer handles the "wedding breakfast" (the main reception meal) and evening reception food separately, as many British weddings have two distinct food services. Our caterer selection guide provides additional questions specific to your service style and venue requirements.

Questions to Ask DJs and Wedding Bands

Can the DJ or bandleader also serve as MC for announcements, and what's included in your standard performance time?⁷ Music entertainment typically costs $1,000-$3,000 for DJs and $2,500-$7,500 for live bands, representing 5-10% of your budget. The right questions reveal professionalism, flexibility, and compatibility with your vision.

Performance Details:

• How many hours are included in your base package?
• What's your overtime rate if the party runs late? (typical: $100-$150/hour)
• Do you provide MC services for introductions and announcements?
• Can we create a "do not play" list as well as requests?
• How do you handle song requests from guests during the reception?

Equipment and Setup:

• What equipment do you provide? (sound system, lighting, microphones, speakers)
• Do you have backup equipment on-site?
• When will you arrive for sound checks and setup?
• Do you provide ceremony and cocktail hour music, or is that a separate fee?

Experience and Style:

• Have you performed at our venue before?
• How many weddings do you perform annually?
• Can we see video footage of you performing at a recent wedding?
• What's your approach to reading the crowd and adjusting the music?

Breaks and Coverage:

• For bands: Do you provide continuous music during set breaks?
• How long are your breaks, and what plays during downtime?
• Do you take requests for first dance, parent dances, and special moments?

Most professional DJs and bands offer planning consultations 4-6 weeks before the wedding to finalize timelines, special dances, and music preferences. Confirm this is included in your package. Compare options between DJs and live entertainment in our DJ versus live band guide.

Questions to Ask Wedding Florists

Are your proposed flowers in season for our wedding date, and what happens if specific varieties become unavailable?⁸ Floral arrangements typically cost $2,000-$5,000 (10-15% of budget), with significant price variations based on flower types, arrangement complexity, and seasonal availability. Strategic questions prevent disappointment and budget overruns.

Design and Availability:

• Can you create a design within our budget of $X?
• Are these flowers in season during our wedding month?
• What's your substitution policy if specific flowers aren't available?
• Do you have photos of past work in a similar style or color palette?

Deliverables:

• What's included in your bridal party flower package? (bouquets, boutonnieres, corsages)
• Do you provide centerpieces, ceremony arrangements, and reception installations?
• Can we rent items like vases, urns, or arches?
• Who provides containers for centerpieces—you or us?

Logistics:

• When will you deliver and set up flowers on the wedding day?
• What time will setup be complete?
• Do you include delivery, setup, and breakdown in the quoted price?
• Will you coordinate with our venue on timing and placement?

Preservation:

• Do you offer bouquet preservation services?
• Can we keep centerpieces after the reception, or will you collect them?
• How should we care for bouquets and corsages before the ceremony?

Inquire about payment schedules. Most florists require 50% deposit at booking and final payment 2-4 weeks before the wedding. Understand what happens if you reduce guest count and need fewer centerpieces, as this can affect pricing. Learn more in our guide to choosing a wedding florist.

Questions to Ask Your Wedding Officiant

Is the officiant legally authorized to perform marriages in your jurisdiction, and what's their backup plan if they're unavailable?⁹ Officiant requirements and costs vary dramatically by region, from free family members ordained online to $500+ professional celebrants. Legal validity tops all other considerations, followed by ceremony style and personality fit.

Legal Authorization by Region:

Ceremony Customization:

• Can we write our own vows, or do you provide templates?
• How much input do we have in ceremony structure and wording?
• Do you offer religious, secular, or interfaith ceremonies?
• What's the typical ceremony length? (standard: 20-30 minutes)
• Can we include cultural traditions or rituals?

Preparation and Process:

• Do you require pre-marital counseling or meetings?
• How many planning meetings are included in your fee?
• Will you attend our rehearsal? (additional fee?)
• What paperwork do we need to provide, and when?

Logistics:

• How early do you arrive on the wedding day?
• Do you provide your own microphone, or do you need one from our venue/DJ?
• What's your backup plan if you have an emergency?
• Have you officiated at our venue before?

In the US, verify state-specific requirements as they vary significantly. Some states accept online ordinations while others require official religious credentials or government appointment. If using a friend or family member, confirm their ordination is valid in your state well in advance. Learn the process to become a wedding officiant in the US or become a celebrant in Australia.

Questions to Ask Wedding Videographers

What's your editing style, and when will we receive our final wedding video?¹¹ Videography costs typically range from $1,500-$4,000, and couples increasingly consider it essential for reliving the day's emotions and moments they missed. Turnaround time and editing style vary dramatically between videographers, so clarify expectations before booking.

Style and Deliverables:

• How would you describe your editing style? (documentary, cinematic, highlight reel)
• What's included in the base package? (full ceremony, speeches, highlight film)
• How long is the final edited video?
• Do we receive raw footage, or only edited versions?

Timeline and Process:

• What's your typical turnaround time for final video delivery? (industry range: 8-16 weeks)
• Will we receive a highlight reel or teaser video earlier?
• Can we request specific songs for the video soundtrack?
• Do you handle music licensing, or will you use royalty-free music?

Coverage and Equipment:

• Do you bring a second videographer for multiple-angle coverage?
• What backup equipment do you carry?
• Do you provide audio recording for ceremony and speeches?
• Do you offer drone footage? (additional cost?)

Technical Details:

• What format will the final video be delivered in? (MP4, streaming link, USB drive, DVDs)
• How long do you keep our footage on file?
• Can we purchase additional copies or request re-edits later?

Many couples regret not hiring a videographer after seeing friends' wedding videos. If budget is tight, consider booking for just ceremony and speeches rather than full-day coverage. Read more in our analysis of whether wedding video is worth the investment.

Questions to Ask Wedding Planners

What level of planning services do you provide, and what's not included in your fee?¹² Wedding planners charge $1,500-$10,000+ depending on service level (day-of coordination, partial planning, or full-service). Understanding exactly what you're paying for prevents scope creep and ensures the planner's services match your needs.

Service Scope:

Services and Logistics:

• Which specific tasks do you handle versus tasks that remain our responsibility?
• Do you have existing relationships with vendors you recommend?
• Do you receive commissions from vendors? (affects objectivity)
• How many weddings do you coordinate per month?
• Will you personally be at our wedding, or will you send an assistant?

Planning Process:

• How often will we meet during the planning process?
• What planning tools or software do you use to keep us organized?
• How do you handle vendor contract reviews?
• What happens if we go over budget?

Wedding Day Management:

• What time do you arrive on the wedding day?
• Do you bring an assistant? (included or extra charge?)
• How do you handle unexpected problems or emergencies?
• Will you coordinate vendor load-in and setup?

Request detailed service descriptions in writing. "Full-service planning" means different things to different planners—some include design and styling while others focus purely on logistics and vendor management. Learn more about planner responsibilities in our guide to what wedding planners actually do.

Contract Red Flags to Watch For

No written contract is the biggest red flag when hiring wedding vendors—professionals always provide detailed written agreements.¹³ Contracts protect both parties by clarifying services, costs, timelines, and policies. These warning signs indicate potential problems before you commit deposits.

Always read contracts thoroughly before signing. Look for these specific inclusions: services provided with detailed descriptions, total cost with payment schedule and deadlines, cancellation and refund policies for both parties, what happens if the vendor can't fulfill the contract (backup plan), overtime rates if applicable, delivery timeline for products or services, intellectual property rights (especially for photos/video), and liability limitations.¹⁴

If a contract section confuses you, ask for clarification before signing. Better yet, have a lawyer review high-value vendor contracts ($3,000+). The small review fee can prevent costly disputes later. Our vendor contract guide explains standard contract terms and negotiation strategies.

Your Master Vendor Questions Checklist

Bring this consolidated checklist to every vendor meeting to ensure consistent evaluation and comparison. Print or save this list on your phone for reference during consultations.

Universal Questions (All Vendors):

• Are you available on our wedding date [specific date]?
• What's the total cost, and what's included in that price?
• Do you provide a written contract?
• What's your cancellation and refund policy?
• Do you carry liability insurance?
• What's your backup plan if you're unable to work our wedding?
• May I have 2-3 references from recent weddings?
• What's not included in your base package?
• What are typical additional charges we should budget for?
• When is the deposit due, and when is final payment due?
• What payment methods do you accept?
• Have you worked at our venue before?

Vendor-Specific Additions:

• Photographer/Videographer: Turnaround time, number of edited photos/video length, second shooter included?, digital rights
• Caterer: Per-person cost, tasting included?, staff-to-guest ratio, dietary accommodation, vendor meal cost
• DJ/Band: Hours included, overtime rate, MC services, equipment provided, do-not-play lists
• Florist: Seasonal availability, substitution policy, delivery and setup time, container rental or purchase
• Officiant: Legal authorization in our region, ceremony customization, rehearsal attendance, paperwork requirements
• Planner: Service scope, assistant on wedding day, vendor relationship disclosure, planning meeting frequency
• Venue: Capacity, hours included, setup/cleanup responsibility, vendor restrictions, backup plan for weather

Decision-Making Notes:

• Overall impression and comfort level with vendor
• Responsiveness during inquiry and consultation
• Personality fit with you as a couple
• Portfolio quality and style alignment
• Value for money compared to competitors
• Availability for your date and timeline
• References and review feedback

Trust your instincts during vendor meetings. Technical qualifications matter, but personality fit and communication style are equally important. You'll work closely with these vendors for months leading up to your wedding—if someone feels wrong during the consultation, that feeling typically doesn't improve. When vendors check all boxes on your questionnaire and you feel comfortable with them, you've found the right fit.

Start interviewing vendors 10-12 months before your wedding date for optimal availability. High-demand vendors book 12-18 months in advance in major markets. Learn more about optimal booking timelines in our guide to when to book wedding vendors.

Remember that vendor pricing often reflects experience level, demand, and overhead costs—not necessarily quality. A vendor charging premium rates might offer exceptional service, or they might simply be overpriced for your market. Similarly, budget-friendly vendors might be talented newcomers building portfolios, or they might lack necessary experience. Use these questions to evaluate value, not just price, and allocate your wedding budget based on your priorities.

Finally, understand vendor tipping etiquette before your wedding day. While tips aren't required for vendors who own their businesses, they're customary for vendor staff and assistants providing excellent service. Budget an additional 10-20% for gratuities when calculating total vendor costs.

Sources and References