Don’t book without asking: Vendor Must-Ask Questions for a stress-free wedding.

Planning your dream wedding without a planner? You’re a Rockstar! But navigating the maze of suppliers can feel overwhelming. This ultimate vendor checklist will equip you to handle your wedding like a seasoned pro, ensuring a smooth journey to your “I do’s”.

The Big Three: Your Core Spending

As you embark on this exciting journey, remember that a significant portion of your budget and effort will likely revolve around these crucial vendors:

1. The Venue: Your backdrop and often the foundation of your day.
2. The Catering Team: The heart of your celebration’s sustenance (if not provided by the venue).
3. The Photographer & Videographer: Capturing the precious memories (can be one or two separate suppliers).

To really make sure your wedding day goes smoothly, don’t just ask the usual questions when you talk to your suppliers. Think about the ‘what ifs’ too. By asking them how they’ll handle problems and making sure those plans are written down in your contracts, you’re not just picking people to work with — you’re building a strong safety net for your big day. This way, you’ll know what to expect even if little bumps happen, and you can relax and enjoy every moment without worry.

Ready to get started? Here are the must-ask questions and your ultimate checklist for navigating each of your wedding vendors.

Your Ultimate Vendor Checklist:

1. Venue

• What are the rental fees for our desired date and time?
• What are the restrictions regarding setup, teardown, noise levels, decorations, alcohol service, and animals?
• What is the maximum capacity for both seated dining and a standing reception?
• What is included in the base rental fee (tables, chairs, linens, lighting, sound system, dance floor, parking, overnight rooms)? Are there any preferred vendor lists or restrictions on outside vendors?
• What is the complete payment schedule? What are the cancellation policies for both us and the venue? What force majeure clauses are in place?
• Is the venue fully accessible for guests with mobility challenges?
• What staff is provided (e.g., event coordinator, security) and what are their specific roles?
• What is your contingency plan for power outages, severe weather (for outdoor spaces), or other unforeseen circumstances?
• What does your force majeure clause cover in terms of postponement, refunds, or alternative arrangements?

2. Catering

• Can we review sample menus? Can the menu be tailored to our preferences and accommodate dietary needs (vegetarian, vegan, allergies)?
• Is a tasting available, and is there a cost associated with it?
• What is the per-guest cost, and are there any additional service fees?
• What is the final guest count deadline? What happens if our actual guest numbers differ on the wedding day?
• What service styles do you offer (plated, buffet, stations)? What are the advantages and disadvantages of each for our event?
• What is the server-to-guest ratio? What is included in the staffing costs?
• What are the beverage options (alcoholic and non-alcoholic)? What are the pricing structures (per person, consumption-based)?
• What rentals are included (linens, tableware, glassware)? What are the upgrade costs?
• Are there cake cutting or corkage fees?
• What is your policy on leftover food, and can it be distributed to guests?
• What is the complete payment schedule? What are the cancellation policies?
• What is your contingency plan for food supply issues or significant staffing shortages on the wedding day?
• What happens if you can’t get certain food items we’ve agreed on? Will the contract say you’ll give us something similar?

3. Photography & Videography

• Can we view full wedding galleries or highlight reels that showcase your vision and style?
• How many weddings have you professionally photographed or filmed?
• What is included in your packages (hours of coverage, number of edited photos/videos, drone footage, editing style, online gallery access, print options, albums, raw footage)?
• What is your shooting style on the day (candid, posed, documentary)?
• Do you have backup equipment readily available?
• Is a second shooter included or available at an additional cost?
• How do you typically integrate with the wedding day timeline and coordinate with other vendors?
• Who retains the copyright to the photos/videos, and what are our usage rights?
• What is the complete payment schedule? What are the cancellation policies?
• What is your procedure if you are unable to attend due to unforeseen circumstances? Do you have a network of equally skilled backup photographers/videographers?
• What time will you be arriving at the venue on the day? What time are you planning to leave? Is there any charge for overstaying?
• Can we plan specific shooting schedule, to take photos with important family members, friends, and key moments?
• Are there any travel fees or accommodation costs? Who is responsible for these expenses?

Essential Advice for All Vendors:

• Read Every Word: Don’t skim contracts. Understand all terms and conditions thoroughly.
• Get it in Writing: Verbal agreements are unreliable. Ensure everything is documented in the contract.
• Seek Clarity: If any clause is unclear, demand a detailed explanation before signing.
• Know the Money: Fully understand the payment schedule and cancellation policies.
• Check for Protection: Inquire about their professional liability insurance.
• Keep Your Records: Ensure both you and the vendor have signed copies of the contract.
• Insurance Matters: Confirm they have professional liability insurance to protect against negligence.
• Communication is Key: Establish the best contact method and identify your point person for the wedding day.
• Timeline Harmony: Ask how they coordinate with other vendors for a seamless flow.
• Gratuity Awareness: Clarify if gratuity is included or what the standard recommendation is.
• Post-Wedding Plan: Understand the process for receiving deliverables or returning rentals.
• Hidden Costs: Inquire about all potential travel fees and additional expenses.
• Vendor Care: Confirm if you need to provide meals for vendors working through your event.
• Timing is Everything: Get precise setup and teardown times for venue coordination.
• Legal Compliance: For applicable services, ask about necessary permits and licenses.

Knowing you’ve asked these vital questions and have comprehensive contracts in place allows you to relax and fully savor every moment of your unforgettable day.

For more insider tips and tricks to navigate your wedding planning journey, be sure to follow us on Instagram: @weddingunboxed.