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Questions to ask your wedding vendors before you book

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Questions for my wedding vendors

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Venue Catering Photo Video Florals Planner Music Hair and makeup Officiant Cake Transport Rentals

Copies the ticked questions for this vendor type, or all of them if none are ticked. Prints every vendor type where you ticked something, with your notes. With nothing ticked, it prints this vendor type in full.

Questions for Venue

The venue sets your date, your guest limit and often the rules for everyone else you hire. Ask these on the tour, before any deposit.

Ask this: Is our date open, and does the price change by day of the week or time of year?
Is our date open, and does the price change by day of the week or time of year?
Ask this: What does the rental fee include: hours, setup and cleanup time, tables, chairs, linens and staff?
What does the rental fee include: hours, setup and cleanup time, tables, chairs, linens and staff?
Ask this: Is there a food and drink minimum, and what counts toward it?
Is there a food and drink minimum, and what counts toward it?
Why it matters: A minimum can push the real total well past the rental fee. Ask what counts toward it, and whether tax and service charge are on top.
Ask this: Do we have to use your caterer, bar service or a preferred vendor list? If we bring our own, is there a fee?
Do we have to use your caterer, bar service or a preferred vendor list? If we bring our own, is there a fee?
Ask this: What is the payment schedule, and what do we get back if we cancel or move the date?
What is the payment schedule, and what do we get back if we cancel or move the date?
Why it matters: Get the cancellation and postponement terms in writing before you pay a deposit.
Ask this: What is the plan if it rains or the weather turns extreme?
What is the plan if it rains or the weather turns extreme?
Ask this: What time does the music have to stop, and what does it cost if we run over?
What time does the music have to stop, and what does it cost if we run over?
Ask this: What are the rules on decor, candles, open flame, confetti and sparklers, and are there limits on amplified sound?
What are the rules on decor, candles, open flame, confetti and sparklers, and are there limits on amplified sound?
Ask this: Which insurance do you carry, and do you need a certificate from us or from our vendors?
Which insurance do you carry, and do you need a certificate from us or from our vendors?
Why it matters: Some venues require event liability cover. Find out who has to buy it and who has to hand over the certificate.
Ask this: What about parking, step-free access, a space for us to get ready, and when can vendors load in?
What about parking, step-free access, a space for us to get ready, and when can vendors load in?

Your notes for Venue

Read our longer guide for this vendor type Before you sign anything, read the vendor contract checklist

Questions for Catering

Food is usually the biggest line after the venue. These questions get you to the real per-person number and to a plan for every guest.

Ask this: What is included in the per-person price: food, service staff, rentals, tax and service charge?
What is included in the per-person price: food, service staff, rentals, tax and service charge?
Why it matters: A price that leaves out service charge and tax can add a large amount at the end. Ask for the all-in figure.
Ask this: Can we have a tasting before we sign, and is it free, or credited if we book?
Can we have a tasting before we sign, and is it free, or credited if we book?
Ask this: How do you handle allergies, dietary needs and children's meals, and how do you keep allergens apart in the kitchen?
How do you handle allergies, dietary needs and children's meals, and how do you keep allergens apart in the kitchen?
Why it matters: If a guest has a serious allergy, ask how the kitchen avoids cross-contact, not just whether it can make a dish.
Ask this: When is the final guest count due, and can it change after that?
When is the final guest count due, and can it change after that?
Ask this: How many servers and bartenders will you bring for our guest count?
How many servers and bartenders will you bring for our guest count?
Ask this: What is the payment schedule and the cancellation policy?
What is the payment schedule and the cancellation policy?
Ask this: How long is service, and what is the charge for extra hours?
How long is service, and what is the charge for extra hours?
Ask this: Who sets up and clears the tables, linens and dishes, and is that in the price?
Who sets up and clears the tables, linens and dishes, and is that in the price?
Ask this: Who holds the alcohol license and the insurance for the bar: you, the venue, or us?
Who holds the alcohol license and the insurance for the bar: you, the venue, or us?
Why it matters: Alcohol rules differ by place and by venue. Ask who is responsible before you buy a single bottle.
Ask this: What is your backup if a key person is sick or equipment fails on the day?
What is your backup if a key person is sick or equipment fails on the day?

Your notes for Catering

Read our longer guide for this vendor type Before you sign anything, read the vendor contract checklist

Questions for Photographer

You are buying a person's eye and their reliability as much as the pictures. Ask what you will get, when, and what happens if plans change.

Ask this: Are you free on our date, and how many weddings do you take that day?
Are you free on our date, and how many weddings do you take that day?
Ask this: Who will actually shoot our wedding, and do you bring a second photographer?
Who will actually shoot our wedding, and do you bring a second photographer?
Ask this: How many hours are included, and what does an extra hour cost?
How many hours are included, and what does an extra hour cost?
Ask this: What will we receive: roughly how many edited photos, in what format, and delivered how?
What will we receive: roughly how many edited photos, in what format, and delivered how?
Ask this: When do we get a sneak peek, and when do we get the full gallery?
When do we get a sneak peek, and when do we get the full gallery?
Ask this: Can we print the photos and share them freely, and how long do you keep the gallery online?
Can we print the photos and share them freely, and how long do you keep the gallery online?
Why it matters: Some contracts license the files for personal use only. Check you can print them and send them to family.
Ask this: What is the payment schedule, and is the retainer refundable?
What is the payment schedule, and is the retainer refundable?
Ask this: What happens if you are ill or have an emergency, and how do you back up our files?
What happens if you are ill or have an emergency, and how do you back up our files?
Why it matters: Ask for the answer in the contract. A written backup plan matters more than a promise.
Ask this: Can we see a full gallery from a wedding like ours, not only highlights?
Can we see a full gallery from a wedding like ours, not only highlights?
Ask this: Do you carry liability insurance, and do you need a meal or a place to rest during the day?
Do you carry liability insurance, and do you need a meal or a place to rest during the day?

Your notes for Photographer

Read our longer guide for this vendor type Before you sign anything, read the vendor contract checklist

Questions for Videographer

Video lives or dies on sound, timing and how it is edited. These questions cover all three.

Ask this: Which styles do you offer, such as a highlight film or the full ceremony, and what is in each package?
Which styles do you offer, such as a highlight film or the full ceremony, and what is in each package?
Ask this: How many hours of coverage and how many camera operators come with the package?
How many hours of coverage and how many camera operators come with the package?
Ask this: How do you record the vows and toasts, with separate microphones or from the camera alone?
How do you record the vows and toasts, with separate microphones or from the camera alone?
Why it matters: Audio from across a room is often poor, and clean sound from the vows is hard to fix afterwards.
Ask this: How long is the finished film, and do we also get the full ceremony and toasts?
How long is the finished film, and do we also get the full ceremony and toasts?
Ask this: When will we get a teaser and the final film, and how many rounds of changes are included?
When will we get a teaser and the final film, and how many rounds of changes are included?
Ask this: Who chooses the music, and how do you handle song licensing if we share the film online?
Who chooses the music, and how do you handle song licensing if we share the film online?
Why it matters: Popular songs can carry limits when a film is posted online. Ask how the editor deals with that.
Ask this: Do you work with our photographer and DJ, and what do you need from the venue for light, power and positions?
Do you work with our photographer and DJ, and what do you need from the venue for light, power and positions?
Ask this: How are files backed up, and how long do you keep them after delivery?
How are files backed up, and how long do you keep them after delivery?
Ask this: Is drone footage included, and are you permitted to fly at our venue?
Is drone footage included, and are you permitted to fly at our venue?
Ask this: What is the payment schedule, the cancellation policy, and the plan if you cannot make it?
What is the payment schedule, the cancellation policy, and the plan if you cannot make it?

Your notes for Videographer

Before you sign anything, read the vendor contract checklist

Questions for Florist

Flowers change with season and supply. Ask what is fixed in the quote and what could be swapped.

Ask this: What is in the quote: delivery, setup, tear-down, pickup of rentals and tax?
What is in the quote: delivery, setup, tear-down, pickup of rentals and tax?
Ask this: Which flowers are in season for our date, and what would you swap if something is not available?
Which flowers are in season for our date, and what would you swap if something is not available?
Why it matters: Substitutions are normal when a flower is out of season or short. Ask whether they check with you first.
Ask this: How do you price, per piece, per arrangement or per design, and can you work to a budget we give you?
How do you price, per piece, per arrangement or per design, and can you work to a budget we give you?
Ask this: Which pieces can move from the ceremony to the reception, and who moves them?
Which pieces can move from the ceremony to the reception, and who moves them?
Ask this: Do you rent vases, stands and arches, and what happens if something is damaged or not returned?
Do you rent vases, stands and arches, and what happens if something is damaged or not returned?
Why it matters: Ask what counts as damage and how much of a deposit is returned.
Ask this: When are the flowers delivered, and how do you keep them fresh in heat or wind?
When are the flowers delivered, and how do you keep them fresh in heat or wind?
Ask this: When are final counts and changes due, and what is the payment schedule?
When are final counts and changes due, and what is the payment schedule?
Ask this: What is the cancellation policy, and what happens if you cannot deliver something we chose?
What is the cancellation policy, and what happens if you cannot deliver something we chose?
Ask this: Do you also do the bouquet and boutonnieres, and do you offer preservation?
Do you also do the bouquet and boutonnieres, and do you offer preservation?
Ask this: Can we see photos of past work at a similar scale and price, and will you mock up a sample?
Can we see photos of past work at a similar scale and price, and will you mock up a sample?

Your notes for Florist

Read our longer guide for this vendor type Before you sign anything, read the vendor contract checklist

Questions for Planner or coordinator

Planners differ most in what they actually cover. Ask exactly where their work starts, where it stops and who shows up.

Ask this: What does the quote cover: full planning, partial planning or day-of coordination only?
What does the quote cover: full planning, partial planning or day-of coordination only?
Ask this: Who will be at our wedding, and who do we call if you are unavailable?
Who will be at our wedding, and who do we call if you are unavailable?
Ask this: How often will we talk, and how quickly do you reply?
How often will we talk, and how quickly do you reply?
Ask this: Do you receive commissions or referral fees from the vendors you recommend?
Do you receive commissions or referral fees from the vendors you recommend?
Why it matters: It is common and not wrong, but you are entitled to know when a recommendation comes with a fee.
Ask this: How is the fee set, flat, percentage or hourly, and what is not included, such as travel or assistants?
How is the fee set, flat, percentage or hourly, and what is not included, such as travel or assistants?
Ask this: What does the wedding day look like: how many hours, how many assistants, and do you attend the rehearsal?
What does the wedding day look like: how many hours, how many assistants, and do you attend the rehearsal?
Why it matters: Day-of coordination can mean very different things. Get the hours and the tasks in writing.
Ask this: How do you handle problems like bad weather or a vendor who does not show up?
How do you handle problems like bad weather or a vendor who does not show up?
Ask this: What is the payment schedule, and what happens if we change the date or cancel?
What is the payment schedule, and what happens if we change the date or cancel?
Ask this: Do you have liability insurance, and is the scope written clearly in the contract?
Do you have liability insurance, and is the scope written clearly in the contract?
Ask this: Can you share references from couples with a similar size and budget?
Can you share references from couples with a similar size and budget?

Your notes for Planner or coordinator

Before you sign anything, read the vendor contract checklist

Questions for DJ or band

Music sets the mood of the whole night. Ask about control, equipment and what happens if someone cannot make it.

Ask this: Are you free on our date, do you do both ceremony and reception, and what is included, such as sound system, lighting and MC?
Are you free on our date, do you do both ceremony and reception, and what is included, such as sound system, lighting and MC?
Ask this: How many hours are included, what does overtime cost, and is setup time on top?
How many hours are included, what does overtime cost, and is setup time on top?
Ask this: How much say do we have: must-play and do-not-play lists, and how do you handle guest requests?
How much say do we have: must-play and do-not-play lists, and how do you handle guest requests?
Ask this: For a band: how many members play, and who steps in if one is sick?
For a band: how many members play, and who steps in if one is sick?
Why it matters: A band is several people. Ask how a missing member is replaced and whether the sound changes.
Ask this: Will you announce us and run the timeline with the photographer and coordinator?
Will you announce us and run the timeline with the photographer and coordinator?
Ask this: What equipment do you bring, including backup, and what space and power do you need from the venue?
What equipment do you bring, including backup, and what space and power do you need from the venue?
Why it matters: Check the venue's sound limits and end time so the set-up you book fits the room.
Ask this: Do you carry insurance, and does our venue need a certificate?
Do you carry insurance, and does our venue need a certificate?
Ask this: What are the deposit, payment schedule and cancellation policy?
What are the deposit, payment schedule and cancellation policy?
Ask this: Can we watch you perform, or see a video from a wedding like ours?
Can we watch you perform, or see a video from a wedding like ours?
Ask this: Do you need a meal, and what plays during your breaks?
Do you need a meal, and what plays during your breaks?

Your notes for DJ or band

Read our longer guide for this vendor type Before you sign anything, read the vendor contract checklist

Questions for Hair and makeup

Timing is the hidden cost here. Ask how many people one artist can do before the photographer arrives.

Ask this: Do you offer a trial, and is it included in the price?
Do you offer a trial, and is it included in the price?
Ask this: What does the wedding day price cover: how many people, and what does each extra person cost?
What does the wedding day price cover: how many people, and what does each extra person cost?
Ask this: How long does each person take, and how many artists will you send to fit our schedule?
How long does each person take, and how many artists will you send to fit our schedule?
Why it matters: Count backward from the first photo. One artist working through a large party can push the whole morning late.
Ask this: Do you travel to us, and are there fees for travel or an early start?
Do you travel to us, and are there fees for travel or an early start?
Why it matters: Weddings often mean very early starts. Ask whether that costs extra before you book.
Ask this: Which products do you use, and can you work with sensitive skin, allergies and our hair type?
Which products do you use, and can you work with sensitive skin, allergies and our hair type?
Ask this: What do you bring for touch-ups, and can you stay through the ceremony?
What do you bring for touch-ups, and can you stay through the ceremony?
Ask this: What are the deposit, payment schedule and cancellation policy?
What are the deposit, payment schedule and cancellation policy?
Ask this: What happens if a team member is sick on the day?
What happens if a team member is sick on the day?
Ask this: Can we see a portfolio that includes looks for our skin tone and hair texture?
Can we see a portfolio that includes looks for our skin tone and hair texture?
Ask this: Are you licensed where that is required, and do you carry insurance?
Are you licensed where that is required, and do you carry insurance?

Your notes for Hair and makeup

Before you sign anything, read the vendor contract checklist

Questions for Officiant

The ceremony is the part that makes it a wedding. Ask what is legally needed, how personal it can be and what they need from you.

Ask this: Are you free on our date and at our time, and will you come to the rehearsal?
Are you free on our date and at our time, and will you come to the rehearsal?
Ask this: Are you able to sign our marriage license where we are marrying, and who files it afterwards?
Are you able to sign our marriage license where we are marrying, and who files it afterwards?
Why it matters: Rules about who can marry you and who returns the license vary by place. Confirm it where you are marrying.
Ask this: What does your ceremony look like: religious, secular or a mix, and can we change it?
What does your ceremony look like: religious, secular or a mix, and can we change it?
Ask this: How much can we personalize: our own vows, readings, rituals or mentions of family?
How much can we personalize: our own vows, readings, rituals or mentions of family?
Ask this: How do we work on the script, and will we see a draft first?
How do we work on the script, and will we see a draft first?
Ask this: What is your fee, what does it include, such as meetings, rehearsal and travel, and when is it due?
What is your fee, what does it include, such as meetings, rehearsal and travel, and when is it due?
Ask this: What is the cancellation policy, and who steps in if you are ill?
What is the cancellation policy, and who steps in if you are ill?
Ask this: How long does a typical ceremony run, and what do you need, such as a microphone, a table or space?
How long does a typical ceremony run, and what do you need, such as a microphone, a table or space?
Ask this: Do you have requirements for the couple, such as faith, counseling or minimum notice?
Do you have requirements for the couple, such as faith, counseling or minimum notice?
Ask this: Can we meet or talk first, and can we see or hear one of your ceremonies?
Can we meet or talk first, and can we see or hear one of your ceremonies?

Your notes for Officiant

Before you sign anything, read the vendor contract checklist

Questions for Cake and desserts

A cake is part food, part decoration, and heat is its enemy. Ask about taste, allergies and how it reaches the room.

Ask this: Which flavors, fillings and frostings do you offer, and can we taste before we decide?
Which flavors, fillings and frostings do you offer, and can we taste before we decide?
Ask this: How is the price set, per slice or per tier, and what do custom decoration, delivery and setup add?
How is the price set, per slice or per tier, and what do custom decoration, delivery and setup add?
Ask this: How many servings do we need, and could a smaller display cake plus a kitchen cake save money?
How many servings do we need, and could a smaller display cake plus a kitchen cake save money?
Ask this: Can you make gluten-free, dairy-free or nut-free options, and how do you avoid cross-contact?
Can you make gluten-free, dairy-free or nut-free options, and how do you avoid cross-contact?
Why it matters: For a serious allergy, ask about shared equipment and kitchens, not only the recipe.
Ask this: How far ahead do you need the order, the final design and the guest count?
How far ahead do you need the order, the final design and the guest count?
Ask this: Who delivers and sets up, and what happens if the cake is damaged on the way?
Who delivers and sets up, and what happens if the cake is damaged on the way?
Why it matters: Heat is hard on frosting. For an outdoor or warm venue, ask how they transport and display it.
Ask this: Do you rent the stand, is there a deposit on it, and does the venue charge a cutting fee?
Do you rent the stand, is there a deposit on it, and does the venue charge a cutting fee?
Ask this: What are the deposit, payment schedule and cancellation policy?
What are the deposit, payment schedule and cancellation policy?
Ask this: How should the cake be stored, how long can it sit out, and how do we save the top tier?
How should the cake be stored, how long can it sit out, and how do we save the top tier?
Ask this: Do you work from a licensed kitchen, as required where you operate?
Do you work from a licensed kitchen, as required where you operate?

Your notes for Cake and desserts

Before you sign anything, read the vendor contract checklist

Questions for Transportation

Getting people there on time is easy to forget until it goes wrong. Ask about capacity, timing and who is responsible.

Ask this: What vehicles do you have, how many people does each carry, and which fits our group?
What vehicles do you have, how many people does each carry, and which fits our group?
Ask this: How is the price set, hourly or flat, with a minimum, and what is included, such as fuel, tolls, gratuity and decoration?
How is the price set, hourly or flat, with a minimum, and what is included, such as fuel, tolls, gratuity and decoration?
Why it matters: Gratuity, fuel and extra hours can be added later. Ask for the full figure.
Ask this: What are the pickup and drop-off times and route, and what does waiting time cost?
What are the pickup and drop-off times and route, and what does waiting time cost?
Ask this: What is your backup if a vehicle breaks down or runs late?
What is your backup if a vehicle breaks down or runs late?
Ask this: Are your vehicles and drivers licensed and insured to carry passengers, and can you show us?
Are your vehicles and drivers licensed and insured to carry passengers, and can you show us?
Why it matters: Ask for proof of insurance for carrying paying passengers, not just a general business policy.
Ask this: Is alcohol allowed on board, and what are the rules for the wedding party?
Is alcohol allowed on board, and what are the rules for the wedding party?
Ask this: Can the vehicle reach our venue, considering narrow roads, parking and timing limits?
Can the vehicle reach our venue, considering narrow roads, parking and timing limits?
Ask this: What is the overtime rate if we run late?
What is the overtime rate if we run late?
Ask this: Can you accommodate wheelchairs, car seats and large dresses?
Can you accommodate wheelchairs, car seats and large dresses?
Ask this: What are the deposit, payment schedule and cancellation policy?
What are the deposit, payment schedule and cancellation policy?

Your notes for Transportation

Before you sign anything, read the vendor contract checklist

Questions for Rentals and decor

Tables, chairs, linens and decor add up quickly and arrive on a schedule. Ask who delivers, who collects and who pays for damage.

Ask this: What does the quote include: delivery, setup, pickup, and who does the labor?
What does the quote include: delivery, setup, pickup, and who does the labor?
Ask this: What is the damage, loss and cleaning policy, and how much of the deposit comes back?
What is the damage, loss and cleaning policy, and how much of the deposit comes back?
Why it matters: Ask what counts as normal wear and what counts as damage before you sign.
Ask this: Can we see the real items, not only photos, for color, condition and size?
Can we see the real items, not only photos, for color, condition and size?
Why it matters: Colors and finishes look different in photos and in person. Ask to see the actual pieces.
Ask this: When are final quantities due, and can we change them after that?
When are final quantities due, and can we change them after that?
Ask this: What are the delivery and pickup windows, and do they fit the venue's load-in and tear-down times?
What are the delivery and pickup windows, and do they fit the venue's load-in and tear-down times?
Ask this: What is the backup if an item is unavailable or arrives wrong?
What is the backup if an item is unavailable or arrives wrong?
Ask this: Is there a late-pickup or overtime fee if we or the venue run over?
Is there a late-pickup or overtime fee if we or the venue run over?
Ask this: Do you need power, space or a loading area at the venue?
Do you need power, space or a loading area at the venue?
Ask this: What are the payment schedule and cancellation policy, and what happens if our guest count changes?
What are the payment schedule and cancellation policy, and what happens if our guest count changes?
Ask this: Do you carry insurance, and does the venue need a certificate?
Do you carry insurance, and does the venue need a certificate?

Your notes for Rentals and decor

Before you sign anything, read the vendor contract checklist

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