Vet, interview, and contract the right photographer, caterer, florist, DJ, officiant, and planner for your wedding. Covers what to ask, red flags to watch for, and how to protect yourself in contracts.
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Finding and Shortlisting Vendors
Ask recently married couples for vendor referrals
Personal referrals are the most reliable way to find vendors. Ask specifically: Were they on time? Were they easy to communicate with? Did the final product match what was promised? Would you hire them again? One honest answer from a friend beats 50 anonymous online reviews.
Request your venue's preferred vendor list
Venues maintain lists of vendors who've worked on-site before and know the layout, lighting, and logistics. Preferred vendors aren't always the best or cheapest, but they eliminate the learning curve. Ask the venue if you're required to use their list or just encouraged to.
Shortlist 3 vendors per category for comparison
Photographer (3 candidates)
Caterer (3 candidates, unless venue-provided)
Florist (3 candidates)
DJ or band (3 candidates)
Officiant (2-3 candidates)
Wedding planner or day-of coordinator (2-3 candidates)
Request full pricing packages from each shortlisted vendor
Ask for itemized pricing, not just a total. A photographer quoting $4,000 might include 8 hours, an album, and engagement session — or just 5 hours and digital files. The details matter more than the headline number. Ask what's not included (travel, overtime, rush editing fees).
Interviewing and Evaluating
Schedule consultations with your top 2-3 per category
Meet in person or via video call. Phone-only consultations miss the chemistry factor — you'll spend your wedding day with these people, so personality fit matters. Prepare a list of 8-10 questions in advance and take notes immediately after each meeting.
Ask every vendor these 5 questions
The backup plan question is critical. A solo photographer with no backup means if they get sick, you have no photographer. Established vendors have a network of colleagues they can call. Get the backup plan in writing in the contract.
How many weddings have you done at our venue?
What happens if you're sick or have an emergency on our date?
What's your communication style and response time?
Can you share 2-3 references from recent weddings?
What's not included in your quoted price?
Review full event galleries, not just highlight reels
Every photographer and videographer has a stunning portfolio — that's their best 1% of work. Ask to see 2-3 full wedding galleries to judge consistency. Look for: well-lit reception shots (harder than outdoor portraits), candid moments, and quality across 8+ hours of shooting.
Contact references and ask pointed questions
Don't just ask 'Were you happy?' Ask: What surprised you? What would you change? Were there any issues, and how were they handled? Did they deliver on time? Would you book them again at their current price? References who hesitate or give vague answers are a warning sign.
Watch for red flags during the evaluation process
Slow or unprofessional communication
Reluctance to provide references
Pressure to book immediately or pay a large deposit
No written contract or vague contract terms
No backup plan for emergencies
Contracts and Booking
Read every contract line by line before signing
Pay attention to: total cost, deposit amount, payment schedule, what's included, overtime rates, cancellation/refund policy, and the force majeure clause. If anything is unclear, ask. If a vendor won't put a verbal promise in writing, it means nothing.
Negotiate terms before signing
The named-person clause matters. You booked a vendor because you liked the specific photographer, DJ, or coordinator you met. Without a contract clause, the company can send anyone. Specify the person by name and require written approval for substitutions.
Ask for a discount if booking multiple services or off-peak dates
Request a lower deposit (25-35% is standard; 50% is high)
Negotiate the delivery timeline (photo/video turnaround)
Add a clause specifying the exact person assigned to your wedding
Understand the cancellation and refund policy
Most vendors keep the deposit if you cancel. Some charge a percentage of the total based on how close to the date you cancel. If the vendor cancels, the contract should guarantee a full refund plus help finding a replacement. Get cancellation terms in writing.
Calendar all payment due dates and delivery milestones
Deposit payment date
Midpoint payment (if applicable)
Final payment date (usually 2-4 weeks before the wedding)
Delivery dates for photos, video, album, etc.
Vendor Coordination Before the Wedding
Send a detailed day-of timeline to all vendors 2-3 weeks before
Include: arrival time, setup window, ceremony start time, cocktail hour, dinner, first dance, last dance, and breakdown time. CC your coordinator on all vendor emails so one person has the full picture. A single shared timeline prevents conflicting vendor schedules.
Confirm all vendor bookings 1 month before the wedding
Reconfirm date, time, and location with each vendor
Confirm the specific staff member assigned to your event
Share any last-minute changes to the schedule or venue layout
Create a vendor contact sheet for the wedding day
One page with every vendor's name, cell phone number, arrival time, and setup location. Print 5 copies: one for the couple, one for the coordinator, one for the maid of honor, one for the best man, and one for the venue manager. This single sheet solves 90% of day-of communication issues.
Prepare final payments and tip envelopes
Put the balance due for each vendor in a labeled envelope, plus a separate tip envelope. Assign a trusted person (parent, coordinator, or best man) to distribute them at the appropriate time. The couple should not handle money on the wedding day.
Frequently Asked Questions
How many wedding vendors do most couples hire?
Most couples hire 8-12 vendors: venue, caterer, photographer, videographer, florist, DJ or band, officiant, baker, hair and makeup artist, planner or coordinator, rentals, and stationer. Each vendor requires a separate contract, deposit, and timeline coordination. A day-of coordinator (typically $800-$2,000) manages all vendor logistics so you do not have to on the wedding day.
When should I start booking wedding vendors?
Start booking vendors 10-12 months out, beginning with the most in-demand categories: photographers, bands, and videographers book 12-14 months in advance during peak season. Florists and caterers need 8-10 months, while hair and makeup artists, DJs, and bakers can often be booked 6-8 months ahead. Waiting too long limits your options and can increase prices by 10-15%.
How much deposit do wedding vendors typically require?
Most wedding vendors require a 25-50% deposit to secure your date, with the balance due 2-4 weeks before the wedding. Photographers and bands commonly ask for 30-50% upfront. Some caterers work on a per-person estimate with a final headcount and payment due 10-14 days before the event. Always get deposit terms, refund policies, and cancellation clauses in writing before paying.
Should I tip my wedding vendors?
Tipping wedding vendors is customary but varies by role. Caterers and bartenders receive 15-20% (check if gratuity is already in the contract). Photographers, DJs, and bands get $50-$200 each depending on performance. Hair and makeup artists receive 15-20% of their fee. Venue coordinators and florists typically do not receive tips. Budget $500-$1,500 total for vendor tips.