Choosing the right wedding vendors can make or break your special day.
A well-planned vendor interview helps ensure you find professionals who understand your vision and can deliver exactly what you want within your budget.
This guide provides essential questions to ask during vendor interviews, helping you make informed decisions for your wedding team.
General Questions for All Vendors
- Are you available on [wedding date]?
- How many weddings do you typically handle per weekend?
- What’s included in your basic package and pricing?
- Do you have liability insurance?
- What’s your backup plan for emergencies?
- Can you provide recent references?
- What’s your cancellation policy?
Photographer-Specific Questions
- Can I see full wedding albums, not just portfolio highlights?
- What’s your photography style?
- How long will it take to receive the final photos?
- Do you have backup equipment?
- Will you be the actual photographer on my wedding day?
Caterer Interview Questions
- Do you handle rentals (tables, chairs, linens)?
- Can you accommodate dietary restrictions?
- Is a tasting session included?
- How do you handle food allergies?
- What’s your plan for leftover food?
DJ/Band Questions
- Can I see your song list?
- Do you take song requests from guests?
- What’s your plan for sound restrictions at the venue?
- Do you provide lighting equipment?
- How do you handle timeline coordination with other vendors?
Florist Questions
- Can you work within my color scheme?
- Which flowers will be in season?
- Do you provide vases and containers?
- What’s your delivery and setup process?
- How do you handle flower preservation?
Venue-Specific Questions
- What’s the rain backup plan?
- Are there noise restrictions?
- What’s included in the venue fee?
- Do you have preferred vendors?
- What’s the earliest setup time allowed?
Contract and Payment Questions
- What’s the required deposit amount?
- When is the final payment due?
- Are there any additional fees not included in the base price?
- What’s your overtime rate?
- Do you offer payment plans?
Red Flags to Watch For
- Reluctance to provide references
- Lack of clear contracts
- Pressure to sign immediately
- No liability insurance
- Poor communication or delayed responses
Making Your Final Decision
Trust your instincts when interviewing vendors – their personality and professionalism should align with your expectations.
Always get everything in writing and read contracts thoroughly before signing.
Keep detailed notes during each interview to help compare vendors effectively when making final decisions.
Important Timeline Considerations
- Book essential vendors at least 9-12 months before the wedding
- Schedule multiple vendor interviews in the same category
- Allow time for follow-up questions and contract review
- Create a vendor booking timeline spreadsheet
- Plan for seasonal vendor availability challenges
Vendor Communication Tips
- Establish preferred communication methods early
- Keep all correspondence documented
- Set up a dedicated wedding email address
- Create shared calendars for important dates
- Maintain a vendor contact list for day-of coordination
Building Your Vendor Team
- Ensure vendors have worked together before, if possible
- Check vendor compatibility with venue requirements
- Verify insurance and permit requirements
- Consider hiring a wedding coordinator for vendor management
- Schedule a team meeting before the wedding day
Securing Your Dream Wedding Team
Selecting the right vendors requires thorough research, careful interviewing, and attention to detail. Take time to review all contracts, trust your instincts, and maintain open communication throughout the planning process.
Remember that your chosen vendors will work together to bring your vision to life, so building a cohesive team is essential for a seamless wedding day experience.
Document all decisions, keep organized records, and maintain professional relationships with your vendors to ensure your special day unfolds exactly as planned.
FAQs
- What key questions should I ask about a vendor’s experience and portfolio?
Ask about years in the wedding industry, number of weddings handled annually, style specialization, and request to see a complete wedding portfolio, not just highlights. - How far in advance should I schedule vendor interviews?
Schedule interviews 9-12 months before your wedding date, or 12-18 months for popular wedding seasons and in-demand vendors. - What should I bring to a vendor interview?
Bring your wedding mood board, budget breakdown, venue details, wedding date, guest count, and specific questions related to their services. - How do I verify a vendor’s legitimacy and insurance?
Request their business license number, liability insurance certificate, and ask for recent client references. Also check their Better Business Bureau rating. - What payment-related questions should I ask vendors?
Ask about their pricing structure, deposit requirements, payment schedule, cancellation policy, and what additional fees might apply (overtime, travel, etc.). - Should I get all vendor promises in writing?
Yes, ensure all services, deliverables, timelines, and backup plans are detailed in a written contract before making any payments. - What contingency plans should I discuss with vendors?
Discuss backup plans for illness, equipment failure, weather issues, and whether they have substitute staff or backup vendors available. - How do I compare multiple vendors fairly?
Create a standardized checklist of questions, services, and pricing points to compare vendors objectively. Document all responses and included services in detail. - What are red flags to watch for during vendor interviews?
Watch for reluctance to provide references, pressure to sign immediately, unwillingness to provide insurance proof, vague pricing, or poor communication. - Should I inform vendors about my budget during the interview?
Yes, be upfront about your budget to ensure they can work within it and to avoid wasting time with vendors outside your price range.
