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251 Questions to ask your Vendors

"Your vendors are the foundation of your wedding! It's so important you spend time researching the right ones."

- This is what I was told as a bride to be.

I thought: Yeah, absolutely! Makes sense!... But UHHUM is anyone going to tell me what vendors I need or how to find them or what to ask them?!! *Insert panic cry here*

Well I've got your back!

Below I've written EVERY possible question you could ask a future wedding vendor. Download the pdf if you'd like!

ALSO I have tons of planning tips, tricks, and information for you on all my social platforms.

My Youtube has long videos to help you through your planning process, my Amazon Storefront has tons of wedding product suggestions, my Pinterest has all the inspiration you could hope for, etc! Check em all out. I hope they help!!

And as always, if you are looking for a little extra support or a lot of extra support, check out my full planning services, partial planning services, or book a consultation call with me!

Questions to ask your Wedding Vendors
Download PDF • 4.21MB


  • What dates are available?

  • How many guests are allowed/minimum?

  • What’s the cost and what’s included?

  • Weekdays versus weekend cost differences?

  • How many hours are included?

  • Are there any extra fees?

  • What’s the deposit and when is it due?

  • Do they have payment plans?

  • Are there changing areas for the bridal party?

  • How many bathrooms are there and is a porta-potty needed?

  • Is it indoor/outdoor?

  • Do they have weather backup plans?

  • Will it work for ceremony, cocktail hour, and/or reception?

  • Do they have a ceremony fee?

  • Do they do rehearsal dinners and what’s the cost for that?

  • What is the cancellation policy?

  • Do they have insurance and do you need any?

  • Do they offer catering, bar, waiting tables, services, etc? What are those details? Is there a minimum guest count for those things?

  • Can you bring your own catering, bar, etc? Rules about these? Is there a kitchen available?

  • Do they provide linens, napkins, plates, etc?

  • Do they provide chairs, tables, tents, etc?

  • Do they have any decor inventory you can utilize?

  • What staff do they provide for set up, clean up, serving, break down, etc?

  • Do they allow things like confetti, sparklers, live animals (horse drawn carriage, etc)?

  • Do they provide their own signage?

  • Do they provide an on-site coordinator and can you meet with them? Can you hire your own?

  • Do they have vendor suggestions?

  • Are there noise restrictions?

  • What is the parking situation?

  • Do they provide transportation services?

  • Do they have overnight accommodations?

  • Are they accessible for all disabilities?

  • Do they have nearby hotel suggestions for your guests?

  • Do they have photo examples of other weddings?

  • How is the lighting in the space? Is it bright enough for good photos and will your makeup artist need to bring an extra light?

  • Where does the sunset? Will you be able to get sunset photos?

Wedding planner:

  • Are you available for my wedding date?

  • What services do you offer? Full, partial, month of, day of coordination, etc.

  • What is your experience in planning events and weddings?

  • Do you have photos or reviews of weddings you have done?

  • What are your payment plans? Cancellation policies? Deposit requirements? Travel fees?

  • How often will we communicate?

  • Do you offer design help as well as planning?

  • Can you work within our budget?

  • Do you help us with vendor recommendations and how many?

  • Do you communicate with vendors? Attend meetings?

  • Do you manage the invitations?

  • Do you help us create a budget plan, the wedding timeline, etc?

  • Do you have any extra fees?

  • Will you be working our wedding alone or do you have assistants?

  • What is your contingency plan?

  • What time do you arrive and leave?

  • How do you handle conflicts or issues on the day of?

  • Are you insured?

  • If you do not handle the Day of Coordination, do you communicate our needs to the person who will be doing that for us?

  • Do you attend rehearsal dinners?

  • Do you need anything else from us?


  • What are your packages and suggestions for my wedding?

  • Do you have payment plans?

  • What style is your editing?

  • Do you have additional lights you bring?

  • Do you have additional cameras you bring?

  • How do you deliver the images?

  • How long does it take to receive all the photos?

  • Do you provide sneak peeks and when would we get them?

  • Do you have any travel fees?

  • Do you include a second shooter in your package or is that extra?

  • Do you think I need a second shooter for my wedding?

  • Do you have experience shooting: (list your unique wedding experiences here- sparkler exit, church ceremony, etc)

  • Do you also provide videos or have recommendations?

  • Do you have pose suggestions? Can I send you my pose ideas?

  • Do you provide a questionnaire to fill out?

  • Do you offer prints or a print release?

  • Do you provide a digital gallery or flash drive?

  • Do you have any special needs for the day of?

  • Do you set up a meeting(s) prior to the wedding?

  • Do you offer any discounts for engagement sessions or boudoir shoots?

  • Do you have any special needs for the day of?

  • Do you have food restrictions?


  • What are your packages and suggestions for my wedding?

  • How long does the final product take to receive?

  • Do you do a recap video as well as the full length video?

  • Do you include a second shooter in your package or is that extra?

  • Do you think I need a second shooter for my wedding?

  • What style is your editing? Do you have different options?

  • Do you provide the video on digital or flash drive?

  • Do you provide a questionnaire to fill out?

  • Do you pick the music for our video? Do we give you suggestions?

  • Do you set up a meeting(s) prior to the wedding?

  • Do you provide mics and how many?

  • Do we need to record our vows at a separate time for video overlay?

  • Do you have any travel fees?

  • Do you have payment plans?

  • Do you have any special needs for the day of?

  • Do you have food restrictions?


  • Are you available for my wedding date?

  • Have you worked at my wedding locations before? Do you visit prior to the wedding?

  • How do you price your services? Packages, itemized, etc?

  • Do you have a minimum budget?

  • How do you break up the payments and what is the deposit?

  • What is your cancellation policy?

  • What are the extra costs? Delivery, setup, breakdown, hours if you need to stay and relocate flowers, etc?

  • Who does what job? The arranging, delivery, day-of work, etc?

  • Can I see examples of your work and previous weddings you have done?

  • When do you put the florals together and how are they stored?

  • Do you have a specific way of designing and/or do you accept requests with photos?

  • Based on my budget, what flowers and ideas do you suggest?

  • How can I maximize my budget? Ie. double usage of florals, using in season flowers, etc.

  • What types of vases do you offer and do you rent/offer for purchase?

  • Do you rent/offer for purchase other wedding decor? Ie. rugs, mirrors, candle holders, etc.

  • How do you typically work with a baker for the cake/dessert floral decor?

  • Do you preserve bouquets or have suggestions for me?

  • What time do you need to arrive to set up and how long will it take?

  • What does your contract look like and when do we need to sign it?


  • Is my wedding date available?

  • What packages do you offer?

  • Have you worked at my venue before?

  • How long have you been in this profession and how many weddings have you done?

  • Are you the sole employee or are there other DJ’s you work with? And who will be working my wedding? If you cannot make it that day, do you have a back up?

  • Do you provide any additional lighting, photo booths, or other activities?

  • What does your set up look like? Do you have multiple? Do you need any specific requirements from my venue?

  • How do you handle the ceremony music?

  • Do you have backup equipment?

  • Do you have microphones? Wireless, cords, etc?

  • Do you have any examples of your work?

  • What is your music library made up of? What genres of music do you support?

  • How do you create our playlist?

  • Can we give you “do not play” options?

  • Do you take requests from guests?

  • What do you do to motivate a crowd if my guests are not dancing?

  • Do you require a break during the wedding? And do you play music during this time?

  • Do you handle the announcements and when do you need that information by?

  • What are your cancellation policies, deposit policies, rates, and payment plan options?

  • What are your rules for set up and break down?

  • What is your expected timeline?

  • Do you have any extra fees? Ie. if you stay overtime, travel fees, etc?

  • Are you insured?

  • Do you have food restrictions?

Live band (in addition to the above, if needed)

  • How long have you been performing together?

  • How many band members are there total? Do you have backups for them if one cannot make it?

  • Can you play the ceremony, cocktail hour, and the reception? Are there different package options?

  • Do any of your band members have food restrictions?


  • Are you available for our wedding date?

  • What is your previous wedding catering experience?

  • Do you have references, reviews, or photos from previous weddings?

  • Have you catered at our venue before?

  • What do you need in order to cater at our venue? Ie. a kitchen, accessible staff, etc.

  • Will you cook on site or deliver the food?

  • What is your typical timeline? Setup, serving, clean up, etc.

  • Do you have a specific menu and/or do you offer custom menus?

  • What dish(es) are your most popular?

  • What are your portion sizes?

  • Do you offer plated meals or buffet style?

  • What do you suggest for our budget, venue, needs, etc?

  • Do you offer kid’s meals?

  • Do you charge per person or a bulk rate?

  • How do you handle dietary needs, allergies, etc?

  • When do you need a final headcount, menu decision, and deposit?

  • Do you accept any last minute requests?

  • Do you provide dessert/cake services?

  • Do you provide coffee services?

  • Do you provide bartending services? Do you provide the alcohol or do we? Is that per person or bulk fee? What are the rules? Etc.

  • Do you have a catering/bartending license and liability insurance?

  • Do you provide linens, utensils, plates, napkins, etc? What do they look like? Are there extra fees for that?

  • How many servers do you provide?

  • Do you provide special servers for the Bride(s)/Groom(s)?

  • Will there be someone in charge on the day of and can we meet them?

  • What is your cancellation policy?

  • Do you have a payment plan option?

Bar Service:

  • Are you available for my date?

  • Have you ever worked at my venue before?

  • What are the packages you offer and how do you charge?

  • When is a final count due?

  • What does your deposit, payment plan, etc look like?

  • Do you accept tips from the guests or is it required from me?

  • Are your bartenders certified?

  • Does your bartending company have liquor liability and general liability?

  • Do we provide the alcohol or do you?

  • How long will be needed for setup and cleanup? Who does that? Are there any specific needs you have for the trash clean up?

  • Where will the bar(s) be located and do you need anything special for this? Ie. linens, tables, etc.

  • What will drinks be served in and who is providing it?

  • Will regular non-alcoholic drink service be served?

  • Do you provide a champagne toast?

  • Who is providing ice and how will the ice be stored?

  • What will happen to left over alcohol?

  • Do you provide a bar menu? Do I need to make one?

  • Do you have any other requirements?


  • How long have you been working for weddings?

  • Can I see examples of your work?

  • Who will be making my cake/desserts?

  • What ingredients do you prefer working with? Ie. fondant, buttercream, sugar flowers, etc.

  • What flavors of cake, fillings, etc do you have and what are your most popular?

  • Do you offer tastings?

  • Do you offer vegan or gluten free options?

  • Can I order additional items other than cake?

  • What are your prices typically like?

  • What is your cancellation policy, deposit requirement, payment plan, etc?

  • Do you deliver to my venue? Is there a fee?

  • Have you worked a wedding at my venue before?

  • What happens if the cake is damaged during delivery?

  • Do you provide stands, tables, etc?

  • Do you offer cake cutting services?

  • Do you collaborate with the florist if I want real flowers on my cake/desserts?

  • Do you have any additional fees?

  • Are you licensed?

Hair and makeup:

  • How many weddings have you worked?

  • Can I see photos of your previous work?

  • Do you travel on site or do I need to go to you?

  • Do you work alone or do you need an assistant? What are those fees?

  • Do you provide any chairs, tables, lights, etc?

  • Are you comfortable with different ethnicities, mature skin, etc? Are you comfortable with all kinds of hair?

  • How do you handle allergies, sensitive skin, etc? What brands do you use?

  • Do you offer additional services? Ie. airbrush, spa treatments, include lashes, etc.

  • How long do you anticipate I will need you for?

  • Do you provide me with extra lip product, hair spray, and/or other products for later in the night?

  • What do you charge for bridal, bridesmaids, trial etc?

  • When should I set up a trial?

  • What are your deposit requirements and cancellation policies?

  • Do you have travel fees?

  • Do you require anything else from us?

  • Do you have a contingency plan?

  • Are you licensed? Do you have insurance?


  • Are you available for our wedding date?

  • Have you been to our wedding venue before?

  • How many weddings have you worked before?

  • Do you offer anything for us pre-marriage?

  • How do you create your ceremony speech and how much input will we have?

  • What is your estimated ceremony time?

  • Can we do our own vows and do you help us with that?

  • How many times should we meet?

  • Will you attend the rehearsal?

  • What are your fees, deposit, and cancellation policies? Travel costs?

  • Do you have a backup plan if you cannot attend the wedding for any reason?

  • Are we able to view what you will say during the ceremony?

  • Can we perform a special unity ceremony and will you help us with that?

  • Do you require anything else from us?

General Rentals:

  • What are the prices, payment plans, deposits needed, extra fees, etc

  • What does the company suggest for your amount of guests?

  • What happens if something breaks, gets ruined, etc?

  • Are you responsible for cleaning, returning, etc?

  • Pick up and drop off times? Set up and break down instructions?

  • What does the contract include?

  • Does anything special need to happen prior to the wedding? Ie. If you're having a tent put up, do they need to have a specialist look at the ground first?


  • Previous experience?

  • Do you have a fleet of vehicles available for wedding transportation? If so, what are the options(bus, limo, cars, SUVs, Vans etc)

  • How much do you charge for wedding transportation? Does this change base on # of people or distance?

  • Do you provide any special discounts or packages?

  • What is the cancellation policy?

  • Do you provide insurance for transportation services?

  • Are there any additional fees or charges associated with wedding transportation?

  • How much notice is required for booking the service?

  • What is the maximum number of passengers you can accommodate for wedding transportation?

Questions to ask your Wedding Vendors
Download PDF • 4.21MB

Happy Planning!!

Lynea D'Aprix



Hey, thanks for being here.

I'm Lynea, founder of The Wedding Talk. Our mission is to inspire, education, and simplify the wedding industry for those of you getting married and wedding vendors in the industry. Pop over to my socials to get all the tips and tricks you'll need.

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