A complete guide to choosing, comparing, and booking your wedding vendors
Your wedding vendors are the team that brings your day to life. Choosing the right ones — and knowing what to ask — makes the entire planning process smoother. This vendor checklist gives you everything you need to evaluate, compare, and confidently book each vendor.
How to Use This Vendor Checklist
This guide helps you:
- understand what each vendor does
- know what questions to ask
- compare quotes fairly
- spot red flags early
- stay organized during planning
Pair this with your Wedding Planning Checklist and Guest List Tracker for a complete planning system.
General Questions to Ask Every Vendor
These apply to all vendors, no matter the category:
- Are you available on our date?
- How long have you been in business?
- Have you worked at our venue before?
- What packages do you offer?
- What is included in your pricing?
- Do you charge travel or setup fees?
- What is your deposit and payment schedule?
- What is your cancellation or refund policy?
- Do you have liability insurance?
- When is the final balance due?
Photographer & Videographer
What to Look For
- consistent editing style
- strong portfolio
- experience with weddings
- comfort directing couples
- clear timelines and deliverables
Key Questions
- How many hours of coverage are included?
- Do you offer engagement sessions?
- How many edited photos will we receive?
- When will we receive our gallery or film?
- Do you work with a second shooter?
- What happens if you’re sick on the wedding day?
Venue
What to Look For
- capacity that fits your guest list
- indoor/outdoor options
- clear rules and restrictions
- included rentals (tables, chairs, linens)
Key Questions
- What dates are available?
- What is included in the rental fee?
- Do you require in‑house catering?
- What is the alcohol policy?
- Are there noise or time restrictions?
- Is there a backup plan for weather?
See How to Choose the Perfect Wedding Venue and 10 Venue Questions for deeper guidance.
Caterer
What to Look For
- menu flexibility
- dietary accommodations
- tasting availability
- clear per‑person pricing
Key Questions
- What menu styles do you offer (buffet, plated, family‑style)?
- Are tastings included?
- Do you provide staff, linens, and tableware?
- Are there service fees or gratuities?
- Can you accommodate allergies or restrictions?
Florist
What to Look For
- portfolio that matches your style
- realistic pricing
- ability to repurpose arrangements
Key Questions
- What flowers are in season for our date?
- Can you work within our budget?
- Do you handle setup and teardown?
- Can ceremony flowers be reused at the reception?
DJ or Band
What to Look For
- strong reviews
- clear energy and style
- professional equipment
Key Questions
- Do you provide microphones for speeches?
- Can we customize the playlist?
- How do you handle song requests?
- What is your backup plan for equipment failure?
Hair & Makeup
What to Look For
- clean, consistent portfolio
- experience with different skin tones and hair types
- trial availability
Key Questions
- Do you offer trials?
- How long does each service take?
- Do you travel to our location?
- What products do you use?
Officiant
What to Look For
- ceremony style that matches your vision
- experience and professionalism
Key Questions
- Can we customize the ceremony script?
- Do you handle legal paperwork?
- Will you attend the rehearsal?
Cake or Desserts
What to Look For
- tasting availability
- design flexibility
- delivery options
Key Questions
- Do you offer tastings?
- What flavors and fillings are available?
- How is the cake delivered and stored?
Transportation
What to Look For
- reliability
- capacity
- clear timing
Key Questions
- How many trips are included?
- What is your overtime fee?
- Do you provide a backup vehicle?
Red Flags to Watch For
- vague or incomplete contracts
- no portfolio or limited reviews
- slow or inconsistent communication
- unclear pricing or hidden fees
- pressure to book immediately
How to Compare Vendor Quotes
Use the same criteria for each vendor:
- price
- what’s included
- hours of service
- travel fees
- setup/teardown
- experience
- reviews
- contract terms
Create a simple comparison chart or use your Wedding Planning Checklist to stay organized.