What to Ask Wedding Vendors on Your First Call: 30 Essential Questions

Ask for a full breakdown of what is included in their base price and what counts as an add-on. Vendors package their services differently — one photographer's base package might include an engagement shoot and a second shooter, while another's includes neither. Ask about overtime rates, travel fees, and whether gratuity is expected or included. Request a written quote rather than relying on verbal estimates, and ask whether the quoted price is guaranteed or subject to change before the contract is signed. Understanding the complete cost structure upfront prevents uncomfortable surprises when the final invoice arrives.

Every vendor contract should include clear cancellation and postponement terms, and you should understand them thoroughly before signing. Ask what happens to your deposit if you cancel — is it refundable, partially refundable, or non-refundable? What if the vendor cancels on you? Ask about their force majeure clause and whether it covers situations like extreme weather, public health restrictions, or family emergencies. Clarify the rescheduling policy: can you move your date without losing your deposit, and is there a deadline for changes? Understand the payment schedule — when each instalment is due, what payment methods are accepted, and whether late fees apply.

Ask what happens if the vendor falls ill or has an emergency on your wedding day. Reputable vendors have a network of trusted colleagues who can step in, and they should be willing to explain that contingency plan. Ask whether they carry professional liability insurance and whether they can provide a certificate of insurance if your venue requires one. For photographers and videographers, ask about equipment backup — do they bring a second camera body and backup memory cards? For caterers, ask about kitchen emergencies and food safety protocols. A vendor who is offended by these questions is a vendor who has not thought through worst-case scenarios.

The vendor relationship lasts months, so communication compatibility matters. Ask how they prefer to communicate — email, phone, text, or a project management platform — and what their typical response time is. Clarify how many planning meetings or check-ins are included before the wedding and whether those are in person or virtual. Ask about the timeline for deliverables: when will you receive your photo gallery, your floral proposal, your menu draft? Establish expectations around revision rounds — how many changes are included before additional fees apply. A vendor who is vague about communication style during the sales process will likely be vague during the planning process.

Ask for references from recent clients, ideally couples who had a similar wedding size, venue type, or style to yours. A strong vendor will happily connect you with past clients and may even suggest you read online reviews on independent platforms. Ask to see full galleries or complete event portfolios rather than curated highlight reels — this gives you a realistic picture of their work across an entire event, not just the best 20 shots. For caterers, ask if you can attend a tasting event or see photos of plated presentations. For planners, ask for a sample timeline or planning document from a previous wedding to understand their organisational style.

Ask how the vendor coordinates with other professionals on the wedding day. Photographers need to know the florist's timeline for centrepiece setup. The DJ needs to coordinate with the caterer on dinner service cues. Ask whether the vendor has worked at your venue before and, if not, whether they will do a site visit in advance. Clarify arrival and setup times, and ask what they need from you in terms of space, power, or parking. Discuss the end-of-night protocol: when do they pack up, do they need help loading equipment, and is there a specific time they must vacate the venue? These logistical details prevent day-of confusion and ensure every vendor operates as part of a cohesive team.