Planning

49 Questions to Ask Every Wedding Vendor Before Booking

The questions you don’t ask are the ones that cost you. Before you sign a contract or pay a deposit, make sure you’ve covered these — organised by vendor type so you can bring the right list to each meeting.

Ivory Lane Editorial

29 January 2026 · 12 min read · Last reviewed April 2026

Wedding vendor planning flat-lay with notebook and business cards

Key takeaways

Always ask to see 2–3 full wedding galleries — highlight reels hide inconsistency in a photographer’s work.
Get all pricing, inclusions, and payment schedules confirmed in writing before signing any contract or paying a deposit.
Ask every vendor what their backup plan is if they’re sick or unavailable on your wedding day — professionals have one.
Compare at least 3 quotes per major vendor category before committing to any booking.
Seven universal questions apply to every vendor regardless of type — always ask these as a baseline before vendor-specific questions.

How to use this list

Not every question applies to every vendor. Use this as a starting point — skip what doesn’t apply, and add your own questions based on your specific wedding plans. The goal is to walk out of every vendor meeting with zero ambiguity about what you’re paying for.

Our wedding checklist toolincludes vendor booking as a task with reminders — so you don’t forget to ask these before your deposit deadline.

🏛️Venue

What is your total venue hire fee, and what does it include?
Are there any additional charges (corkage, cake cutting, setup/packdown, cleaning)?
What is the maximum guest capacity for ceremony and reception?
Do you have a wet weather backup plan?
What time can we access the venue for setup, and when must we vacate?
Are there noise restrictions or a curfew?
Do you have exclusive catering, or can we bring in external vendors?
Is there on-site accommodation for the couple or bridal party?
What parking is available for guests?
Can we do a site visit before booking?

📸Photographer

Can we see 2–3 full wedding galleries (not just highlights)?
How many hours of coverage does your package include?
Do you offer a second shooter, and is it included?
What is your turnaround time for delivering edited photos?
How many final images do we receive?
Do you shoot in RAW? Do we get the raw files?
What happens if you get sick or can't make it on the day?
Have you shot at our venue before?
Do you charge for travel to the venue?
What is your editing style, and can we request adjustments?

🍽️Caterer

Can we do a tasting before committing?
What is included in the per-head price (canapés, mains, drinks, cake service)?
Do you cater for dietary requirements (vegan, gluten-free, halal, kosher)?
Is there a minimum guest count?
What is the service charge, and is it included in your quote?
Do you provide staffing (waiters, bar staff)?
Do you supply table settings, glassware, and linen?
Is there a kids' menu option?

💐Florist

Can you work within our budget for the arrangements we want?
Which flowers will be in season on our wedding date?
Do you handle setup and packdown at the venue?
What is your minimum order value?
Can we repurpose ceremony flowers for the reception?
Do you provide vases, arches, and other structural pieces?

🎵DJ / Band

Can we see you perform live or hear a demo set?
How many hours of performance does your package include?
Do you provide your own sound and lighting equipment?
Do you take requests from guests, and can we provide a do-not-play list?
Do you MC as well, or do we need a separate MC?
What happens during breaks (for bands)?
Have you worked at our venue before? Any sound restrictions to be aware of?

💍Celebrant / Officiant

Are you legally authorised to perform marriages in our state/country?
Do you help us write personalised vows?
Can we include cultural or religious elements in the ceremony?
How long is a typical ceremony?
Do you attend the rehearsal?
What paperwork do you handle (marriage licence, certificate)?
What do you wear to the ceremony?
What is your cancellation policy?

Questions to ask every vendor (regardless of type)

These apply universally — from your florist to your celebrant:

What is your total price, and what exactly is included? Get this in writing. “Starting from” prices often exclude essentials.
What is your deposit amount and payment schedule? Typical: 20–50% deposit, balance 2–4 weeks before the wedding.
What is your cancellation and refund policy? Especially important post-COVID. Know what you’re locked into.
Do you have liability insurance? Important for venues, caterers, and anyone working on-site.
How many weddings do you do per day/weekend? You want to know if you’re getting full attention or being squeezed between events.
Can we see reviews or speak to past clients? Google reviews are a start, but personal referrals tell you more.
How do you handle the unexpected? Rain, equipment failure, illness — what’s their backup plan?

Red flags to watch for

No written contract. If it’s not on paper, it doesn’t exist. Every vendor should provide a contract.
Vague pricing. “We’ll figure it out closer to the date” is a red flag. Get line-item quotes.
Pressure to book immediately. Good vendors are in demand, but “this price expires today” is a sales tactic, not a reality.
No backup plan. What happens if your photographer gets sick? If the florist’s supplier runs out? A professional has a plan B.
Can’t show full galleries or past work. Highlights reels hide inconsistency. Ask to see complete events.

Track your vendors in one place

Once you start booking, you’ll be juggling contracts, deposits, payment deadlines, and contact details across 8–12 vendors. A spreadsheet works until it doesn’t.

Ivory Lane’s vendor tracker keeps everything in one place — contact details, contracts, payment schedules, and notes — shared with your partner so nothing falls through the cracks. Pair it with the budget tracker to see vendor payments against your overall budget in real time.

What to do after the meeting

Compare at least 3 quotes for each major vendor category.
Read the contract in full before signing — especially cancellation terms and what’s excluded.
Check reviews on Google, WeddingWire, and The Knot (or Easy Weddings in Australia).
Log the vendor in your planner with quote, deposit date, and balance due date.

Sources

Frequently asked questions

What should I ask a wedding venue before booking?

Ask about the total hire fee and what it includes, additional charges (corkage, service fees, packdown), maximum guest capacity, noise restrictions, wet weather backup, and exclusive catering requirements. Also confirm access times, parking, and what happens to your deposit if you cancel or reschedule.

What are the most important questions to ask a wedding photographer?

Ask to see 2–3 full wedding galleries, not just highlights. Confirm how many hours are included, whether a second shooter is in the package, turnaround time for editing, how many final images you receive, what happens if they get sick on the day, and whether travel fees apply for your venue.

What are red flags when meeting a wedding vendor?

Watch for: no written contract, vague or shifting pricing, pressure to book immediately, inability to show full past-event portfolios, no backup plan for illness or emergencies, and poor or absent online reviews. A professional vendor welcomes your questions and provides clear written agreements before any payment.

When should I start meeting and booking wedding vendors?

Start with venue, celebrant, and photographer 12–18 months out — these book fastest. Florist, caterer, and entertainment can be secured 9–12 months out. Hair and makeup artists book up quickly too; lock in a trial 9 months before. Most other vendors can be confirmed 6 months out.

How many vendor quotes should you get before booking?

Compare at least 3 quotes for every major vendor category (venue, photographer, caterer, florist, entertainment). This gives you a realistic market rate and helps you spot outliers — both overpriced and suspiciously cheap. For minor categories like transport or cake, 2 quotes is usually sufficient.