The Questions You MUST Ask Every Wedding Vendor

Y’all, I am just going to say it straight: most couples go into vendor consultations completely under-prepared.

And I get it — you are excited, you are newly engaged, and you just want to find the perfect people for your day. But here is the thing: asking the RIGHT questions before you sign anything is what stands between a seamless, joy-filled wedding day and a day full of surprises nobody wanted. 

I have been photographing weddings in Northern Illinois for 15 years. I have been in the room when vendors showed up late, when venues did not deliver what was promised, when entertainment went completely off-script. And I have also been in the room when everything ran like a well-oiled machine because the couple did their homework.  This is me doing your homework for you. You are welcome. 

EVERY VENDOR, EVERY CONSULTATION Before we get into specifics, here are the questions that apply to literally every vendor you will meet with:

1. Do you have our wedding date available?
2. How long have you been in business?
3. Do you have a contract, and what does it cover?
4. What is your cancellation and refund policy?
5. How do you communicate with clients leading up to the wedding?
6. Can you provide references or reviews?
7. What all is included in the cost, and are there additional fees?
8. How much is the deposit, when is it due, and is it refundable? 

Save those. Screenshot them. Those eight questions go with you to every single meeting. 

VENUE QUESTIONS (THE BIG ONES) The venue is your number one vendor. Ask these before you fall in love with anything:

1. How many guests can you comfortably accommodate?
2. Is catering included, or can we bring in outside vendors?
3. Is a day-of coordinator included or available?
4. What are the setup and teardown windows?
5. Can we set up the night before?
6. Are there any decor restrictions?
7. What is the backup plan for outdoor ceremonies if weather turns? 

I have seen couples skip that last one and then panic on wedding morning when storms roll in. Do not be that couple. 

PHOTOGRAPHER QUESTIONS As a photographer myself, finding the right fit goes beyond a pretty website:

1. What is your shooting and editing style?
2. Do you have experience at our venue?
3. Will you help us build our day-of timeline?
4. How long until images are delivered?
5. Do you offer second shooters, albums, or engagement sessions?
6. Can we see a full, delivered gallery — not just highlights?

That last one matters. Anyone can show you their 10 best shots. Seeing a full gallery shows you consistency. 

ENTERTAINMENT A great DJ or band can carry an entire reception. A bad one can tank it:
1. Are you familiar with our venue?
2. Will you emcee and make announcements?
3. How do you handle song requests and playlists?
4. Can we provide a do-not-play list?
5. How much time do you need for setup? 

WEDDING PLANNER AND COORDINATOR – What type of planning service do you offer? – How many weddings do you take on in the same time period? – Have you worked at our venue? – How do you handle vendor communication? – Will you be there for the full wedding day? 

FINAL THOUGHTS You are going to spend tens of thousands of dollars and one of the most emotionally significant days of your life on this event. A 30-minute consultation with the right questions is the best investment of time you can make.  If a vendor cannot clearly and confidently answer these questions, that is information. Good vendors WANT you to ask. They know it means you are a serious, prepared couple and they will show up for you the same way. 

You have got this. And as always — Happy Planning!

#WeddingsByHollyLou #HappyPlanning