How To Hire Vendors for your Wedding: 10 Questions to Ask Before Booking Your Photographer, Videographer, Planner, Caterer, DJ, and Florist
You get engaged, you celebrate, and then you start to plan for the wedding. It’s a deeply intimate and special time in your life, and suddenly it’s stress-central as you realise that every single detail has to come magically together… and you’ve never done this before. As a wedding photographer, I speak to countless brides everyday and I hear this story over and over again, and I FEEL for you out there! What every single couple gets right, is scoping out venues as the first step. And booking your venue is a massive accomplishment for oh-so-many reasons. But bottom line is that you have your wedding date, place, and time, and now it’s time to fill in the rest of the day with all those other necessary vendors. And that’s difficult! It’s hard to know who will make your day all that it could be, versus those who may just be along for the ride (or WORSE, but we won’t even talk about that).
So for this journal post, I’ve put together a list of great questions that you can ask your vendors to see if they are the right fit for YOU. At the end of the day, chances are that if someone has been in the industry for awhile, they are good at their jobs. So rather than spending your time trying to suss out who’s ‘accomplished,’ this list of 10 key questions hones in on what they’re like to work with, what they can bring to your special day, and what support they can provide that is most useful to YOU. The photos for this journal entry are from a recent wedding I shot this summer at Fort Adams in Newport, RI: if you’d like to take a closer look at more recent work of mine, head here!
1. What is your style or approach to your work?
This one is definitely a must-ask for certain vendors (namely photographers and videographers), but a question that you can also get an understanding for in their existing portfolio. For photographers and videographers, knowing their style—whether it's documentary, candid, or editorial—helps you visualise how your wedding day will be captured. Are they more hands-on, curating poses, or do they prefer a fly-on-the-wall approach, capturing moments as they naturally unfold? Are they extroverted enough that they can coordinate guests, vendors, wedding parties, etc? This question also applies to florists, planners, and DJs. A florist’s style can range from minimalist to extravagant, while a DJ’s approach can set the tone for your entire evening. Does your dream wedding DJ host games with your guests, or just play music? I’ve seen DJs who run the gamut, so knowing ahead of time that musical chairs will be happening at your wedding might be important to you. And overall, understanding each vendor's style ensures their services align with your wedding vision..
2. How do you handle unforeseen circumstances?
Okay this one is absolutely essential. Weddings can be unpredictable! A caterer might have to deal with a power outage, or your wedding photographer may need to adapt to a sudden rainstorm (I have a tornado wedding story, to give you an extreme example). Ask vendors about a challenging situation they've encountered and how they handled it. This not only provides insight into their problem-solving skills but also gives you peace of mind knowing they can manage unexpected situations with grace. One of the greatest assets your wedding vendors should have is being prepared with a Plan A, Plan B, and Plan C. This is NOT your job!! Let me say that again: it is not the job of the couple to have backup plans in place, it is the job of the vendors. This is especially true of planners and photographers, but it truly goes for every single person playing a role in your dream day.
If you are speaking to a vendor who has worked at your venue before, ask specific questions! Play a mini game of ‘what if’ to see how they can accommodate you in a tricky situation. While we don’t plan on things going awry, it’s still important that we’e prepared for everything
3. Can you show me examples of weddings similar to mine?
When booking your photographer or florist, it’s crucial to see examples of work from weddings that resemble what you have in mind. If you're planning a cozy winter wedding, ask to see photos or floral arrangements from a similar event. For DJs or caterers, request to hear playlists or menus tailored to the season or vibe you're aiming for. This helps you gauge how well they can tailor their services to your unique needs. The key to this is providing some key adjectives to describe what you’re looking for: elegant? Intimate? Bright and classic? Pink? Vacation vibes? You get the idea! Weddings don’t have to be at the same venue to feel the same, so providing specific adjectives will help vendors supply better-suited work to you that are closest to what you’re looking for.
4. What’s included in your package or pricing?
Understanding the full scope of what you're paying for can prevent any surprises down the line. For photographers, does the package include engagement photos, a second shooter, or rehearsal dinner coverage? (At Ezra Enzo Photography, I offer two hours of rehearsal/welcome party coverage to capture those intimate pre-wedding moments as an add on!) Similarly, ask caterers if their pricing includes setup, service, and breakdown. And ask about taxing, travel, equipment rental fees!
5. How do you collaborate with other vendors?
Your vendors will need to work seamlessly together to ensure your day runs smoothly. Ask potential vendors how they interact with others during a wedding. Photographers need to coordinate with planners, caterers often work alongside DJs to time the reception, and florists collaborate with planners to set up décor. Their response will reveal their ability to be team players on your big day.
6. Do you have backup plans in case of emergencies?
Sound familiar? While it’s important for vendors to be able to think on their feet when things happen on the big day, it’s equally important for them to have backup plans in place in case something goes wrong with them. From photographers to DJs, every vendor should have a backup plan. Photographers should have an assistant or a second shooter ready to step in if needed. Caterers should have contingencies for equipment failures. Knowing there’s a Plan B in place will ease your worries and let you focus on enjoying your day. I once worked with a planner who got into a car accident and was late to the rehearsal for the wedding. Sh*t happens! Luckily, she had a team of people who were ready to be there just in case! (And she was fine and uninjured, don’t worry!)
7. What is the booking and payment process?
Booking vendors for your wedding requires planning, so it's important to understand their payment schedules and any deposits required. For example, photographers may ask for a retainer to reserve your date. Knowing these details in advance helps you manage your wedding budget more effectively. Ask if they have personalised payment plan options so you can decide how and when your payments take place (I offer this to my clients, and it can make a huge difference!) Most vendors offer payment plans, but that doesn’t mean much if you have to make a payment to 10 vendors on the same day!
8. Can you accommodate special requests?
You might have specific traditions or unique ideas that are important to you. Ask if your officiant is willing to read an important text that holds significance for you or if your caterer can include a family recipe. In my own photography practice, I’m always excited to discuss creative shots that make your wedding album truly one-of-a-kind. One of my favourite moments as a photographer was when one of my brides requested a very specific photo: we shot it at the wedding and a few weeks later, after the gallery was delivered, she sent me a photo of it hanging on the wall next to her parents’ wedding photo. What I hadn’t known, was that my client wore the same dress as her mom and they recreated the same photo to have after her father had passed away. Moments like that are exactly what this day is about!
9. What’s your communication style and response time?
This might seem like a small detail, but communication is key during the wedding planning process. Ask potential vendors how they prefer to communicate and their typical response times. This ensures you’ll feel supported and informed, without any unnecessary stress. I can be a little slow with email (I hate to admit it, but it’s true). I check my own email once a day, and respond once a day. If I’m traveling for work, it might be even less. For other vendors, they may take a couple days, and that’s totally okay as long as they explain that to you!
10. Can you provide references or testimonials?
Reading reviews or talking to past clients can give you a sense of what to expect when working with a vendor. A reputable photographer, DJ, or planner will be more than willing to share references. These testimonials can provide valuable insights into their professionalism, flexibility, and overall performance on the wedding day. This one is kind of a no-brainer and a quick google search or stalking-sesh through their website will likely provide enough reviews to give you an idea. But it’s a big red flag if you don’t seen ANY and they can’t seem to provide testimonials for you.
By asking these questions, you’ll gain a deeper understanding of each vendor’s approach, work ethic, and ability to contribute to the seamless flow of your wedding day. Remember, you’re not just hiring a service; you’re building a team to bring your wedding vision to life.
And if you're ready to chat more about wedding photography or have any questions, I'd love to connect! At Ezra Enzo Photography, my goal is to ensure that you feel comfortable, supported, and excited every step of the way. You can inquire with me to set up a free consultation to ask me any questions you have. Let’s capture your love story together!