How to Select a Wedding Vendor You Trust
- Robert Wurth
- 5 days ago
- 7 min read
Updated: 6 hours ago
When planning your wedding, unless you happen to have worked in the industry or have the guidance of someone who has been through it all before, you're at a disadvantage right from the start when it comes to selecting your vendors.
How are you supposed to know which are the right vendors for you? More importantly, how can you know who to trust with what will be one of the biggest days of your life?
The selection of your vendors is one of the most consequential decisions you'll make during the planning process. Beyond style and budget, trustworthiness and professionalism can be the deciding factors between a day that runs smoothly, or one that becomes unnecessarily stressful.
Some questions are obvious. "Are you available for our date?" for example. But beyond the obvious, there are some other questions you can ask to ensure you make the best possible decision.
To get you started on the right track, the following suggestions will help you evaluate who you will be working with on your wedding day.
HOW MANY WEDDINGS HAVE YOU DONE / HOW LONG HAVE YOU BEEN IN BUSINESS?
One of the strongest indicators of reliability is experience. Vendors who can't handle weddings tend to not last long in this industry. Also, a vendor who has worked many weddings has likely encountered a wide range of scenarios. Weather disruptions, timeline delays, last-minute changes, etc. They've gone through it all and know how to adapt.
Longevity in business also suggests stability and client satisfaction, both of which reduce your risk.
On the other hand, if your budget is extremely small and you're willing to work with a newer vendor, knowing that they haven't been in business very long will help you set your expectations.
ARE YOU LICENSED (if required) AND / OR INSURED IN YOUR STATE?
Not all industries require licensing. Photography and DJ services, for example, aren't licensed services. But your hair and makeup? That's a different story.
Proper licensing helps to protect you by making sure the vendor meets local regulations and safety standards.
Insurance, on the other hand, should be non-negotiable. Every one of your vendors should carry at least some kind of insurance to protect themselves, you, and your guests from accidents, damages, or unforeseen incidents. In fact, it's becoming more and more commonplace for venues to require any vendors coming in to provide proof of insurance. The last thing you need is to fall in love with a photographer, pay your deposit, and only then find out they don't have insurance and your reception hall requires it.
ARE YOU A LOCAL BUSINESS OR AN OUT-OF-STATE CONTRACTOR?
This one isn't a make-or-break issue, but it is important to know what to expect. Using photography as an example, maybe one of the options you've fallen in love with is a professional who lives in another state.
Bringing someone in from outside your area means they might not be familiar with local areas / venues, local regulations, or local service providers. In the case of the photography example, they might not even be prepared to take photos in your environment. A photographer whose main experience is beach weddings at sunset in Hawaii might struggle with a midday outdoor ceremony in the middle of Nebraska.
Also, if you hire someone who will have to travel to get to your wedding, you'll need to know (and budget for) additional costs related to that, as well as manage the risks of delays or cancellations due to weather or other unforeseen events.
ARE YOU THE OWNER OF THE BUSINESS / THE PERSON WHO WILL WORK OUR WEDDING?
In some cases, the person you contact is not the person who will show up on your wedding day. Larger companies might sub-contract staff, and this is important for you to know. Clarifying who will be there on your wedding day will help you manage expectations. If someone else will be assigned to your Big Day, you should have the opportunity to meet with them or chat on the phone beforehand to confirm they will align with your vision.
Also, related to question number one, you should be made aware of how long the person who will be assigned to you has been working weddings. Just because the company has vast experience in the industry doesn't mean all of their employees / sub-contractors have the same experience. For example, will you be assigned a DJ who has years of experience? Or one the company just finished training last weekend?
WHAT IS YOUR BACK-UP PLAN IN CASE OF EMERGENCIES?
Regardless of how long someone has worked weddings, even the most reliable vendors can face unexpected issues such as illness, equipment failures, travel disruptions, etc.
The person you hire for your wedding should have contingency plans. If they get sick or injured, how will they make sure someone is there on your wedding day (and will they cover any additional costs)? Do they have replacement equipment if something isn't working? If all else fails and they can't deliver on your wedding, what is their refund policy to make sure you won't be out the money you've spent?
IS THIS YOUR FULL-TIME PROFESSION?
Is it a deal-breaker if weddings are not a full-time gig for your vendor? Not at all! It can be difficult to make a living solely from weddings, especially for photographers, DJs, and hair stylists.
However, this is another piece of information that can help you evaluate and manage your expectations. A full-time vendor is typically more invested in maintaining their reputation and availability. The latter can be important because it means they are often easier to reach, more responsive, and can sometimes be more committed to staying current with industry standards, if only because they have the time to focus solely on their business.
Part-time vendors can still be excellent. However, knowing this will help you understand, for example, why your DJ might not be available to meet or answer questions in the middle of a weekday.
HAVE YOU EVER OPPERATED UNDER A DIFFERENT BUSINESS NAME?
This question (or research you do on your own) can help you uncover some potential red flags.
A business deciding to rebrand itself isn't inherently a problem. For example, when I began photographing weddings back in 2007, I also had a freelance graphic design company called Freshly Squeezed Design. At the time, I chose to go with Freshly Squeezed Photography to keep with that theme. However, I decided that didn't quite fit, especially since I was transitioning out of the freelance design space, so I rebranded as Studio Orange Photography.
Some businesses, however, frequently change their business name in an effort to distance themselves from poor reviews or prior negative issues. If this is the case, you'll definitely want to be aware of this before choosing who to hire. A vendor should be willing to disclose if they've operated under a different name, but also don't be afraid to play detective.
WOULD OTHER VENDORS VOUCH FOR YOU?
The wedding industry is a high collaborative space. Or at least it is supposed to be. All of us vendors are working together to make sure you have an amazing wedding day.
A vendor who has a strong relationship with other vendors is a good sign of reliability and professionalism. If other reputable vendors are willing to recommend someone, it adds an additional layer of credibility.
CAN WE EXPERIENCE SAMPLES OF PRIOR WEDDINGS / SPEAK WITH PAST CLIENTS?
Reviewing samples of a vendor's work with other couples allows you to look at consistency and quality. Whether it's a photographer's past galleries, a video of a DJ hyping up the reception dance floor, or a caterer's tasting, these samples provide you with real evidence of what you can expect on your wedding day.
In some cases it may not be possible to look at samples of work. For example, not every DJ will have videos of themselves working a reception. Or perhaps you just want the additional reassurance of finding out the experiences of a past client. Reputable vendors should, at the very least, have testimonials from the couples they've worked with. Also, they should be able to find a past client who is happy to speak to a potential client.
IS YOUR PRICING TRANSPARENT / ARE THERE HIDDEN COSTS?
When you are trying to stick within a limited budget, having clear and upfront pricing from your vendors will help you to not over-spend.
It isn't unreasonable for you to ask about any potential fees that might not appear on their pricing sheets. For example, travel fees, setup and teardown fees, gratuities or service fees, rental fees. You can also ask about any potential fees post-wedding. Will you be required to purchase prints from your photographer? Or will your venue hit you with a clean up fee?
Trustworthy vendors will be forthcoming and detailed about any potential costs not already covered by the terms of your agreement.
FINAL THOUGHTS
Choosing your wedding vendors is not just about hitting your price point, or going off the right vibes. For your big day, you want to lock in professionals who are dependable, transparent, and prepared.
This list doesn't represent the only questions you should ask your vendors (and you may not even need to ask all of suggestions above), but it'll give you a good start toward hiring the right crew for your wedding.
Feel free to add any other questions for vendors in the comments below!
