Questions to Ask Wedding Vendors

Ask if you can place a soft hold for 24-48 hours while you check with family.

Make sure it fits your guest list comfortably with a dance floor.

Tables, chairs, linens, setup, cleanup, staff, a day-of coordinator?

Are you required to use their catering, bar or a preferred vendor list?

Crucial for outdoor ceremonies. Where does everything move, and when do we decide?

When can decorators arrive? When must the music end and everyone be out?

BYOB with a licensed bartender, or in-house bar only? Any corkage fee?

Some venues require off-duty officers or event insurance when alcohol is served.

A bridal suite on site keeps the morning simple.

Ask about "++" (tax and service charge), which can add 25-30%.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Know what you get back (and what you lose) if the date moves.

Always confirm availability first.

When can you schedule it, and is there a fee?

Gluten-free, vegetarian, nut allergies, kids meals.

Often 18-22% on top of the food cost.

Bartenders and alcohol, or just the food?

If not, you may need to rent them separately.

Some caterers charge a cake cutting fee per slice.

Ask about to-go boxes for the family.

Usually 1-3 weeks before the wedding.

Some caterers require a minimum number of guests or dollar amount.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Make sure it covers getting ready through the first dances.

Two angles during the ceremony, and someone with the groom while you get ready.

Not just highlights. See how they handle dark reception halls and harsh sun.

Typical turnaround is 4-10 weeks. Get the date in the contract.

Can you print photos anywhere, or must prints go through them?

Great practice in front of the camera and photos for your save-the-dates.

Family formals go fast when there is a list.

Do they have associates ready to step in? Do they shoot on two memory cards?

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Make sure it covers prep through the first dances.

Captures the groom's reaction while filming the bride walk in.

Do they mic the groom and officiant? Vital for your vows.

Included or extra? Weather permitting?

Editing takes time. Expect 3-6 months, but ask.

Usually an add-on. Good for moments cut from the highlight film.

A short clip for social media soon after the wedding.

They need to share space without blocking each other.

If equipment fails or they get sick.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Will they announce the grand entrance, toasts, cake cutting and send-off?

Can guests request songs? Do you stick to our playlist or read the room?

Make sure they avoid songs you dislike.

Helps you gauge their energy and style.

A separate speaker setup and wireless mic for your officiant and vows.

Uplighting and dance floor lighting are often add-ons.

Backup speakers, laptop and microphones on site?

Music should never stop during a break.

If the party is going great at 11:55, how much is one more hour?

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

In-season blooms are cheaper and fresher.

Can you see a sample centerpiece before the wedding? Often extra.

Repurposing the arch or altar arrangements saves money.

Can guests take centerpieces home?

Will they come back late at night for vases and stands?

How is mileage calculated for rural venues?

Many florists have a minimum for full-service weddings.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Is there a fee? How many people can come?

Per slice? Does design complexity add cost?

Buttercream tastes better; fondant looks smoother. Ask about your options.

Gluten-free, nut-free or vegan options?

You do NOT want to transport a 3-tier cake yourself.

Is there a rental fee or deposit for the cake stand or cupcake tower?

Check whether your venue or caterer charges a cutting fee.

Usually 2-3 weeks before the wedding.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Never skip the trial! Find out if it's extra.

Crucial for keeping a big bridal party on schedule.

Work backward from your first photo.

Ask about the longevity and finish of each option.

Often an add-on or part of the bridal package.

Can you hire them through photos or the ceremony?

Many on-location artists require 4-6 services to travel.

Is there a mileage rate for venues outside the metro?

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm legal standing first.

Confirm the ceremony time too.

Some religious officiants require standard vows.

Make sure you are comfortable with everything being said.

Most non-religious ceremonies are 15-20 minutes.

Is there an extra fee for this time?

Who signs, who witnesses, and who files it with the county afterward?

Some ministers require sessions before the wedding.

Suit, robes, casual? Make sure it matches your day.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Most bridal shops require appointments, especially on weekends.

Make sure their stock fits your budget before you go.

Standard is 4-6 months. Rush options may cost extra.

If not, can they recommend a trusted seamstress?

Usually 2-3 weeks before the wedding. Bring your shoes!

Ask about plus-size samples or clips for smaller sizes.

Some shops limit you to 2-3 people.

Veils, belts and jewelry are usually sold separately.

Wedding attire is usually final sale.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Popular chairs and arches book up for peak Saturdays.

Delivery is often curbside, with setup extra.

Late-night pickups often carry a surcharge.

Usually a non-refundable percentage that covers minor breakage.

Usually shake out and bag dry (wet linens mold!).

Ask when you can still change quantities.

Ask about wind ratings and sidewalls for rain.

Helps make sure everything fits in your venue.

Rural venues can add mileage.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Make sure they don't swap in an older model on the day.

Count the wedding party and anyone riding along.

Often 20% is added automatically. Check the contract.

Usually yes, but glass bottles may be off limits.

Spilled drinks or glitter can mean a hefty fee.

Mechanical problems happen. What is plan B?

Send every address and pickup time in advance.

Most companies require 3-4 hours.

If photos run late, how much extra will you pay?

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Non-negotiable for most venues. Ask for a certificate.

Confirm the service hours too.

Often the couple buys the alcohol and the bar serves it. Clarify this!

Responsible service protects you and your guests.

Rule of thumb: 1 bartender per 75-100 guests.

Or do you need to buy 50 bags of ice yourself?

Will they help you design a menu?

Standard outlet or generator? Will the trailer fit through the gate?

Important when booking across the state for a rural wedding.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Know exactly when they start helping and what they handle.

Or will it be a team member you haven't met?

In person, virtual, or unlimited email?

Will they handle vendor payments, or do you?

Some planners only manage people, not physical items.

For 200+ guests, one person isn't enough.

Knowing the layout and staff is a huge bonus.

If they get sick, who runs the day?

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Most vendors require a 3-4 hour minimum.

Essential for troubleshooting and managing props.

2x6 strips or 4x6? Does every guest in the photo get a copy?

A custom template turns strips into keepsakes.

USB, online album, watermarks?

Open-air booths need about 10x10 ft; mirror booths need less.

An extra strip for guests to sign next to.

Check the quality and style of the props.

Set up before cocktail hour without paying full rate until it opens.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Always confirm availability first.

Roaming is perfect for cocktail hour. A set show needs its own spot in the timeline.

Cocktail hour usually runs 60 to 90 minutes. Ask what happens if dinner starts late.

Ask how they make sure every table (and Grandma) gets a turn.

Live painters need an easel spot with good light; stations need a table and an outlet.

You know your guests. Make sure the act fits all of them.

Your names, your love story, inside jokes, your colors. That is what makes it one of a kind.

Sketches, prints, a painting, a poem, digital copies? Ask what is included and how many.

Highlight reels are polished. A full clip shows how they really work a room.

Many Iowa venues ask for a certificate of insurance, especially for fire, paint or anything on the dance floor.

Important when booking across the state for a rural wedding.

Most vendors take 25-50% to hold your date. Get the balance due date in writing.

Know what you get back (and what you lose) if the date moves.