The Ultimate Checklist: Questions to Ask Your Wedding Vendors
Why It’s Important to Be Knowledgeable About Wedding Vendors (and the Questions Brides Often Forget to Ask)
When it comes to planning your wedding, your vendors are the heartbeat of the day. From the florist arranging dreamy blooms to the DJ setting the mood on the dance floor, the professionals you choose bring your vision to life. But here’s the truth—picking vendors isn’t just about comparing price tags or styles. It’s about asking the right questions so you understand what’s included, what isn’t, and how everything will flow behind the scenes. At Marth & Moments, we’ve seen first-hand how the smallest details can make the biggest difference. Brides often ask the obvious questions—“what’s your price?” or “are you available on my date?”—but it’s the deeper, less common questions that uncover potential surprises. Knowing what to ask means fewer headaches, better coordination, and a smoother wedding day.
Why Asking the Right Vendor Questions Matters
1. No Hidden Surprises – Clear expectations mean no last-minute fees or limitations that throw you off track.
2. Confidence in Your Team – You’ll know your vendors are reliable, transparent, and the right fit for your style.
3. Stronger Coordination – Weddings run on teamwork. The more you know about how vendors operate, the easier it is for your planner to keep everything seamless.
4. Protecting Your Vision (and Budget) – The right questions make sure you’re not blindsided by extra costs or missing pieces on the day-of.
The Key Questions Brides Often Forget to Ask
Here’s a list of often-overlooked questions you should be asking your vendors. These are the
details that separate a stress-free wedding from one filled with unexpected challenges.
Venue
What time and for how long do we have access to the venue? (For both set-up and breakdown.)
Can we bring our décor and items the night before, and can they stay until the following morning post-wedding?
Is the rehearsal included, or is that an extra fee?
Do you provide a communication platform/portal where all options and pricing are listed?
Are tables and chairs included? If so, how many and in what style?
Do we need to rent place settings, glassware, and linens, or are they included? If included, is it standard or an upcharge for upgraded styles?
Do you have preferred catering teams? If so, are we required to use them, or can we bring in our own?
If catering is provided, does it cover the entire event or only a certain number of hours?
Can we bring in our own food or alcohol? If yes, is there a corkage or service fee?
Are there décor restrictions? (Candles, sparklers, confetti, etc.)
Is there a noise or music cut-off time?
Do you allow additional rentals like food trucks or photo booths on property?
Caterer
Do you provide enough staff to cover the entire event, including set-up, service, and clean-up?
Is cake cutting included, or is there a fee?
Do you provide bar service, or is that separate?
How do you handle dietary restrictions and allergies?
How do you handle vendor meals (DJ, photographer, planner)?
Do you allow leftovers to be boxed and taken home, or is that prohibited?
Photographer/Videographer
Do you have backup equipment in case something fails?
What happens if you’re sick or unavailable on our wedding day?
Do you edit all of the photos/videos, or just select a portion?
How many final images or hours of footage should we expect?
Do you charge extra for travel time or multiple location shoots?
Florist/Designer
Do you repurpose ceremony arrangements for the reception?
Do you provide candles, vases, or stands—or do those need to be rented separately?
What happens to the flowers after the wedding? Can they be donated or gifted?
How do you handle last-minute substitutions if a flower isn’t available?
Entertainment (DJ/Band)
Do you provide MC services in addition to music?
What’s your backup plan if equipment fails?
How long do you perform, and what’s the cost for overtime?
Do you bring your own equipment (speakers, mics, lights), or does the venue provide some of it?
Do you have insurance? (Many venues require proof.)
Final Thought
Your vendors aren’t just service providers—they’re partners in bringing your wedding vision to life. The more specific your questions, the fewer surprises you’ll face, and the more seamless your celebration will feel. At Marth & Moments, we know the right questions to ask, the red flags to avoid, and how to build a vendor team that works in harmony. Let us guide you through the details so you can stay focused on what truly matters—celebrating the start of your forever.
