Questions to Ask Before Booking Your Wedding Vendors

Booking your wedding vendors is one of the biggest decisions you’ll make in your planning journey. These are the people who will bring your vision to life and if you choose the wrong fit, it can lead to unnecessary stress, budget issues, or wedding-day surprises.

As professional planners, we’ve seen firsthand how the right questions can help you book with confidence and clarity. Here’s what to ask before signing any contracts.

General Questions to Ask All Vendors

Start every vendor conversation with the basics:

Are you available on our wedding date?
Have you worked at our venue before?
What’s included in your pricing or packages?
Do you carry liability insurance or permits (if required)?
What is your payment schedule, cancellation, and refund policy?

Getting these key details up front helps eliminate misunderstandings later.

Vendor-Specific Questions to Ask

Venue

What’s included in the rental (tables, chairs, linens, lighting)?
How many hours does the rental cover, and what’s the overtime policy?
Are there restrictions on noise, decor, candles, or end times?
Is there an indoor or covered backup space in case of rain?

Photographer / Videographer

Can we see a full wedding gallery or video—not just highlights?
What’s your turnaround time for photos or footage?
Do you bring backup equipment?
Will you personally be the one shooting our wedding?

Caterer

Do you offer tastings, and is there a fee?
Are staffing, setup, and cleanup included in your pricing?
Can you accommodate dietary restrictions or allergy concerns?
What’s your alcohol policy—do you provide bar service or work with a partner?

Florist

Can you design within our budget and suggest seasonal alternatives?
Do you handle setup, breakdown, and rental returns?
Can you show us examples of weddings with a similar theme or color palette?
What happens if certain flowers are unavailable?

Planner / Coordinator

What’s the difference between your day-of, partial, and full-service packages?
How do you support vendor communication and scheduling?
Do you create the wedding timeline and floor plan?
How many weddings do you manage per month or weekend?

Red Flags to Watch Out For

Vague or missing contracts
Lack of insurance or business license
Poor or delayed communication
Pressure to sign without discussion
No online presence or references

Trust your instincts if a vendor avoids questions or brushes off concerns, it’s a warning sign.

Bonus Tip: Ask for References

A trustworthy vendor should happily provide references or point you to recent reviews. Reach out to past couples and ask:

Were they reliable and professional?
Was the pricing transparent?
How did they handle unexpected issues?

You’ll get insights that even a great website won’t show.

Conclusion

Booking your wedding vendors is about more than just checking boxes it’s about finding the right people to bring your celebration to life, stress-free and beautifully. With the right questions in hand, you’ll feel more confident, informed, and excited to move forward.

Need help vetting vendors in Sarasota or beyond? We’ve worked with the best and can match you with reliable professionals who suit your style, budget, and vibe. Let’s make vendor booking one of the easiest parts of your planning process.