Questions to Ask Wedding Vendors Before You Book (and How to Interview Them)

Updated October 2026 with new tips from Episode 158 of the podcast.

Images by Mikayla Jean Photography. Full vendor list below

Most first vendor calls go the same way. You ask, "Are you available?" and "How much is it?" and then the conversation kind of stalls. Those first calls can feel a lot like a job interview where you're the one doing the hiring, but no one has told you what to ask.

After more than 20 years and over 500 weddings, I can tell you that the questions that matter most are usually the ones couples don't think to ask until something goes wrong, and by then it's too late. Things like, "Wait, gratuity wasn't included?" or "Wait, there's another wedding here the same day?"

So in this post, I’ll walk you through the questions to ask wedding vendors before you book: how to prepare for your vendor calls, the five questions I’d ask every vendor, and the key questions for your biggest vendors. And at the bottom, you’ll find the full list of questions for all 13 types of wedding vendors, so you can pull it up before your next call.

Before you book the call

Start with a shortlist of five to ten options for each type of vendor. Reach out by email first to check availability and general pricing, and then schedule calls with your top three. This keeps you from spending every weekend on vendor calls, and it makes it much easier to compare your options.

And please don't feel like you need every answer about your wedding before you reach out. It's completely normal not to know the exact number of centerpieces you need (or even the type of flowers you want), or how many hours you'll need your photographer at this point. A good vendor will walk you through all of that.

Personality also matters, especially with the vendors you'll spend the whole day with: your planner, your photographer, and your DJ. These are the people right next to you on one of the biggest days of your life, so you want to actually vibe with them!

Five questions to ask every wedding vendor

No matter which vendor you're talking to, these are the five questions I'd ask every time.

1. "Can you send us an itemized quote with all possible additional charges included?"

This includes things like tax, service charges, travel, overtime, and gratuity. The starting price on a website is rarely the final number, so get everything in writing before you start comparing vendors. A starting price is not your final price.

2. "Who will be working at our wedding?"

Many photographers, DJs, and planners work with associates or a team, which can be a great option. Just make sure you know exactly who will be there on your wedding day, and ask to meet them if it's not the person you're talking to.

3. "Have you worked at our venue, or a similar one?"

A vendor who knows your venue already understands the load in, the setup time, and the lighting. If they haven't worked there before, that's okay. Pay attention to whether they ask thoughtful questions about the space.

4. "What is your policy if we need to change our date or cancel?"

It's not the fun part of planning, but plans do change. Before you sign, make sure you understand what's refundable, what transfers to a new date, and when each payment is due.

5. "Can we see a full wedding you've worked, or speak with a past couple?"

Highlight reels on social media show snippets of a vendor's very best moments. A full gallery, a video of a DJ hosting an entire reception, or a conversation with a past couple will give you a much clearer picture of what to expect.

The make or break questions for your biggest vendors

Now let's talk about the vendors that shape the rest of your wedding. For each one, these are the questions that will help you make your decision.

Your venue

"Can we see an example of an estimated final invoice, including all possible additional charges?"

Most venues can't give you a true final cost at the first meeting, since so much depends on your guest count and the choices you make later. But they can show you what a typical final invoice looks like. If your venue has a food and beverage minimum, that number is the starting point, not your total. Service charges and tax are added on top, and together they can add 25 to 30 percent. Minimums do not equal totals.

"Are we required to use your preferred vendors?"

Some venues have an exclusive caterer, a preferred vendor list, or a fee for bringing in outside vendors. Knowing this up front can change your entire budget. If you pick a venue because of a great rental price, but then you're required to use their caterer and bar service, you're at the mercy of their pricing and options.

"Are there any other events booked here that day?"

If there's another wedding or event the same day, ask how they keep them separate, from setup times to shared spaces like restrooms and parking.

"What is the backup plan for weather?"

For any outdoor space, ask exactly where you'll go if the weather doesn't cooperate, and when you'll need to make that call.

Your caterer and bar

It might seem surprising, but at this first meeting you're probably not tasting their food. That usually happens later, once you've booked and you're finalizing the menu. I know that can feel backwards. How do you book your caterer without a tasting? That's where reviews come in.

If a tasting before booking is really important to you, ask about it in your first email. Most caterers can arrange one, but there will likely be an extra charge.

You'll find the same thing with a lot of cake tastings. I know it can be frustrating, but from the business side, tastings take a lot of time and food, and offering them for free without any commitment just isn't sustainable for most small companies. It's the same reason many bridal shops charge a small fee for appointments, especially on weekends. Their time and appointments are limited, and the fee helps them focus on couples who are ready to buy.

"What service style do you recommend for our guest count and space, and how does that affect the price?"

Buffet, stations, and plated dinners can look very different on the final bill, because each style needs different equipment and staffing. A plated dinner usually needs more servers to bring out each course, while buffets and stations need more serving pieces, more space for guests to move through, and sometimes an attendant at each station. Understanding your options early makes it much easier to compare quotes.

"How do you determine staffing, and will servers stay to clear glassware through the

end of the night?"

This one matters most if you're at a unique venue or bringing in an outside caterer or bar service. At a more traditional venue with in house catering, staffing is usually built in and not something you'll need to worry about. But when you're hiring separately, staffing is often where one quote looks less expensive than another, and it can make a big difference on the wedding day. If they also handle the bar, ask who provides the alcohol and how many bartenders you'll have.

Your photographer

"Can you help us with our timeline so we can figure out how many hours of coverage we need?"

You don't need to know your hours before this call. A good photographer will walk through your day with you and help you figure out how much coverage you actually need, rather than just recommending the biggest package. Also ask what's included, like a second shooter or an engagement session, and when you can expect your full gallery.

Your DJ or band

"Is ceremony and cocktail hour music included? Will you provide a mic and speakers for the ceremony?"

Many couples assume it is, then find out later that ceremony sound is an additional cost.

"How do you handle the MC role?"

Your DJ is the voice of your reception, so you want to understand how they handle announcements, introductions, and toasts. This is especially important if you're considering a DJ who doesn't specialize in weddings, since MCing a reception is a very different skill than playing music at a party or club.

Your planner or coordinator

"What exactly is included, and when do we start working together?"

Wedding planning services can vary a lot, so make sure you understand exactly what you're getting. (If you're not sure which type of help you need, read Wedding Planner vs. Day of Coordinator: Which One Do You Actually Need?)

"What is your preferred method of communication, and how often can we expect to hear from you?"

There isn't one right answer here. What matters is whether their communication style works for you. Ideally they'll be a little flexible with your schedule and how you like to communicate, but that's not always the case. If that's going to be a deal breaker for you, you want to know before you sign anything.

Listen to how they answer

As you're having these conversations, listen to more than just the price. Pay attention to how they answer.

Good signs include specific answers, familiarity with your venue (or thoughtful questions about it), and vendors who ask you questions, because they're trying to understand what you want.

Red flags include vague answers about what's included, no contract, or anyone who makes you feel silly for asking questions.

And always trust your gut. It's completely okay to keep looking until you find the right fit.

Frequently asked questions

How many wedding vendors should we meet with? Start with a shortlist of five to ten for each type of vendor, email them to check availability and pricing, and then schedule calls with your top three.

Do we need to know all of our wedding details before we contact vendors? No. It's completely normal not to know your exact counts or hours yet. A good vendor will help you figure that out.

What should we ask every wedding vendor? Ask for an itemized quote with all possible additional charges, who will be working your wedding, whether they've worked at your venue, what their policy is if your date changes, and whether you can see a full wedding they've worked.

Do wedding vendors need a meal? Usually, yes. Vendors who are with you for most of the day, like your planner, photographer, and DJ, typically need a meal, so include them in your final count.

Want help putting this into practice?

If you’re looking at your vendor list thinking, okay, but who do I book first, that’s exactly what the Wedding Planning Blueprint is for. It walks you through the Planning Path step by step, with templates and personal help from me through Ask Kate.

And if you’d like to ask your questions live, join me at my free monthly Wedding Planning Happy Hour.

Planning on a smaller budget? Read Can You Have a Wedding for $10,000?

Listen to the full episode on The Wedding Planning Collective Podcast.

Wedding vendors

 Venue: Shinola Hotel

 Day of Coordination: Planning Collective

 Photography: Mikayla Jean Photography

 Florals: River Daughter Florals

 Invitations: Zola & Minted

 Hair and makeup: Ash Beauty & Tonya Pop

 Attire: Ivory Loft

 DJ: Lufru Entertainment

The full list: questions to ask potential wedding vendors

Here are all the questions by vendor type, beyond "Do you have our date available?" and "How much does it cost?" You don't need to ask every single one. Use this list to pick the ones that matter most for your wedding.

Questions to ask potential wedding venues

• How is pricing determined?

• What is the comfortable capacity with room for a dance floor?

• Will there be other weddings or events at the venue on the same day?

• What is included in the rental? (Tables, chairs, linens, plates, glasses, etc.)

• Is there an onsite coordinator? If so, what is their role on the wedding day?

• Are there any vendor requirements, or can we hire anyone we'd like?

• Do you have preferred vendors you like to work with?

• Do you require liability insurance from us or our vendors?

• Are real candles, flower petals, confetti, or sparklers allowed?

• Do you have rooms for the wedding party to get ready in?

• What time do we have access to the venue? How about vendors?

• How long do we have at the end of the night to clean up?

• Do you have separate spaces for the ceremony and reception?

• Where are the restrooms for guests?

• Is parking included? Valet?

• Is coat check included?

• What are the backup plans for outdoor locations?

• What are the options for the ceremony rehearsal?

• Does your staff take care of setting up tables, linens, chairs, etc.?

• What is the cancellation or reschedule policy?

• If it's a hotel venue, do you offer complimentary wedding suites or guest room block rates?

Questions to ask potential wedding caterers and bartenders

This may be a separate company if you're having a backyard wedding or a wedding at a unique venue.

• Are you licensed and insured?

• Have you worked at our venue before?

• Can we supply the alcohol? Do you supply the mixers?

• Do you supply plates, flatware, and linens?

• What's included in your menu packages? Do you allow menu adjustments?

• Do you offer bar staffing?

• Does your staff set the tables? (Plates, flatware, glasses)

• Are staff gratuities included in the pricing? If not, what's the preferred rate and way to handle them?

• Do you allow tip jars on the bar as an alternative?

• How are tastings handled?

• When do you need final counts?

• Do you prepare extra meals?

• How do you handle kids' meals? Vendor meals?

• What do you do with leftovers?

• How do you prepare and bring food to the event (if not prepared onsite)?

• What space, tables, etc. will you need for a catering prep area (at a nontraditional venue)?

• Does your staff stay through the end to continue clearing glassware?

• How do you handle allergies and dietary restrictions?

• How is pricing determined?

Questions to ask potential wedding planners

• What services do you offer? Full service, partial planning, month of, or day of coordination?

• How long have you been planning weddings?

• Have you worked at our venue(s) before?

• Do you have photos or reviews of weddings you've done? From our venue?

• What are your payment plans, cancellation policies, deposit requirements, and travel fees?

• How does the planning process work?

• What is your preferred method of communication, and how often can we expect to hear from you?

• Do you offer design help as well as planning? How does that work?

• Can you work within our budget?

• Do we make the payments to the vendors, or do you?

• Do you help us with vendor recommendations, and how many?

• Are there required vendors that we would have to work with?

• Do you communicate with vendors and/or attend meetings with or for us?

• Do you receive any commissions or payments from the vendors you recommend?

• Do you use any planning software that we would have access to?

• Do you help us create a budget plan, the wedding timeline, etc.?

• Do you have any extra fees?

• Will you be working our wedding on the day? Do you have assistants?

• What is your contingency plan if something happens to you?

• What time do you arrive and leave?

• How do you handle conflicts or issues on the wedding day?

• Are you insured?

• Do you attend the ceremony rehearsal? The rehearsal dinner?

Questions to ask potential wedding florists

• Have you worked with our venue(s) before? Do you visit prior to the wedding?

• How do you price your services? Packages, itemized, etc.?

• Do you have a minimum budget?

• What is the payment schedule?

• Do you include pickup at the end of the wedding? Would we need to return anything?

• Is there an extra charge to drop off personal flowers (bouquets and boutonnieres) at a different location?

• Can we see examples of your work and previous weddings you've done at our venue?

• Based on our budget, what flowers and design ideas do you recommend?

• Do you help with ideas to maximize our budget? For example, repurposing flowers from the ceremony or using in season flowers.

• What types of vases do you use?

• Do you offer any other rentals for wedding decor? Some florists also help with linens, chairs, chargers, etc.

• Can you provide flowers for our cake? Extra flowers for flat lay pictures?

• Can you help preserve my bouquet, or do you have suggestions?

• Are you insured? (Your venue may require this.)

Questions to ask potential wedding photographers

• Have you worked at our venue(s) before? How do you enjoy working there?

• How long have you been a wedding photographer?

• What are your packages, and what would you suggest for our wedding?

• What is your editing style? Can we make requests for different styles?

• Do you bring additional lights? Additional cameras?

• Do you focus on wedding detail shots, like flat lays and reception details?

• How long does it take to receive all of our photos after the wedding?

• Do you provide sneak peeks? When would we receive them?

• Do you have any travel fees?

• How many hours are included in your service?

• Is a second photographer included in your package, or is that extra?

• Can you help us with posing? Can we send you our pose ideas?

• Can you help recommend photo locations around our venue(s)?

• Do you help us create our family photo list?

• Do you offer prints and albums, or a print release so we can have them made elsewhere?

• Do you provide a digital gallery after the wedding?

• Would we meet before the wedding? Is an engagement session included in the package?

• Do you have any special needs for the wedding day, like food restrictions we need to keep in mind?

Questions to ask potential wedding videographers

• Have you worked at our venue(s) before? How do you enjoy working there?

• Have you worked with our photographer before?

• How long have you been a wedding videographer?

• What are your packages, and what would you suggest for our wedding?

• What is your editing style? Can we make requests for different styles?

• Do you bring additional lights? Additional cameras?

• Do you focus on wedding detail shots, like flat lays and reception details?

• How long does it take to receive our video after the wedding?

• Do you create a recap video as well as the full length video?

• Do you have any travel fees?

• How many hours are included in your service?

• Is a second videographer included in your package, or is that extra?

• Do you provide mics, and how many?

• Do we need to record our vows at a separate time for video overlay?

• Do you pick the music for our video, or do we give you suggestions?

• How do we receive the final video?

• Would we meet before the wedding?

• Do you have any special needs for the wedding day, like food restrictions we need to keep in mind?

Questions to ask potential wedding DJs

• Have you worked with our venue(s) before?

• What packages do you offer? Can they include ceremony and cocktail hour music?

• How long have you been a wedding DJ? How many weddings do you do per year?

• Who will be our DJ for the wedding?

• Do you or your DJs have backup equipment in case something goes wrong?

• Do you provide dance floor lighting, uplighting, or photo booths?

• What does your DJ setup look like? Do you put out signs or promo material?

• Will we need to provide anything for you (table, linen, power cords, etc.)?

• How do you handle the ceremony music? Does it come with a mic for the officiant?

• How do you create playlists? Are we able to make suggestions or requests?

• Do you take requests from guests?

• What do you do to motivate the crowd if our guests are not dancing?

• Do you handle the MC role when it comes to making announcements?

• What are your payment plan options?

• Do you work with our venue and planner on the timeline?

• Are you insured?

• Do you have any food restrictions?

Questions to ask potential wedding bands

In addition to most of the questions for DJs, also ask:

• How long have you been performing together?

• Is it the same group of musicians, or are they contracted for each event?

• How many breaks do you need, and how often? Do you play music during breaks?

• How many band members are there in total?

• Can you provide musicians to also play the ceremony and cocktail hour?

• How much floor space do you need, not including the dance floor? Do you require a stage or risers?

• Do any of your band members have food restrictions?

• Do we need to provide a green room for the band members for dinner and breaks?

Questions to ask potential wedding officiants

• Have you worked at our venue before?

• How long have you been a wedding officiant?

• Do you offer or require any premarital counseling?

• Will you help us create the ceremony script? Can we preview or approve it?

• Can we include or exclude any religious components?

• How long can we expect the ceremony to run?

• Can we write our own vows? Are you able to help us write them?

• How many times would we meet?

• Do you attend the rehearsal? Is there an extra fee?

• Do you help line up our family and wedding party before the ceremony?

• What are your fees, deposit, and cancellation policies? Travel costs?

• Do you have a backup plan if you cannot attend the wedding for any reason?

• Can you explain when and how to apply for our marriage license? Do you mail in or submit the license after the wedding?

Questions to ask potential wedding rental companies

• Have you worked at our venue(s) before?

• Are there any extra fees associated with our venue? (Some companies charge extra if the venue has a challenging load in process.)

• Will you work with the venue to schedule delivery and pickup?

• What are the prices, payment plans, deposits, extra fees, etc.?

• How do you handle final counts? Can we increase or decrease our counts, and is there a fee?

• When do we need to give you guaranteed numbers?

• What happens if something breaks or gets stained or damaged?

• Will your team deliver and pick up the items? Will they just drop off, or set everything according to the layout? Is there an added charge for setup?

• What condition do the items need to be returned in? (For example, do plates need to be washed?)

• For larger items like tents: Do you need to do a site visit or get approvals for power lines? When do you set up and take down the tent? Can we cancel the tent if we don't end up needing it because of the weather?

• Do you install and set up things like lights, dance floors, and bars, or will we be responsible for that?

Questions to ask potential wedding transportation companies

• Are you licensed and insured?

• What's the hiring and training process for your drivers?

• What vehicle options do you have for our group size?

• Can we change the pickup and drop off locations if needed?

• Can we change the vehicle size if our count goes up or down?

• Can we add time at the end of the night if we need to?

• Is gratuity for the driver included?

• How much notice is required to book?

• Will we have a phone number to reach the driver in case we need to update our time or location?

Questions to ask potential wedding hair and makeup artists

• How long have you been a wedding hair and makeup artist?

• Can we see photos of your previous work?

• Will you come to us at the hotel or venue?

• Do you have a minimum number of services for weddings?

• If you travel to us, what will we need to provide for you (stools, power cords, mirrors, etc.)?

• Do you work alone, or do you need an assistant? What are those fees?

• Are you comfortable working with all skin tones, mature skin, and all hair types?

• Can you accommodate allergies, sensitive skin, etc.?

• What brands do you use?

• Do you offer additional services (airbrush, spray tans, lashes, etc.)?

• If we need to be done by a certain time, what time will we need to start?

• Do you provide extra lip product, hairspray, or other products for touchups?

• How do you schedule trials? Is there an added fee?

• What are your deposit requirements and cancellation policies? Are there travel fees?

• Can bridesmaids bring inspiration photos?

• Are you licensed? Do you have insurance?

Questions to ask potential wedding bakers

• Have you worked a wedding at our venue before?

• How long have you been making wedding cakes? Are you licensed?

• Can we see examples of your work?

• What do you prefer working with? For example, fondant, buttercream, or sugar flowers.

• What cake flavors and fillings do you offer?

• Do you make cupcakes or sheet cakes?

• Do you offer tastings? Is there a fee?

• Do you offer vegan, gluten free, or other allergy friendly options?

• Do you offer other desserts if we want a sweets table?

• How is pricing structured?

• What is your cancellation policy, deposit requirement, payment plan, etc.?

• Do you deliver to our venue? Is there a fee?

• For a sweets table, will you set up and tear down the display?

• Will we need to return anything after the wedding?

• How do you transport the cake? What happens if it arrives damaged?

• Will you place fresh flowers on the cake if we order them from our florist?

• Do you have any additional fees?