100+ Must-Ask Questions for Your Wedding Vendors

When planning your wedding, selecting the right vendors is pivotal to ensuring your day is as magical as you've always dreamed. A beautifully coordinated event where each vendor complements the other can make all the difference. To aid you in this crucial task, here are our recommended questions to ask. Be it for photographers, florists, caterers, or DJs, this comprehensive guide will help you ask the right questions to find your perfect vendor match.

25 Questions to Ask Your Wedding Venue

• How many hours included in package? 

• Does it include getting ready time? 

• Is there a space to get ready? 

• When can we do a rehearsal (day before/week before)? 

• Length of rehearsal time

• What’s included in the packages – furniture (tables/chairs), AV, lighting, total # of spaces

• Who sets up & strikes tables & chairs?

• Are linens available? 

• Are your linens steamed? 

• Where is power/electrical outlets? 

• Is there water available for catering & drinking water? 

• Are there options to extend hours on our packages? 

• Is there ice available on site? 

• Is there a kitchen? 

• Do you require certain vendors or can we bring our own? 

• Do you require event insurance? 

• What’s your alcohol policy? 

• If I have a vendor not on your preferred vendor list, what is the process for getting them vetted? 

• Is there a loading/unloading zone?

• How much parking do you have? 

• Is this a shared space? 

• What are your safety protocols? 

• Can we put up/out signage? 

• Is there a rep from the venue on site day of? 

• Do you allow outside catering? 

26 Questions to Ask Your Wedding Photographer

• How many hours are included? 

• What’s included in your package?

• Do you include a second photographer? 

• What’s your turnaround time? 

• When can I expect sneak peeks? 

• Do you include an engagement shoot? 

• What is your usage policy? 

• Do you require a shot list? 

• What is your photography style? 

• How many photos are included? 

• Do you bring lights with you? 

• Get to know your photographer on a personal level to make sure your personalities mesh 

• Do you have advanced planning meetings before our wedding day? 

• What format do you provide the photos in? 

• What’s your experience with shooting people of diverse backgrounds and skin tones? 

• What is your experience with shooting children? 

• Are you comfortable with pets? 

• Are you planning on roaming the wedding vs staying setup in one spot? 

• Will you take details photos (the space without people in it)? When would you like to have the reception space set up by? 

• Do you offer videography? 

• Do you work well with other visual vendors (videography or content creators)? 

• What kind of equipment do you bring? (drone, etc.) 

• Do you have a backup memory card? 

• What is your protocol if your equipment malfunctions? 

• How long do you keep backup copies of your photos? 

• What’s your cancellation/retention policy? 

32 Questions to Ask Your Wedding Caterer

• Do you include a tasting? 

• Do you have dietary friendly options? (vegan, vegetarian, etc.)

• Do you charge additional fees for additional dietary options or kids meals?

• Do you offer kids meals? 

• What’s the server to guest ratio? 

• What’s the bar to guest ratio? 

• Do you offer bartending? 

• What do you provide day of? (equipment and supplies – plates, napkins)

• Will you manage rentals (plates, napkins, etc.)? 

• Are you partnered with any rental companies? 

• Will you work with other rental companies even if you are partnered with someone? 

• What kind of food/what is your specialty?

• Do you feel comfortable preparing cultural dishes or something that is not on your menu? 

• Can we create custom menus with you? 

• Do you prepare the food on site? 

• Do you require power outlets on site? 

• How much space do you need for prep? 

• Will you do a venue walkthrough? 

• What style of service do you provide (sit-down dinner, buffet, etc.) and what’s the cost difference? 

• Do you offer bussing service? 

• Are there any caveats about bussing? (we won’t bus if we didn’t manage your rental)

• Will you wash dishes and put them away for the rental to pick up? 

• What is your plan for leftovers? 

• Do you provide cake cutting service? Is there a charge? 

• Do you need refrigeration on-site? 

• Will you help me create a system to identify folks with dietary restrictions during service? 

• Do you offer wine service? 

• Do you offer coffee service after the meal? 

• Do you offer dessert? 

• Are you a full-service caterer? 

• How many years have you been in business? 

• Are you insured? 

16 Questions to Ask Your Wedding Florist

• What is your design process?

• Where do you get your flowers from?

• Is there seasonality with the availability of your flowers? 

• Will you work with florals that I provide? 

• Do you space on site to create your arrangements? 

• Do you set up ceremony and centerpiece and reception florals?

• Will you move florals after the ceremony?

• How do you manage florals after the wedding? 

• If I want a specific vase or holder, will you arrange in things I provide or help me order them and charge me?

• Do you offer table decor? 

• Do you offer ala carte service? Can I order just a bouquet or a boutonniere?

• What is the best way to keep my flowers fresh throughout the day? 

• I have a lot of allergies, but I love florals, do you have any recommendations for alternatives? 

• Do you have recommendations for preserving florals (i.e., my wedding bouquet)? 

• Can you do floral installations? 

• Do you use sustainable materials in your arrangements? 

30 Questions to Ask Your Wedding DJ, Live Band, or Musicians

• What is your process for creating a playlist for my day? 

• Do you do live mixing? 

• Do you bring your own equipment? 

• Will you do a site visit? 

• What will you need us to provide for set up? 

• What is your protocol if you can’t show up? (cancellation/no longer available) 

• What is your process for taking requests from my guests? 

• Will you emcee my event? 

• Will you release tables or should my coordinator? 

• Do you have any add-ons? (lighting, photobooth) 

• How long have you been a wedding DJ?

• Where do you source music? (do you need internet available) 

• Do you require any specific accommodations if our ceremony/reception is outside? 

• Do you have microphones? Are they wireless? Are they corded? Do you have a mic stand? Do you have lapels? Do you bring your own extension cords? 

• Will you be at my rehearsal? 

• Can we do a sound check? 

• Do you bring your own speakers? What is your provided AV set up? 

• How many people are in your band or on your team? 

• What size stage do you require? 

• How long is your service? 

• How do you create your playlist? 

• Do you play covers? Are there any off-limits musicians? 

• Will you provide a copy of the songs played at my wedding after? 

• Do you bring any backup gear? 

• How do you manage the crowd? 

• Do you want vendor meals provided? 

• What is your protocol for inclement weather? 

• Are we able to rent any equipment from you for a DIY set up? 

• What is your protocol on breaks? 

• How many setups do you have? (if the reception and the ceremony are in two different places) 

37 Questions to Ask Your Wedding Hair and Makeup Artist

• What is your specialty? (natural, glam, up-do’s, curly, straight) 

• Do you have a team? 

• How many people can get done at once? 

• What is your limit on the number of clients? 

• How long will you stay?

• Can you do touch-ups before the ceremony, reception, etc.? 

• How many weddings will you be doing on my wedding day? 

• Is a trial included? 

• Are you experienced in ethnic hair and diverse skin tones? 

• Are there any extra charges for curly or extra-long hair? 

• Do you include skin prep? 

• How should we arrive both for hair and makeup? 

• Do you provide any enhancements like extensions, coloring, cutting, lashes, etc.? 

• Is male grooming available? 

• Do you have any experience in queer or non-binary makeup and hair? 

• What products do you use? 

• Do I need to bring my own makeup? 

• Will you leave any products for touch-ups? 

• Do you use waterproof or sweatproof products? 

• Do you have experience working with sensitive skin? Textured skin? Dry/oily skin? 

• Will we need to provide any personal hair products that we use? 

• How big of a space do you need for hair and makeup? 

• What is the average time per person to do their hair and makeup? 

• Do you recommend the bride going first? 

• Do you have experience in doing hair and makeup for children? 

• Do you have experience doing hair and makeup for mature folks? 

• Are you able to source vegan products? 

• Can we make special product requests and is there an extra fee associated with requests? 

• What steps do you take to ensure my hair and makeup can withstand the day? 

• How do you manage if someone doesn’t like how their hair or makeup turned out? 

• Do you have packages for weddings and engagement photos? 

• Do we have to come to your studio vs you coming to our wedding venue? 

• Is there a travel fee? 

• What equipment do you bring? (blowdryers, curlers, etc.) 

• How long before the day should I tan/spray tan? 

• How long before the day should I cut my hair/process my hair? 

• When should I do my trial? 

30 Questions to Ask Your Wedding Officiant

• How many meetings do we get with you before our wedding? 

• Will you help us build our ceremony? 

• Are you religious or non-denominational? 

• Do you have experience queer or ethinc weddings? 

• Will you be at our rehearsal? Is there an extra charge for that? 

• Will you run our rehearsal or will our coordinator? 

• Will you turn in our marriage license paperwork or pick it up for us? 

• When do you arrive prior to the ceremony? 

• How long will you be there day of? 

• What is your process for writing out the ceremony? 

• When do you recommend we sign the marriage license? 

• What will you be wearing at my wedding? Do you need floral arrangements? 

• How many weddings have you officiated? 

• What is your cancellation policy? 

• Will you hold on to our vows for us? 

• What kind of setup or equipment do you require? 

• Will you do a site visit with us? 

• When do you recommend we do sound check? 

• Will you help our guests get seated/stand? 

• What is your experience with crowd management? 

• How do you handle stressful situations? 

• Will you be in our photos? 

• Are you ordained? And under what pretences? 

• Have you worked at our venue before? 

• Do you need any special accommodations? 

• Do you have pre-made ceremony templates for us to choose from? 

• How do you manage people other than the couple saying stuff during the ceremony? 

• What is your fee structure (do you require a deposit)? 

• Do you have experience with traditional or religious unity ceremonies? If yes, what kinds? 

• What is the shortest and or longest ceremony you’ve officiated? 

40 Questions to Ask About Wedding Desserts

• Do you offer tastings? Are they included? 

• Do you work out of a commercial kitchen or work from home? 

• Will we need to pick up or do you deliver? 

• Will you set up the cake table? Or will we? 

• Does our cake/dessert need to be refrigerated? 

• How long can our cake/dessert sit out? 

• Will you be using dowels in our cake? 

• How many flavors or options do you provide?

• Can you make vegan or gluten free desserts? 

• What is your protocol on food allergies? 

• Are you a certified vegan or gluten free kitchen? 

• Do you make other desserts? 

• What is your specialty? 

• Are you able to make egg free desserts? 

• What kind of frosting do you use? 

• What is the best way to cut my cake? 

• Do you include takeaway boxes? 

• Will you recreate our cake/dessert every year for our anniversary? 

• How do you recommend we save/freeze our dessert of our anniversary? 

• What size cake stand will I need? Can you provide a cake stand? 

• What type of setup will I need at the venue? Will you help me setup? 

• Will you serve cake/desserts? 

• Do you have recommendations for drinks or wine that goes with your dessert/cake? 

• Do you provide signage for desserts? 

• Can you provide a full ingredient list for all of your desserts? 

• Are you willing to collaborate with other vendors? 

• How many servings do you recommend for our guest count? 

• Are the desserts finger-food style or do we need plates and forks? 

• Do you have your cottage kitchen license? 

• How long have you been making these desserts? 

• Are you insured? 

• Can I make special requests for flavors? 

• What is the protocol should someone get sick? 

• What is your process for cross-contamination? (pet dander, etc.)

• Do you use nuts in your baking process? 

• How far in advance are you preparing our desserts? 

• Do you provide serving utensils or plates? 

• Are you open to using a family recipe? 

• Are you open to working with other bakers? 

• Where do you source your ingredients from? 

The key to planning a successful wedding is asking the right questions to the right people. These questions ensure transparency and clarity, helping you build a trustworthy vendor team that aligns with your vision. Whether you're aiming for straightforward logistics or intricate coordination, you'll find these questions invaluable throughout your planning journey. Happy planning, and may your wedding day be as radiant and love-filled as you’ve always imagined!