Ask every vendor
- Are you free on our date, and is the date held for us while we decide?
- What exactly is included in the price, and what costs extra — travel, overtime, setup, tax, service?
- How much is the deposit, when are the other payments due, and what happens if we cancel or move the date?
- Who will be there on the day — you, or someone from your team — and what happens if that person is ill?
- Do you have liability insurance, if the venue asks for it?
- Can we see a full example of your work, not only the highlights?
Write the answers into the quote or the contract. In Bridewell, keep each vendor's contacts, quote, contract and payment dates together, so nothing lives in an old email.
Venue
- How many guests fit seated for dinner, and with a dance floor?
- Is catering in-house, or can we bring our own? Are there vendors we must use?
- What time can we arrive to set up, and when must everything be cleared?
- Is there a noise limit or a closing time for music?
- What is the plan if the weather turns, for an outdoor ceremony?
- Is the venue step-free, and where can older guests sit comfortably?
Photographer and videographer
- How many hours are included, and what does an extra hour cost?
- Will there be a second shooter?
- How many edited photos do we get, how, and how long after the wedding?
- Can we print and share the photos freely? Will you use them in your own marketing?
- Do you carry backup cameras and keep two copies of everything?
Caterer and bar
- Can we have a tasting, and is it included?
- How do you handle allergies and dietary needs, and how should guests' needs reach you?
- How many staff serve, and are service charges and gratuity included?
- What does the bar include, and is it charged per person or by consumption?
- When do you need the final head count?
DJ or band
- Can we send a must-play and a do-not-play list?
- Do you bring sound and lighting, and what power and space do you need?
- How long do you play, and when are the breaks?
- Will you announce the entrance, toasts and first dance?
Florist
- Which flowers are in season on our date, and which would you suggest instead of what's out of season?
- Is delivery, setup and collection included? Can arrangements move from the ceremony to the reception?
- Are vases and stands rented, and what happens if one breaks?