It can be overwhelming to begin searching for the perfect vendor among the sea of options. Here are a few question to ask each vendor to get to know their style and test your compatibility!
Venue
- What is included in the rental fee (tables, chairs, linens, etc.)?
- Are there any restrictions (noise ordinance, end time, décor limits)?
- Is there a backup plan for bad weather (for outdoor venues)?
- Do you have a list of preferred or exclusive vendors?
- Do you require wedding/liability insurance?
- Will our wedding be the only one on the day/weekend at this venue?
Caterer
- Do you offer menu tastings, and is there a fee?
- Can you accommodate dietary restrictions and custom menu requests?
- How is pricing structured—per person, buffet, plated, stations?
- What staff is included (servers, bartenders, chef)?
- Do you handle rentals like china, glassware, and utensils?
Photographer
- Can we see a full gallery from a recent wedding?
- What is your editing style?
- Do you have experience shooting at our venue?
- What’s your approach—candid, posed, editorial?
- How many hours of coverage are included in your packages?
- What is the turnaround time for edited photos?
- Can we add a second shooter?
Videographer
- What is your filming and editing style?
- How do you capture audio during the ceremony and speeches?
- How many people will be on your team the day of?
- What’s included in the final product (highlight reel, full ceremony, speeches)?
- Can we request specific songs or moments to be included?
DJ
- How do you build your playlists—can we give input or a “do not play” list?
- How do you handle song requests from guests?
- What sound and lighting equipment do you provide?
- Do you act as the emcee throughout the event or do you have a team member that will work our event?
- Do you have backup equipment and a plan in case of emergencies?
Band
- What genres or styles do you specialize in?
- Can you learn specific songs for our ceremony or first dance?
- How many musicians are typically in your performance group?
- Do you provide all sound equipment and take care of setup?
- How many breaks do you take, and what’s played during breaks?
Wedding Planner/Coordinator
- How many weddings do you take on at once or in a weekend?
- Will you be there on the wedding day, or someone else from your team?
- How do you manage vendor communication and logistics?
Bakery
- Do you offer tastings, and how many flavors can we try?
- Can you accommodate dietary needs (gluten-free, vegan, etc.)?
- What’s your design process—can you replicate inspiration photos?
- How is pricing determined (per slice, design complexity)?
- Do you deliver and set up the cake on-site?
Florist
- Can you work within our budget and still achieve our vision?
- What flowers are in season during our wedding month?
- Do you handle delivery, setup, and breakdown?
- Can you show us photos of past weddings you’ve done?
- How do you handle substitutions if certain flowers aren’t available?
General Logistical Questions
After you find your dream vendor in each category, make sure you ask logistical questions like:
- Do you require breaks day-of?
- What type of meal do you require?
- What is your refund/cancellation policy?
- how much do you require as a deposit?
- What’s your payment schedule?
If you are planning a wedding in Roanoke, Richmond, Fredericksburg/Northern Virginia, The Shenandoah Valley, Coastal Virginia, or Charlottesville/ Lynchburg, Virginia, we can help with your wedding planning and ideas.
