Questions to Ask Your Wedding Suppliers: The Ultimate Checklist Before Signing
Before signing with a wedding vendor, always ask them these 7 questions: are they available on your date and who exactly will be coming? What is included in the price, and what will be billed extra? How much is the deposit, and when is the remaining balance due? What happens in the event of a cancellation or postponement? Who replaces them if they are sick? Are they insured? And what do they expect from you on the big day? These questions apply to all vendors. Beyond that, each professional field has its own: you'll find them below, vendor by vendor.
A first meeting with a vendor goes by fast. You look at photos, you talk about your ideas, the connection is great, and you leave without having asked what happens if it rains or if the DJ gets strep throat. That’s not a lack of diligence. It’s just that no one gave you the list.
Here it is, in full: the questions common to all vendors, the red-flag answers to watch out for, and then a link to the checklist for each specific profession.
Why prepare your questions before a vendor meeting
You will meet between 8 and 15 vendors for your wedding: venue, caterer, photographer, DJ, florist, and often a wedding planner, videographer, hair stylist, and makeup artist. Each has their own terminology, packages, and terms. Without a checklist, you end up comparing quotes that aren't talking about the same thing.
The real risk: a misunderstanding, not a scam
Most disappointments don't stem from a dishonest vendor. They stem from a misunderstanding: you thought cake cutting service was included, it wasn't; you thought you'd get all the photos, you receive 500; you thought the music could play until 4 a.m., the venue cuts the sound at 2 a.m.
What Mariable thinks
An awkward question is simply a question that wasn't asked early enough. Discussing money, cancellations, or overtime at the first meeting isn't rude: it's what couples who have already planned an event do, and good vendors appreciate it. They are used to it, and their answers are often already written into their contracts.
Questions to ask all wedding vendors
Here are the common questions, grouped by theme. Ask them to every vendor, even the one who seems absolutely perfect.
Availability and team
- Are you available on our date, and how long can you hold it for us without commitment?
- Who will be there on the wedding day: you, or someone from your team?
- How many weddings do you take on per year, and how many on the same weekend?
- Have you ever worked at our venue, or at a similar venue?
The red-flag answer: “It will be someone from the team, we'll figure that out later.” You have the right to know who you are paying for.
Pricing and quote details
- What exactly does this price include, line by line?
- What potential extra costs could be added: travel, overtime, meals, accommodation, add-ons?
- Does the price include tax? (For a sole proprietor or micro-business, notes indicating sales tax exemptions, like France's “TVA non applicable, article 293 B du CGI”, are standard.)
- How long is the quote valid for, and can the price change between now and the wedding?
The red-flag answer: a one-line quote with no breakdown. Always ask for written details.
Payment and deposit
- How much is the deposit upon booking, and through what payment method?
- When is the balance due: beforehand, on the day of, or after the wedding?
- Are deposits refundable, and under what circumstances?
Benchmark: the deposit is usually around 30% of the total price, sometimes ranging from 20% to 50%. The balance is often requested a few days before the wedding.
The red-flag answer: 100% due upon booking, in cash, without an invoice.
Contract, cancellation, and postponement
- Is there a written contract, and can you send it to me before I book?
- What happens if we cancel? What if we postpone the date?
- What happens if you are the one unable to attend?
- Who replaces you in the event of illness or an accident, and how are they chosen?
The red-flag answer: “That's never happened to me.” It will happen one day, and a contingency plan must already exist.
Insurance and venue rules
- Do you carry professional liability insurance? Can you send me a certificate of insurance?
- Do you need specific information from the venue (access, schedules, electrical capacity, restrictions)?
Many venues require an insurance certificate from every vendor before the wedding. Get it at the time of signing: that's one less thing to chase down at the last minute.
On the big day
- What time will you arrive, and what time will you leave?
- What will you need on the day: vendor meals, a table, a power outlet, parking space, a changing area?
- Who should be your main point of contact on-site if we are unavailable?
- When do you need the final day-of timeline?
The red-flag answer: no follow-up questions about your timeline. A vendor who doesn't ask for the schedule has no intention of following it.
Questions to ask, vendor by vendor
Common questions aren't enough on their own. Every profession has its own specific traps: the venue's decibel limiter, the caterer's server-to-guest ratio, the photo delivery turnaround time, collecting vases for the florist. Here are the complete checklists:
| Vendor | The 3 most frequently forgotten questions | Complete checklist |
|---|---|---|
| Wedding planner | Do you receive commissions from vendors? How many hours are you on-site on the wedding day? Who manages the weather Plan B? | Questions to ask a wedding planner |
| Wedding venue | Is there a sound limiter, and what time does the music have to stop? Are we required to use a specific caterer? When can we set up and tear down? | Questions to ask during a venue tour |
| Caterer | How many servers will there be for our guest count? What does an extra hour of service cost? Is there a corkage fee? | Questions to ask a caterer |
| DJ | Can we provide a do-not-play list? Is your equipment compatible with the venue's decibel limiter? Do you handle sound for the ceremony and speeches? | Questions to ask a DJ |
| Photographer | How many photos are delivered and within what timeframe? Do you shoot with dual memory card slots? What can we do with the photos afterward? | Questions to ask a photographer |
| Florist | Who handles setup and teardown? Can ceremony flowers be repurposed for the dinner? Are the vases rented? | Questions to ask a florist |
How to run a successful vendor meeting
You have the list. Now you need to use it without turning the meeting into an interrogation.
- Send your details beforehand: date, venue, guest count, budget for this category, and 3 reference images of what you like. That way, the vendor arrives with answers, not questions.
- Start by listening: their initial questions will tell you a lot about how they work.
- Save the contract and money questions for the second half, once you’ve gotten to know each other.
- Take notes during the meeting, not in the evening when you get home. You won't remember who said what.
- Request the quote and contract in writing, even if everything was discussed verbally.
- Give yourself 48 hours before signing, even if they tell you another couple is interested in your date.
After the meeting: comparing answers
To compare two or three vendors, place their answers side by side. Price alone doesn't tell the whole story: what matters is what’s included.
| Criteria | Vendor A | Vendor B | Vendor C |
|---|---|---|---|
| Total price (incl. tax) | |||
| What is included | |||
| Potential additional fees | |||
| Deposit and balance due date | |||
| Cancellation and postponement terms | |||
| Backup vendor planned | |||
| Insurance certificate received | |||
| Your gut feeling (out of 5) |
To know if a price makes sense, also read our “Is this a fair price?” series: photographer, caterer, wedding planner.
What Mariable recommends
Ask the money and cancellation questions right from the first meeting, and get all answers in writing. The best time to talk about a postponement is when nobody needs one.
And trust your gut. If a vendor checks every box but you just don’t see yourself spending your wedding day with them, that is an answer in itself. You will see them more than some of your own guests.
FAQ: Questions to ask wedding vendors
What questions should you ask a wedding vendor at the first meeting?
The seven essentials: their availability on your date and who will be coming, what is included in the price, what extras might be billed, the deposit and balance due date, cancellation and postponement terms, their backup replacement if unavailable, and their insurance. After that, each field has its own specific questions.
How much deposit should you pay a wedding vendor?
Most often around 30% of the price upon booking, sometimes ranging from 20% to 50% depending on the vendor. The balance is generally requested a few days before the wedding. Always check the contract to see if the deposit is refundable and under what terms.
What should you do if a wedding vendor cancels?
Review your contract: it must provide for a refund of any sums paid or supply a replacement of equivalent standard. That is why it’s vital to ask the replacement question before signing. Also keep a written record of all communications.
Do you need a written contract with every wedding vendor?
Yes. A signed quote acts as an agreement, but a contract that clearly specifies hours, inclusions, payment, cancellation, and postponement will prevent the vast majority of misunderstandings. Request it before paying any deposit.
How many vendors should you meet before making a choice?
Two or three per profession is usually plenty. Beyond that, you start overanalyzing minor details and wasting time. Send your event details before each meeting so you can compare quotes that are based on the exact same scope.
In summary
- 7 questions apply to all vendors: availability and team, price inclusions, extra fees, deposit and balance, cancellation and postponement, backup replacement, insurance.
- Each profession then has its own unique pitfalls: use the checklist for that specific vendor.
- Take notes during the meeting and ask for everything in writing.
- Compare what the quotes contain, not just the bottom-line price.