Questions to ask your Wedding Team
A little worried on what to ask your wedding vendors before you hire them? That’s completely normal! Planning a wedding can be an overwhelming task because it’s an industry that’s always changing. There are so many trends and way more things to plan for a modern wedding. Interviewing vendors can be just as overwhelming. But it shouldn’t be with the right people and the right questions under your belt.
*Before we go on, I’m aware the term vendors might be a little new to some people. “Vendor” refers to anyone selling a service or goods. So this would mean any company or persons involved in the wedding industry.
Majority of people will tell you to avoid working with newer vendors. Unfortunately, this can bar you from potentially the best vendor team for your day.
Vendors whom of which are starting out, won’t have the most amazing time-line of experience of having done weddings. But I also happen to know of many vendors with 15 years + of experience, and still be terrible at their jobs or not deliver. Most new and old vendors are committed to making your day the best possible. At the end of it… we rely on word of mouth and reviews to get further in our careers!
If you are working with newer vendors, I would highly recommend meeting with them (as I do with every vendor if possible!) and seeing how you feel around them. Take a good look at their portfolio and perhaps have a test run with them if you can
Each vendor will have their own set of “frequently asked questions” tailored to their specific services and offerings. This article aims to assist you in navigating the process of selecting the most pertinent questions to pose to your potential wedding team, ensuring you make informed decisions for your special day.
Bouquet by Flourish Events
Typical Questions to ask when Enquiring
These questions are broad ones that can fit any vendor and will be usual of what gets asked when a client enquires about services.
My date is ****** are you available?
What kinds of pricing do you offer?
What is included in your services?
Do you have examples of previous work?
At the point of time of enquiry, there’s not a hell of a lot more you can ask. Once all of these answers line up with what you want as a wedding client, there’s more you can ask of each vendor.
Some vendors have their own guides and packet information they will provide you at this stage of enquiry, which other’s will provide more information about services and communications after booking has been made.
Paige’s Pantry slice and goodies
After Enquiry Questions
Once you’ve got the vendors attention and you’re wanting to lock them in, you’ll want to schedule a in-person meeting. Understandably, this might not always be possible. But even if it isn’t even just hearing their voice on the phone can be enough.
The in-person meeting can be a great opportunity to see how well you get on with that person. If you don’t get on with that person or there is a bad “vibe”, it may be cause to move on to another choice. You have those feelings for a reason.
In-person meeting questions can include
How often do you communicate with your clients?
What are the steps to book?
How do you help your clients during the time before their wedding?
Do you have any back up plans for emergencies or last minute issues?
These four are the most general things you can ask any vendor.
Optional Extras
The following aren’t a need. I’m always amused by blog that say you NEED to ask these questions. Ultimately they are “good to haves” but are also common place
Do you have liability insurance?
This one is a tricky one. You might be asking the wrong people for this. It completely depends on your venue and the contracts you have in place with them. Most community venues will state in their contracts that YOU as the hiree are liable for any damages. My suggestion in this case would be to look into your own event insurance. This will help cover own costs of damage caused by guests or yourselves. If your venue states that vendors on site must have insurance, then yes, you need to ask your vendors.
The next one I find amusing is
Are you licensed?
If someone is going to try to pull the wool over you, they are going to say it, aren’t they? You might be better investigating if you have concerns. A celebrant who is registered will be under the government “roll”. You can find this here and cross-reference. A caterer or drinks supplier may be continuously licensed, or apply for special licenses for the day. My suggestion here would be to ask to see their license and talk about what they intend to do for the day.
But the real kicker…..
How do you work with LBGTQA+ Couples?
Personally, I don’t see why anyone of any background should be treated any differently to any one else. Segregating a person or couple based on their background is just shit. Some blogs have suggested “differently to straight people” without actually realising there is so much more depth than that. The correct term would be CIS anyway 😉 Ultimately if someone is going to treat you differently, they don’t respect you and view it as a “life choice”. Your sexuality is not a life choice. It’s you, as just another person, trying to live your best life with someone you love. If someone asked me this question as a photographer, I would respond with the following - “Every couple has different needs and individual characteristics. Some are quieter, some are bolder. As a candid photographer, I’d be working to capture genuine moments between the two of you. With newlywed shoots, I’d make sure to work in with posing that suits you both as a couple and your personalities”.
Fancy a Drop - Trailer Bar for Hire - North Canterbury
Photographer/Videographer Questions
When can we expect to see photos/video?
Do you have any requirements for setting up?
How would you describe your shooting style?
I especially love this one as it will tell you much about that person - if they are a romantic, they’ll invite more candid moments and posing. If they are more traditional, they’ll tell you exactly what to do and everything will be staged.
Do you ever add extra hours or product add-ons to your services?
Celebrant Questions
How do you plan the ceremony speeches?
Will you help us write our vows?
Are there any things we may need to be aware of to get our marriage license?
This can be anything as simple as council rules regarding public parks
Florist Questions
Will you be on site to set up or deliver florals to us prior to the wedding?
This will be in the case of archways and larger arrangements
How will you communicate design with us?
Would you like any vases or anything returned to you after the wedding?
Are there any post-wedding preservations services you do or can you recommend someone to get in touch with?
Real flowers - if you want to keep them for a long time. Floral frames are becoming a popular way of keeping bridal bouquets
Caterer and Bartending Potential Questions
Do you provide cutlery or dishes?
Do you require access to the venue for set up or pack down?
What happens with left over food?
How do we prepare our budget for per person?
Who takes care of the rubbish or cleaning?
Who supplies alcohol?
Is there a time that the license runs out and alcohol cannot be served by you?
Is a tasting provided?
Cake Questions
Do you offer tastings?
Do you provide gluten free or vegan options?
How do we discuss design or plan decoration?
Do you deliver on-site or should we pick up from you before the wedding?
Is there anything we need to get back to you after the wedding?
This is more if you pick up and they give you special casing to protect and hold the cake
Venue Questions
Do we get access to the venue prior to the wedding for a rehearsal or set up?
How long do we get access to the venue?
Is there any in-house option of catering or any recommended caterers?
Can the venue serve or provide alcohol?
Is there a BYO option for food or alcohol?
What is the parking situation like?
Does the venue require event insurance or any other insurances for the vendors?
What happens with rubbish or cleaning?
Hair and Makeup Questions
How long will hair and makeup take per person?
Do you travel on-site or should we come to you for hair and makeup?
How much does it cost to travel to me or on-site?
Do you offer a trial?
What is the back up option in case of allergies to products provided?
Do you recommend an assistant?
Do you use vegan/cruelty free products?
Wedding Co-ordinator and Planner Questions
What exactly do you help with? Does this include hiring vendors, planning timelines…?
Do you attend final walkthroughs or rehearsals?
How often will you be in touch?
Will you be there on the wedding day? How long will you be there?
What help will be provided on the day?
Is there anything we need to provide you before planning starts?
Do we get to choose vendors?
Is there anything you don’t or won’t do or help with?
How many weddings have you planned?
How did you get into wedding planning?
Through the industry, there are a lot of planners who suddenly appear because they have their own wedding and believe they can plan it for other people. They disappear as soon as they appear and usually have a blasé approach of “she’ll be right”. Please be wary of these planners.
Hoping these have helped bring a bit more clarity to what vendors should be asked before hiring them. It is never an inconvenience and we want to provide you with the most information to help your decision to clearer x