Top Questions to Ask Before Booking a Wedding Vendor

Booking your wedding vendors is one of the most exciting — and sometimes overwhelming — parts of the planning process. From florists and photographers to DJs and caterers, these are the people who bring your wedding vision to life. But not all vendors are created equal, and asking the right questions can make the difference between a smooth experience and major day-of stress.

Whether you're planning a mountaintop elopement or a full-scale Atlanta celebration, here are the top questions to ask before signing any contracts.

1. Are You Available on My Wedding Date?

This may seem obvious, but it's the first and most important question. Vendor calendars can fill up quickly, especially in peak wedding months (April–June and September–November in Georgia). Ask upfront if your date is open — and if they hold dates while you decide.

2. How Many Weddings Do You Book Per Day or Weekend?

Some vendors (especially venues, photographers, and planners) may book multiple weddings in a weekend. You’ll want to know if they’ll be fully focused on you or juggling several events. For planners and photographers especially, exclusivity can matter a lot.

3. What’s Included in Your Packages?

Always ask for a clear breakdown of what is (and isn’t) included:

• How many hours of coverage?

• How many team members?

• What kind of equipment, travel, or setup is included?

• Do they provide setup and breakdown?
  The more details you clarify now, the fewer surprises later.

4. Can I See a Full Gallery or Portfolio?

Instagram is great for highlights, but real weddings are messy, unpredictable, and beautiful in their entirety. Ask to see full galleries or real footage from start to finish to get a true sense of their style and quality. Look for consistency, storytelling, and how they capture all parts of a wedding day.

5. Do You Have Experience With My Venue or Style?

It’s a major bonus if a vendor has worked at your venue before — they’ll know the best photo spots, layout limitations, lighting challenges, and vendor policies. If they haven’t, that’s okay too — but ask how they prepare to work in a new location.

Also, share your vision. If you're planning a romantic mountain ceremony or a vibrant urban celebration, ask if their style aligns.

6. How Do You Handle Emergencies?

What happens if your vendor gets sick or has an emergency? Do they have a backup plan or team in place? This is especially important for solo vendors like photographers, officiants, or musicians.

7. What’s the Booking Process and Payment Schedule?

Before committing, make sure you’re clear on:

• What’s required to officially book

• How payments are structured (deposit, final balance, etc.)

• What forms of payment they accept

• Their refund or cancellation policy

If a contract isn’t offered, that’s a red flag. Always get everything in writing.

8. How Do You Communicate With Clients?

Ask how often you’ll hear from them and what their communication style is like. Do they prefer email, phone calls, or a planning platform? Do they provide check-ins or updates throughout the planning process? Responsiveness and clarity go a long way in easing your stress.

9. Can You Provide References or Reviews?

Even with glowing Instagram photos, personal referrals and honest reviews are gold. Ask if they have testimonials, or check platforms like Google, The Knot, or WeddingWire for feedback from real couples.

10. What Sets You Apart From Other Vendors?

This question lets vendors speak from the heart — and gives you insight into what really matters to them. A great answer will show you their passion, attention to detail, and the kind of experience they aim to deliver.

A Final Thought

Your wedding vendors are more than just service providers — they’re your team. Your dream-makers. The people you’ll trust with one of the most meaningful days of your life. Choosing the right ones is about more than just price — it’s about connection, communication, and confidence.

Ask the questions. Trust your gut. And don’t be afraid to say no if something doesn’t feel right.

Need help choosing the perfect vendor team for your big day?
At Vows & Visions, we work with a trusted network of talented, reliable professionals across Atlanta and North Georgia. Whether you're just getting started or need help finalizing your team, we’re here to guide you every step of the way.

Let’s find the people who will bring your vision to life — beautifully.