SOPHIE MAGAZINE and EXQUISITE EVENTS & CONSULTING

Article by Lisa G. McMillan & Emily McCollin

February 2011 Issue

Photo Courtesy of Camilla Calnan Photography
Top 10 Questions to Ask Wedding Vendors

The process of choosing and contracting vendors for your wedding is similar to running your own business. In essence, you are bringing various subcontractors together to create an amazing product, your wedding, that will please your “clients,” or guests. It is important that you establish an open line of communication with your vendors from the first time you speak, whether by phone or at an in-person consultation. While florals and fondant may not have much in common, you will find that the following questions equally apply to the florist and the baker, as well as any other vendors you consider.

1. How long have you been in business?

Experience is golden in this industry. However, someone new is not necessarily a poor choice. The newer vendor may have a fresh idea and a lower price point.

2. Do you have photos or displays of your work?

A professional will tailor his or her work to your vision. Look for a variety of styles in their repertoire. If the vendor specializes in a specific style, be sure it matches your vision.

3. Will you be on-site during my event?

This is a vital question for those vendors providing services that are “used” throughout the event. For example, most florists will not stay on-site because once setup is complete; there is nothing else for them to do. However, a representative from the venue should always be on-site to answer questions and problem solve.

4. Will you bring an assistant with you on the day of my event?

This is an important question with no one right answer. The number of people needed to provide a particular service with excellence will depend on a variety of things such as number of guests, type of service, and size of venue.

5. Will you provide references upon request?

A conversation with a former client can give you a baseline for a vendor’s personality and work style. It is also possible that vendors you are considering have previously worked together. Ask questions about how well the vendors cooperated to create a seamless event or find solutions as necessary.

6. Do you offer specials or discounts on-line?

Budget is almost always a worry that ranks in our clients’ top five list. Do not be afraid to discuss the price you need and how that matches with the services you require.

7. Will you custom design a package for the services I need?

Weddings are never cookie cutter! Most wedding professionals are glad to customize a package to best fit your needs.

8. What is included in your rental fee?

Ask for a written contract. It will help you avoid confusion and stress in the long run.

9. How much and when is the deposit due for your services?

Make sure you know what is required to reserve your date. Some vendors provide a courtesy hold while you consider, others only hold your date once you pay the deposit.

10. What is your cancellation policy?

No one wants to think about canceling or postponing the wedding, but sometimes crazy things happen. We have had clients get called for active duty in the military, fire-ravaged venues, and cheating fiancés. None of these are pleasant situations, and all of them require flexibility. Knowing the policies in advance for such potentially disastrous circumstances can help you rest better knowing you have a backup plan.

These questions are intended to help you begin the conversation with your vendors. An honest and detailed initial consultation sets the stage for efficient and productive communication throughout the planning process. Never be afraid to ask for exactly what you need. Your vendors will be thrilled to know just what is required to deliver services that meet your expectations and contribute toward creating your overall wedding vision.

Wedding and Event Planners Emily McCollin of Occasions by Emily and Lisa G. McMillan of Exquisite Events & Consulting have collaborated on many events and love to share their expertise with brides to help them create the weddings they envision.