December 18, 2024
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Top Things to Know When Hiring Wedding Vendors: A Guide for Couples
Hiring the right wedding vendors can make or break your big day. From photographers/videographers and florists to caterers and DJs, these professionals are the backbone of your celebration, helping turn your vision into reality. However, navigating the vendor selection process can feel overwhelming—there are so many options and so many things to consider!
As a wedding videographer who works closely with other vendors on a regular basis, I’ve learned a thing or two about what makes the process smoother, less stressful, and more rewarding. Here’s a guide to the top things to know when hiring wedding vendors to help you find the perfect team to make your wedding day unforgettable.
1. Do Your Research and Start Early
Wedding vendors can book up months, even years in advance, especially for popular dates (think spring and fall weekends). It’s never too early to start your search, particularly when it comes to key vendors like your photographer, videographer, and venue.
- Start with recommendations: Ask friends, family, or your wedding planner for referrals.
- Browse wedding websites: Use platforms like The Knot, WeddingWire, or Instagram to find vendors in your area with experience in weddings similar to yours (size, style, theme).
- Check reviews: Don’t just look at star ratings—read the reviews to get a sense of their strengths, weaknesses, and whether they align with your vision.
Pro Tip: Vendors often get busy months in advance, so make sure to inquire about availability as soon as you have a rough wedding date. Popular vendors are often booked a year or more out.
2. Know Your Budget and Prioritize
When you’re budgeting for your wedding, it’s important to set a clear expectation of what you’re willing to spend. Your budget will likely impact your vendor choices, so it’s a good idea to allocate your budget across categories (e.g., 10-15% for photography, 8-12% for flowers, etc.).
- Be transparent: Don’t hesitate to share your budget with vendors during initial discussions. They will be able to suggest options that fit within your range.
- Set priorities: Determine which elements of your wedding are most important to you (like photography, entertainment, or food), and allocate more of your budget accordingly.
- Consider hidden costs: Some vendors may have additional charges like travel fees, overtime, or taxes that aren’t immediately clear in their quotes. Always ask for a full breakdown of costs upfront.
Pro Tip: If a vendor is above your budget, ask if they have alternative packages or options that may work for you.
3. Check Experience and Specialization
You wouldn’t hire a photographer who specializes in newborn photography for your wedding, so why would you hire a DJ with no experience in weddings? While some vendors may offer general services, it’s important to work with professionals who understand the intricacies of weddings and know how to handle the flow of events.
- Ask for examples: Look for vendors who have worked at weddings similar to yours, and request to see their portfolio or a reel of their past work. For example, a wedding photographer’s portfolio should feature a variety of shots—from candid moments to posed portraits, and, if applicable, ceremony and reception shots.
- Check their wedding day experience: Wedding vendors should know how to handle unexpected circumstances, tight timelines, and high-pressure situations. Ask about their experience working in various settings, whether it’s large weddings, small intimate affairs, or destination weddings.
Pro Tip: A vendor who specializes in weddings will be able to offer insights and advice about wedding day logistics that a more general vendor might miss.
4. Consider Vendor Synergy
While you’re hiring individual vendors, it’s also important to consider how they will work together on the wedding day. Some vendors may have worked together in the past and know how to seamlessly coordinate with one another, which can help prevent any miscommunication or overlap.
- Ask about past collaboration: If you’re hiring a photographer, videographer, or planner, ask if they’ve worked with other vendors in the past and how they coordinated.
- Create a team atmosphere: Having a cohesive team can help everything flow smoothly. If possible, choose vendors who work well together, and share timelines and expectations so everyone’s on the same page.
- Leverage vendor networks: Photographers, planners, florists, and other vendors tend to collaborate with others they know and trust. If you’re still searching for your florist, for example, ask your photographer if they have any suggestions based on past weddings
Pro Tip: If you hire a wedding planner, they can help streamline vendor coordination and ensure everything runs smoothly on the day of.
5. Consider Newer Vendors for Budget-Friendly Options
If you’re on a tight budget, don’t overlook newer or less-established vendors. While large, established wedding companies may offer cheap packages, they can often deliver generic services with less personal attention. Newer vendors, on the other hand, might be more eager to make a name for themselves and may offer competitive pricing to build their portfolios.
- Fresh talent: Newer vendors often bring fresh ideas and creative approaches, which can give your wedding a unique and personal touch.
- More personalized service: Smaller, newer vendors are typically able to offer more one-on-one attention and tailor their services to your exact needs.
- Check their portfolio: Even if a vendor is newer, ask to see their portfolio or examples of their work from previous weddings, or even a styled shoot. You may be surprised by the quality and professionalism they bring.
Pro Tip: Just because a vendor is newer doesn’t mean they’re inexperienced. They may have worked in the industry for years but just launched their own business. Don’t be afraid to take a chance on someone who is passionate about creating something special for you.
6. Get Everything in Writing
Once you’ve chosen your vendors, the next step is to get the details in writing. This includes pricing, services provided, timelines, and cancellation policies. A written contract protects both you and the vendor, making sure everyone knows exactly what is expected.
- Review the contract thoroughly: Read every section carefully before signing, especially around cancellation terms, payment schedules, and delivery of services.
- Understand payment schedules: Most vendors require a deposit when booking, followed by a final payment due shortly before the wedding day. Some may also have specific refund policies in case of cancellation. Be clear about the payment terms upfront to avoid any misunderstandings later.
Pro Tip: Keep a copy of all vendor contracts in a safe place (digital or physical) and refer to them as needed to stay organized throughout the planning process.
7. Communication Is Key
Open and timely communication is critical when working with wedding vendors. From initial inquiries to final details, keeping the lines of communication clear will ensure everything goes smoothly.
- Set expectations early: Discuss timelines, preferences, and vision in detail with each vendor, especially when it comes to the schedule for the day of the wedding. Vendors often have a preferred workflow they follow to ensure everything runs on time, so coordinating with them is key.
- Follow up regularly: Don’t wait until the last minute to contact vendors. Check in a few weeks before the wedding to confirm details like timing, guest count, and logistics.
Pro Tip: Create a master wedding timeline that you can share with your vendors, so everyone is on the same page for the big day.
8. Trust Your Vendors
Once you’ve chosen your vendors, trust their expertise! They are professionals who have likely worked on dozens, if not hundreds, of weddings. While it’s natural to feel anxious about your big day, it’s important to allow your vendors to do what they do best.
- Let them take the lead: Your photographer will know the best lighting for your portraits, your DJ will know how to get the crowd moving, and your caterer will ensure that the food is hot and ready on time.
- Stay flexible: Things may not go exactly as planned—and that’s okay! Trust that your vendors will handle any hiccups smoothly and keep your wedding on track.
Pro Tip: A wedding planner (if you have one) can also help with managing vendor relationships, reducing the stress and allowing you to enjoy the process.
9. Reviews, Referrals, and Feedback
After the wedding, don’t forget to share feedback with your vendors, especially if you had a positive experience. Leaving a glowing review on wedding websites or social media helps future couples make informed decisions.
- Ask for a portfolio: After your wedding, ask your photographer or videographer for highlights or a gallery of photos or video that you can share with friends and family.
- Write a review: If you loved your vendors, write them a heartfelt review—it’s a great way to say thank you and help others find their dream team!
Pro Tip: Consider referring your vendors to other couples in your life—wedding professionals often appreciate the chance to work with new clients based on positive word-of-mouth.
Conclusion: Build Your Dream Team
About Ryan
LEAD VIDEOGRAPHER, EDITOR
Ryan Feister is an award winning wedding, elopement, and humanitarian videographer and photographer, specialising in authentic wedding films and storytelling. Ryan has been a full-time videographer, photographer, and editor since 2017. His work has taken him around the US and to over 20 countries, with the unbelievable privilege of telling people’s stories! He is a husband and father to two sweet little girls.
