A Wedding Planner’s Guide to Finding the Perfect Wedding Vendors

 

Hey there, engaged couples! As a wedding planner, I know that one of the biggest (and sometimes most overwhelming) parts of wedding planning is picking your vendor team – the talented folks who’ll bring your vision to life. It can feel like a lot, but don’t worry! I’m here to offer some insider tips to help you make smart choices and create a team you love.

 

1. Figure Out Your Budget (Roughly) – And How I Can Help!

Before you dive headfirst into looking at venues, photographers, and all that jazz, it’s super important to get a sense of how much you’re comfortable spending in each category. Think venue, catering, photography, flowers, etc. Having a ballpark figure will help you narrow down your options and keep you on track financially.

1. As your planner, I can help you create a realistic financial goal that prioritizes your “must-haves” and avoids overspending. It’s totally normal to shift things around. Maybe you splurge a bit more on your photographer because amazing photos are super important to you, and maybe you spend less on your cake because you are not a fan of cakes.
2. Just remember: Your “must-have” vendors are often a higher investment, and that’s okay! I can help you navigate those decisions.

 

 

2. Do Some Online Sleuthing – And Ask for Recommendations

Start by finding wedding pros in your area. Jump online and check out their websites, social media profiles, and read reviews. This gives you a feel for their style, the quality of their work, and what other couples have to say about them.

1. Don’t forget to ask around! Friends, family, or even other vendors can be great sources of recommendations. I also have a network of trusted wedding vendors that I’ve worked with and can recommend based on your style and budget. You can learn more about my vendor recommendations and planning services on my website.

 

3. Set Up Some Chats – And Ask the Right Questions

Once you’ve got a shortlist, schedule some time to talk with them. Ask about their experience, what services they offer, their pricing, if they’re available on your date, and any other questions you have.

1. It’s super important to click with your team! They’ll be a big part of your day, so you want to feel comfortable and trust them. As your planner, I can help you prepare a list of essential questions to ask and even attend these meetings with you to ensure nothing gets overlooked.

 

4. Check Out Their Work – And Make Sure It’s Consistent

For visual folks like photographers, videographers, and florists, ask to see their portfolio or examples of their past work. It lets you see if their style really matches what you’re dreaming of for your wedding.

1. I’ll also help you assess the consistency of their work. A few great photos don’t always tell the whole story!

 

5. Communication is Key: Setting Clear Expectations

1. This is a big one! Open and honest communication with your vendors from the start is absolutely crucial.
2. My Planner Perspective: I always emphasize the importance of clear communication. To get accurate quotes, you need to provide vendors with as much detail as possible about your needs and vision. This includes things like:
   • Your estimated guest count
   • Your style preferences (rustic, modern, etc.)
   • Any specific requests or needs
3. Action:
   • Be prepared to answer their questions thoroughly.
   • Don’t be afraid to ask your own questions and seek clarification.
   • Have a frank discussion about your budget. It’s much better to be upfront than to get a quote that’s way off.
   • Ask if their packages are customizable. Many vendors are willing to adjust their offerings to fit your needs and budget.

 

6. Insurance, Just in Case – And Contract Details

Double-check if your wedding vendors have liability insurance. Some venues actually require it, and it protects everyone in case of any accidents. It’s just a good thing to have!

1. I’ll also review your contracts to ensure they’re comprehensive and protect your interests.

 

 

7. Get the Details (in Writing) – And Compare Apples to Apples

Always ask for detailed quotes from your vendors. Make sure you understand exactly what’s included and if there are any extra fees. No surprises later!

1. I can help you compare quotes from different vendors “apples to apples” so you can make the best financial decision.

 

8. Contracts Are Key – And I’ll Help You Understand Them

Read those contracts carefully! Make sure you understand everything, especially cancellation policies and payment schedules. A contract protects both you and the vendor, so it’s a non-negotiable.

1. I’ll help point out any potential red flags in your contracts.

 

9. Trust Your Gut – And My Expertise

Ultimately, go with the vendors who make you feel good! It’s about more than just the price tag. You want to feel confident that they get your vision, that you can communicate easily with them and you vibe well with them. The lowest price isn’t always the best deal if you don’t feel comfortable with the vendor.

1. I’ll also provide my professional opinion based on my experience and expertise. Your gut feeling is important, but guidance can help you make a well-rounded decision.

 

Choosing your wedding vendors is a big step, but it’s also a fun one! Take your time, do your research, and trust yourself. And remember, as your wedding planner, I’m here to guide you every step of the way. Let’s create your dream team!