Vendor Q&A
What vendors should I book first?
The first vendor you should book is the venue. Once you have a date settled, book your officiant so you know what time your ceremony will be at. Then you’re ready to start building your dream team.
Should I sign contracts with my vendors?
Absolutely! Contracts ensure you know exactly what their service includes, what they expect from you, payment terms, liabilities, and that the date is reserved for you.
How long should I wait for my vendor to respond?
If you haven’t heard back within a business day or two, try reaching out to them in a different way as emails may go to spam or they may not receive notifications from their socials. If you’re reaching out to them on a weekend they’re probably working! Also keep in mind that not all vendors are invested full-time and possibly work another job.
Should vendors have insurance?
Yes! Accidents happen even when you plan the perfect day. Make sure your vendors are insured so you’re not on the hook financially for any sort of mishap.
Should vendors have certifications and/or licenses?
Not all vendors require these. Licenses and certifications include Business, SOCAN (music), Food Handling, Liquor, Drivers Permits and more. Don’t be afraid to ask your vendors if they’re certified or licensed.
Can I negotiate pricing with my vendor?
There’s no harm in asking but most vendors have set prices because they know the value of their work.
Do my vendors need to be at the rehearsal?
Usually your officiant will do a run-through with you, your wedding planner will be there to guide you and if you have specific music cues your DJ/musicians should be there as well. Some vendors charge for the additional day so be sure to ask if it’s included.
Should I provide my timeline to my vendors?
Yes! Things may not happen to the minute, but knowing the order of events will keep everyone on track.
Where do I place the vendors?
Caterer – Usually placed along the sides or back of venue if not serving out of a kitchen. If you are offering a buffet, make sure to leave adequate room for lines. Power may be needed if not using chaffing dishes.
Photobooth – Usually placed in a foyer or at back of room so guests can chat while snapping photos. If using a 360 photobooth leave adequate room for it! Place near a power outlet with a table for props.
Are vendors ok with delays?
Delays are expected to a certain degree. When planning your timeline give yourself extra time between events so if things are delayed you’ll be able to catch up. Also, some vendors refuse to stay later than their allotted time, so be sure to ask if they’re flexible.
Are vendors ok with changes on the big day?
While vendors try to accommodate everything, last minute changes may not always be possible such as changing specific songs, adding extra people for dinner, rearranging the timeline, etc. At least 48 hours notice of any change is best.
Should I provide a meal for my vendors?
If your vendors are working, arriving or setting up during your meal, the answer is yes! Remember that before they make the magic happen vendors are preparing, packing, travelling, and dealing with their day to day activities.
Do I tip my vendors?
You don’t have to! BUT if you notice your vendor going above and beyond it’s always nice to show your appreciation. Whether it’s a great review, a card, a gift or a tip.
