Your wedding day is one of the most important days of your life, and behind the scenes are the vendors who help make it all happen. Photographers, florists, planners, caterers, and other professionals play a big part in turning your vision into reality. Knowing how to work with your vendors (and take care of them) will make the experience smoother and more enjoyable for everyone involved.
Questions to Ask Your Wedding Vendors
Before booking any wedding vendor, you want to make sure they’re the right fit for your vision, personality, and budget. Here are 10 important questions to ask during your initial conversations.
• Are you available on my wedding date?
Sounds basic, but it’s the first and most important question!
• How many weddings do you book per day/weekend?
This helps you gauge how much attention your event will get.
• What’s your pricing structure, and what’s included?
Always ask for a detailed breakdown to avoid surprise costs later.
• Can I see examples of your past work?
Photos, portfolios, and reviews give you a better sense of their style.
• Do you have experience at my venue (or with my type of event)?
• What’s your backup plan if something goes wrong?
It’s important to know how they handle emergencies or delays.
• Will I be working directly with you or someone else on your team?
• How do you prefer to communicate?
Knowing their communication style helps set expectations.
• Do you require a deposit, and what’s your cancellation policy?
• Can you provide references from previous clients?
A good vendor should have happy couples willing to vouch for them.
Vendor Tipping Etiquette
Tipping can feel confusing—who do you tip, how much, and when? Here’s a simple breakdown to help:
• Caterers/Servers: 15–20% of the total food and beverage bill (if not already included).
• Hair & Makeup Artists: 15–20% of the total cost, just like at a salon.
• Transportation Drivers: $25–$50 per driver, or 15% of the total bill.
• Delivery Staff (Flowers, Rentals, Cake): $10–$25 per person.
• Officiant: A donation of $50–$100 is common, especially if they’re affiliated with a religious institution.
• Photographers/Videographers: Tipping isn’t required, but is appreciated. $50–$200 is a nice gesture if you’re happy with their service.
• Planner or Day-Of Coordinator: Optional, but a tip or gift of appreciation is a thoughtful gesture.
Pro Tip: Put all your tips in labeled envelopes before the wedding and assign someone you trust (like your MOH or planner) to distribute them.
Should You Feed Your Vendors? Absolutely.
Yes—your vendors should be fed, especially those working long shifts like photographers, videographers, DJs, and planners.
• Talk to your caterer early. Most have vendor meal options that are simpler and less expensive than guest meals, but still satisfying.
• Ask your vendors about food preferences or allergies. It’s a small courtesy that goes a long way.
• Designate time and space. Schedule meals during downtimes (never during speeches or first dances) and set aside a quiet spot where they can recharge.
Treating your vendor team like valued guests helps maintain positive energy throughout the day. Happy vendors = happy wedding!
Final Tips for Working with Vendors
• Respect the contract. Read it thoroughly, ask questions, and don’t assume anything that isn’t written.
• Keep communication open and clear. Respond to emails and updates promptly, and don’t be afraid to ask for clarity.
• Be kind. Vendors work long hours and deal with many moving parts. A smile and a thank you go a long way.
• Show appreciation. Leave a review, tag them in your wedding photos, or send a thank-you note. It truly makes their day!
Wedding vendors are more than just people you hire—they’re part of the team that brings your dream day to life. With the right communication, a little kindness, and thoughtful planning, you’ll set the stage for an amazing experience for you and for them.
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