The Ultimate Vendor Meeting Cheat Sheet for Your WeddingPlanning a wedding is a beautiful experience—but let’s be honest, it’s also a lot of decision-making. One of the most important (and sometimes

Core Questions to Ask Every Vendor

No matter what type of vendor you're meeting—photographer, caterer, florist, or planner—start with these essentials:

• How long have you been in business, and how many weddings do you do per year?

• Have you worked in Eastern NC or at my venue before?

• What’s your pricing structure, and what’s included?

• What sets your service apart from others?

• Do you have a backup plan in case of emergencies?

• What is your booking process and payment schedule?

• Are there any additional fees I should know about (travel, delivery, overtime)?

• When is the final balance due?

• How far in advance do you need final details?

• Do you carry liability insurance?

Questions to Tailor by Vendor Type

VENUE

• What dates are currently available around my preferred timeframe?

• What’s included in the rental fee?

• Do you provide tables, chairs, or linens—or will we need to rent them?

• Is there a backup plan for bad weather?

• Are there noise restrictions, curfews, or alcohol policies?

  
  

PLANNER / COORDINATOR

• How involved are you in vendor communication?

• Do you create the timeline and manage the rehearsal?

• Will you be there the day of my wedding?

• What’s the difference between partial and full planning?

  
  

PHOTOGRAPHER / VIDEOGRAPHER

• Can I see full wedding galleries or real videos?

• How many hours of coverage do you offer?

• Will you personally be shooting our wedding?

• Are engagement sessions included?

• What’s your delivery timeline?

  
  

FLORIST

• What flowers are in season around my wedding date?

• Can you work with my color palette and budget?

• Do you offer decor rentals (arches, candles, containers)?

• Will you repurpose ceremony flowers for the reception?

  
  

DJ / BAND / ENTERTAINMENT

• Can we give a must-play and do-not-play list?

• Do you provide MC services and keep the dance floor active?

• What sound equipment do you bring?

• How long is your typical set, and what’s your overtime policy?

  
  

CATERING

• Do you offer tastings before booking?

• Can you handle dietary restrictions?

• What’s your staff-to-guest ratio?

• Do you include cake cutting, bussing, or bar service?

  
  

RENTALS / DECOR

• What’s included in your delivery/setup fees?

• What happens if something is damaged?

• Do you have backup inventory?

• Can I customize packages or pieces?

  
  

HAIR & MAKEUP ARTIST

• Do you offer on-site services and bridal packages?

• How far in advance should I schedule my trial?

• How many stylists will you bring for my party?

• What’s your cancellation or rescheduling policy?

  
  

BONUS: Vendor Comparison Tracker

Bring structure to your decision-making process by tracking each vendor’s info, pricing, what’s included, and how well they fit your vision. Rate them from 1–5 stars to make comparing easier!

💡 Pro Tip: Don’t just focus on price—chemistry and communication matter just as much as quality and cost.

www.carolinaweddingpartners.com

Vendor Meeting Cheat Sheet | CarolinaWedPartners

Finding the right vendors shouldn’t feel like guesswork. CWP Vendor Meeting Cheat Sheets will help you walk into every consultation prepared and confident—with curated questions for each major vendor category and a side-by-side comparison tracker to simplify decision-making. Perfect as a supplement to your wedding binder or digital planning tool, these worksheets help you stay organized while building a vendor team that fits your vision.