Of all the aspects of your wedding planning that you need to worry about, figuring out how to choose wedding vendors is near the top of the list.
And that’s because everything else revolves around your venue.
From the location and space available to possible rules against certain things (such as confetti), your choice of venue really determines a lot.
In fact, it arguably determines everything, since without the venue, you might not even be able to host the wedding in the first place.
So in this short guide, we’re going to teach you some of the basics of how to choose wedding vendors.
By The Way
We’re in southeastern Pennsylvania (York County, to be exact).
And we’ll be including some local tips and insights within this guide.
However, you can apply virtually all of the things we’re going to say here to any other place in America.
So, if you aren’t getting married in this area, this guide should still be very helpful to you.
Step 1: Consider Why This Matters
Before you start prowling the internet and going on a research binge, the first thing you need to do is sit down and really think about why this whole process is so vital to begin with.
On your wedding day, all the moving parts that make it go will be controlled by the vendors you’ve hired.
They’ll be influencing everything from the atmosphere to the timing.
And in so doing, they’ll also probably have some amount of effect on your very own mood and mental state.
A vendor who is on their game, anticipates potential issues, and communicates clearly will help you relax and just enjoy the moment.
On the other hand, a vendor who is disorganized or doesn’t communicate will likely cause (even if unintentionally) added stress and delays.
With that in mind, learning how to choose wedding vendors begins with recognizing that, when you hire a vendor, you are not only paying them for a service that anyone could provide.
Even more than the official service, you’re paying them for your own peace of mind.
The more professional and reliable they are, the more relaxed you can be.
It makes all the difference in the world.
Step 2: Determine What’s Essential & What’s Optional
Your wedding is not going to be like everyone else’s wedding, and all of theirs won’t be like yours either.
Though they all share some things in common, each wedding is different, and not every couple will need the same vendor-provided services.
Something that’s necessary to you might be optional to another couple and vice versa.
So, don’t call or email anybody until you take a little time to write out a list of which services are essential for your wedding, as well as which ones are optional.
To get started, you’ll probably identify some standard ones, like a photographer/videographer, caterer, and wedding coordinator, as essentials.
Then, you might list others, such as a florist, horse rental, live band, and so on, as optional but not absolutely necessary.
Understanding how to choose wedding vendors means being aware of your real needs and being intentional in your selections.
You don’t have to pulverize your bank account by overspending on a bunch of elective services that don’t actually add much, if any, value to the overall experience.
Additionally, you’ll probably be more satisfied by focusing on the things (and vendors) that matter most and make the most impact.
Step 3: Start Researching & Choosing Candidates
We’re putting this step before the budgeting step (standby) because you might not yet know what the standard rates are for certain vendors in your area, and this helps you find out.
Also, depending on how far in advance you’re doing all of this, some vendors may or may not still be available for your wedding date.
That’s because some are busier and book earlier than others, and depending on how soon your wedding is scheduled for, that may or may not limit your options.
In addition to learning how to choose wedding vendors, it is also important to learn what “booking order” means.
The majority of your key vendors (venues, planners, coordinators, photographers, videographers, catering companies) are booked 6-12 months in advance, which is why you need to prioritize them over lower priority vendors.
Booking them first allows you to establish the foundation for the rest of your planning.
Step 4: Determine Your Wedding Budget & Stick To It!
You may find yourself going over your wedding budget if you do not have one, simply because there are many vendors that are tempting to spend money on.
In addition, you may experience frustration from multiple consultations that go nowhere.
Based on the knowledge of local pricing that you developed in step 3, you can now create an overall wedding budget and determine how much you are willing to spend in each area (photography, catering, etc.).
Being truthful about your budgetary limitations and comfort level will help you in determining how to choose wedding vendors.
Most vendors will be able to provide you with packages that meet your budgetary needs, and if they can’t, they will generally suggest alternative vendors at a price that fits your budget.
Step 5: Ask Intentional Questions
When you’re speaking with a vendor, you have the opportunity to clarify things and evade any potential misunderstandings or surprises.
Keep your questions open-ended to get as much information from the vendors as possible, and be sure to cover things like availability, pricing, and what is included in that pricing.
Also, confirm who specifically will be there on your wedding day and how any unexpected situations will be handled.
Remember that transparency is a key determining factor in choosing a wedding vendor.
If the vendor answers your questions easily and with confidence, they are more likely to be well-organized and prepared.
Likewise, if they seem to be concealing or hiding things, it’s probably best to go with another vendor you feel you can trust.
Step 6: Read Reviews Critically
Online reviews are a valuable tool for assessing potential vendors, but you have to be somewhat careful with them.
It’s possible to buy reviews, and it’s also possible for competitors or other people to “review bomb.”
Those things are unethical, but they do happen.
So, pay attention mainly to reviews that are actually long, substantial, and specific rather than those that only contain three words or are very vague.
The key is to look for repeating patterns across all the reviews rather than single individual reviews (whether they’re positive or negative).
If you notice that a bunch of the reviews are consistently mentioning how great a communicator “Martha” is, then it’s safe to conclude that Martha is likely a good communicator.
On the other hand, if the pattern you see is that half of the reviews are negative and they’re consistently mentioning how hard it is to reach Martha or get a response from her, well, …
Step 7: Read Carefully Before Signing
Contracts are legal documents intended to protect both you and the vendor.
So, don’t take them lightly.
Before you affix your signature, read every section of the contract and make sure you understand what it says.
You can always ask for more clarification on any point that seems confusing or unclear.
In particular, ensure you know what the contract provides or requires of you, in case plans change or unexpected things happen.
A guide to choosing wedding vendors wouldn’t be much good if we didn’t tell you to get everything in writing.
A well-written contract that’s fully understood by both parties (you and the vendor) greatly reduces the possibility of misunderstandings occurring.
Further, it also establishes the foundation for a fruitful working relationship.
Step 8: Keep Your Eyes Open For Warning Signs
There are certain red flags that will warn you of potential problems.
For instance, if the vendor is very slow to respond or inconsistent with their responses, think twice before hiring them.
It is also cause for concern if they are vague about their pricing or seem to be avoiding providing a contract.
Additionally, don’t succumb to any pressure to book right away if you haven’t had time to ask questions and properly consider everything yet.
Learning how to choose wedding vendors also involves learning how to say ‘no’ and when to walk away.
First impressions aren’t always accurate, but they often are.
So, trust your gut and don’t sign up with anyone you’re not comfortable with.
Avoiding problems is just as important as finding solutions.
In Closing
Learning how to choose wedding vendors is a process, not a single decision.
Define your priorities, establish your budget, conduct your research, analyze reviews, and follow the other steps we’ve outlined in this guide.
It’s all about building a team around you that will work well with you and support you on your big day.
Let them handle the details and moving parts.
Your goal is not for everything to be perfect but rather for you to have the peace of mind you need to fully enjoy your wedding day.
