How to Pick the Right Wedding Vendors & Avoid the Wrong Ones

When it comes to picking the right wedding vendors it’s important to make sure you are choosing the right ones for you! Compatibility is key. It is best to work with vendors who have similar tastes and are able to take your style exactly in the direction you want it to go and help create the perfect wedding for you.

We wrote up this posts to give you a little help (and some tips) on just how to pick the right wedding vendors for you.

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Start with some good old fashion research.

Do a little research. Social media and the internet can be a huge help here. Local bridal magazines can also be a helpful resource. It also never hurts to attend any upcoming bridal shows in your local area. Check vendor websites and always read recommendations and check referrals. Make sure that the vendors you are considering have done work that has a similar style and aesthetic to ensure they can meet your needs. Do they do “cookie cutter” weddings, or are they able to create with you the custom wedding you deserve?

Places we recommend you check before hiring any vendor:

Facebook reviews
Google reviews
Wedding Wire review
Talk to any friends that may have used the vendor/s
Ask other vendors when you meet with then what they think
Extra points for calling the Better Business Bureau to see if any reports have been filed against them

“A good vendor is someone who is a good balance of knowing what to do and being flexible. He or she may not be able to say yes to everything on your list, within your proposed budget, but should be able to offer alternatives that you could find equally satisfying.“ – Wedding Lovely

Checking their Praise Page on their site is a good ideas well but if course a vendor will only put the positive on there site so be sure to check a few of the above sources.

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Don’t book until you meet.

Always be sure to meet with the vendors you’re considering. This is a great opportunity to make sure that you’re able to work well together and there will be no personality clashes (you really want to click with them, or know that if you get to know each other a little more you will).

Take note of your first impressions when meeting with a vendor. Yes, first impressions aren’t everything, but they are important. You want to make sure you go with your gut and not get too emotional when picking your vendors. Once you’ve hired them then really get into the process – emotions and all (similar to dating!)

Remember to ask some questions and pay attention a few key things:

How quickly do they respond?

Are they available for your preferred wedding date? (you should ask this before you go in to a meeting)

How do they conduct themselves?

Are they listening to all of your needs?

Do they understand your vision?

What services can they provide and do they meet your budget?

(Note: If they’re the first vendor of that type you’re meeting with be sure to take notes of pricing. Don’t freak out if the numbers aren’t what you thought they would be. You might simply just not know how much that certain service costs. For example, flowers in Winnipeg cost more then in the southern states. They have different seasons are are closer to grows, etc.)

Was there a positive connection? Do everyone’s personalities mesh?

Are they a team player? (you want all your vendors to be able to work well together)

What sets them aside from the rest?

Choosing the right vendor can create moments where your guests will stop and think, “Oh wow, this is so ______!” (flawless, relaxing, stunning, fun, personal, hip – insert your important emotion or reaction here). Make sure they are on the same page with your ideas. The right vendors can help you make sure your personality stays a part of your day.

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Don`t be afraid to ask questions!

Make sure that you’re clear on your expectations so that a vendor can let you know if 1) they can meet them and/or 2) if you’re expectations are realistic in the budget/or style of wedding you’re having (Having an hour long outdoor ceremony in February isn’t a realistic expectation, for example. Unless you like the frost bitten look.)

Some questions to ask:

When do you take payment?

How can I make payment?

When do we get started after signing a contract?

Will I get you or one of your staff on the wedding day?

Will we need to provide you with a meal on the wedding day?

What sort of problems have you encountered before and how did you manage or resolve them?

Don’t forget that you are informally interviewing them just like they – as a vendor – are interviewing you. You want to make sure you’re VERY comfortable with them. If they’re any doubt in your mind you should check if it’s just nerves, sticker shock, or if in face it’s your gut telling you to walk away. It’s ok to meet with a couple vendors per category before picking the right wedding vendor or ‘the one’.

“Knowing what you want in a vendor will help you weigh your needs against what they actually provide, and figure out which expectations are real and which aren’t. It will also reveal to you which aspects are negotiable, and which are set in stone – both from your point of view, and from the vendor’s.“ – Wedding Lovely

Be clear on what you’re looking for so the vendor and tell you about package that will fit your needs the best. Most vendor have more then one service offering so be sure to speak up if what they’re telling you about doesn’t sound like a good fit.

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Be courteous even when letting someone down.

Once you’ve decided who you’re going to book be sure to email the other vendors and let them know. Never feel embarrassed to say “no thank you“. They would much rather have a direct no than hold the date and not know what your decision was, or why. Don’t feel like you have to say much. Just simply thank them for their time and let them know you’ve decided to go with another vendor. We’re all grown ups and can handle hearing “no”. Vendors do love feedback so if you want to say a little more feel free to tell them that you thought that another was a better fit, someone else fell in with your budget better etc. Anything to help them to better understand client’s decisions is always very valuable to a vendor so doing them this kindness is always appreciated.

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When booking a few things to be sure are happening:

You get a contract in writing

You make your payment directly to said vendor

Get a paid receipt for any payments that you make to a vendor

That you clearly know your payment installments plan with your vendor (this will be most important with your Wedding Planner, vendor, and flowers who all take payments a few times throughout the planning process)

It’s your wedding you pay for it:

You should be paying all of your vendors directly. It is your wedding so your name should be on all vendor contracts and all payments should not be funneled through a third party (like a Wedding Planner). There are some Wedding Planners that do offer this service (for celebrity weddings or large profile events) but for the average wedding this would be a red flag for you here in Manitoba.

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Good Word of Mouth

If you find a vendor that you love, ask them who their preferred vendors are. Sometimes vendors having existing working relationships that can be a big plus. Vendors like to work with other reliable and professional vendors, so this is a benefit to both you and them. And changes are if you like the one vendor you hired you’re going to like who they recommend as well. Once vendors have worked together a few times they may already have a rhythm, which helps things run as smooth as possible. Things running smoothly is never a bad thing!

If you have some friends or family that have gotten married recently ask them who they liked (and didn’t) when looking into the right wedding vendors for them. They might have met with some great people but simply couldn’t book them all. Or if you’re going to a wedding pay attention to the details; Who’s doing what? Is the venue good? Is the photography on it and catching those special moments? Is the Wedding Planner taking care of all the details and moving parts?

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Know your priorities.

Be honest with the wedding vendors about your wants, needs and, budget. Try to have a good idea of the size of wedding you are looking for to ensure that each vendor is able to meet your needs. Have a list of priorities in mind. Where do you want to spend the majority of your budget; venue, flowers, menu, dress, photographer, etc.? Decide what is most important to you and go from there (everyone one has a bit of a “must have” list of things that really need to be a part of the wedding).

Also, know where you are willing to compromise. Perhaps having all lilies as your wedding flower isn’t as realistic as you had hoped (i.e. they aren’t in season so they’ll cost three times as much as you had hoped). Instead, maybe having lilies added to a more affordable arrangement gives you the best of both worlds. Or perhaps your preferred venue is a bit out of your price range during peak season. Instead see if they offer reduced rates during the winter.

Tip: If you are working with a Wedding Planner you may be in luck! Many vendors offer Planners discounts to pass onto clients for bringing them the business.

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When it’s not all roses and sunshine.

Sometimes things don’t go quiet right. If you find yourself unhappy with a vendor, make sure to pause and not to react emotionally. Speak to them in a reasonable and calm manner. Express your concern and ask for a solution. They’re business people, professionals, and they’re goal is (or should always be) to make sure you’re happy with their working and that they’re delivering on their promises.

If you cannot come to terms with each other you can request to part ways. If you have a contract (which you should!) you’ll likely have to pay a fee (or loss your deposit) but it may be worth it to move on to someone who’s a better fit. In the end it is worth it to have the right team for the job.

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When in doubt bring a notebook & hire a Wedding Planner

Having to know all these things before you meet with vendors might seem super overwhelming. If you’re thinking about hiring a Wedding Planner they’re the first wedding vendor you want to start with. If know very little about what you want other then you want to get married – even better. A Wedding Planner can bring out all the details through conversations, design meetings, and asking you the right questions to get the wedding planning juices flowing.

Tip: Going to a Wedding Planner with a general idea of what you want is sometimes better then going in with it all “figured out”. A great Wedding Planner will help you through all the budget madness and direct you to the right wedding vendors you’re already looking for, and help you determine how much your dream wedding will cost and where to put your money to make those things happen.