The vendors you hire will shape your wedding experience more than almost any other decision. The wrong photographer means living with photos that don't feel like you. The wrong caterer means guests standing in long lines and meals arriving cold. The wrong DJ can empty a dance floor in 20 minutes.
Finding great vendors takes time, but it doesn't have to be overwhelming. Here's a system that works.
Book in This Order
Not all vendors are equally time-sensitive. Popular ones book out 12–18 months in advance; others have plenty of availability.
Book early (12+ months out):
- •Venue
- •Photographer
- •Videographer
- •Band or DJ
- •Photo booth (optional but books fast)
Book 9–12 months out:
- •Caterer (if not included with venue)
- •Wedding planner or day-of coordinator
- •Officiant
Book 6–9 months out:
- •Florist
- •Hair and makeup artists
- •Cake / dessert
Book 3–6 months out:
- •Transportation
- •Rehearsal dinner venue
- •Favors and stationery
How to Find Vendors
Ask your venue first. Most venues have a preferred vendor list — these vendors know the space, the staff, and the logistics. They're often better for it.
Ask recently married friends. Personal recommendations with real experience are the most valuable research you can do.
Wedding directories (The Knot, WeddingWire, Zola) have verified reviews. Look at volume of reviews, recency, and how the vendor responds to negative feedback.
Instagram. For photographers and florists especially — their style is their portfolio.
Questions to Ask Every Vendor
- •Are you available on our date?
- •How many weddings do you do per weekend / per year?
- •Who specifically will be serving us — you, or a staff member?
- •What happens if you're ill or have an emergency on our wedding day?
- •What's your payment schedule and cancellation policy?
- •Do you have liability insurance?
- •Can we see a full contract before signing?
Photographer-Specific Questions
- •Can we see a full wedding gallery, not just highlight shots?
- •How would you describe your shooting style?
- •How long until we receive our photos?
- •How many photos will we receive?
- •Do we get full rights to print and share the images?
- •Do you carry backup equipment?
Caterer-Specific Questions
- •Is your quote per-person or all-inclusive?
- •What is the cake cutting fee?
- •What's the corkage fee if we bring our own wine?
- •How do you handle dietary restrictions and allergies in the kitchen?
- •What do staff wear?
- •What's the breakdown of servers-to-guests?
- •Do vendor meals cost extra?
DJ or Band Questions
- •Can we see you perform live or attend another event?
- •How do you handle song requests?
- •What equipment do you bring?
- •How early do you arrive to set up?
- •Do you emcee, or just play music?
- •What's your overtime rate?
Red Flags
- •No contract, or pressure to sign without reviewing it
- •Won't provide references from past couples
- •Significantly underpriced compared to others in the market
- •Vague about who specifically will be serving you
- •Poor communication in the lead-up (if they're slow to reply now, imagine closer to the wedding)
Tracking It All
Managing vendor contacts, contracts, quotes, payment schedules, and due dates across email, text, and paper is a system designed to let things fall through cracks.
Memorra's vendor management centralizes everything: contact information, contract status, payment tracking, and a communication log for every vendor — all in one place.