A Planner’s Guide to Choosing the Right Wedding Vendors

When planning a wedding, the mountain in front of you can sometimes seem daunting; however, with the right vendor team, all those amazing ideas can be curated into a phenomenal experience for you and all of your guests. But first, you need to put that team together — and here are just a few tips to help you navigate the process when researching vendors.

My first piece of advice, after you have discussed when you want your wedding to take place, is to research and partner with your planner. Each planner has a particular niche and a style they identify with — so it is important to make sure this aligns with what you want for your wedding day. More importantly, this person will help you navigate putting this team together based on your wishes and requests, so communication is key.

When meeting with potential planners, consider a few things:

• Discuss their process and timeline for accomplishing tasks.
  
• Understand the levels of service and who is responsible for “what” during the process.
  
• Inquire about their vendor network and how referrals work.
  
• Best communication methods (email, WhatsApp, phone).
  
• Talk about the planner’s and their team’s experience.

Once you have your planner in place, it is time to find that oh-so-perfect location.

VENUE: Finding the perfect location for your wedding day is so important, as it sets the style and tone; however, making sure it fits with your other wedding day activities is key.

• Consider if it will comfortably fit your guest list for your style — a seated dinner and band will take more space than a heavy hors d’oeuvres reception with a DJ might.
• What are the contingency plans for inclement weather for outdoor spaces?
• Do they require you to use any “in-house” vendors, or are there vendor restrictions?
• Does their rental timeline work for your design, or will you need to add additional time to complete setup, which will add to overall costs?
• Are there any additional fees associated, such as service charges, taxes, cleaning fees, etc.?

PHOTOGRAPHY/VIDEOGRAPHY: I always encourage couples to put a great deal of time into finding the right photography and videography team, as they are the ones who document the day and collect those amazing memories. It is what you have left after the day passes, so do not rush this process.

• Begin by identifying your style: photojournalistic, fine art, classic traditional — and yes, you can be a mix of these as well!
• Consider a realistic budget, understanding experience, coverage, the size of the team, and deliverables, which can affect cost, along with location.
• The right personality matters, so meet with the team or lead to get a feel — you are with them all day, so you want to connect well.
• Always request to see full galleries so you can see what they deliver and how their style translates throughout the day.
• Discuss the day-of experience and delivery of the final products.

CATERING: Food and beverage are always memorable to guests, so designing great menus that speak to the two of you is a wonderful way to add your personality.

• We again begin with the style you want — plated dinner, stations, cocktail-style. Each of these has different elements associated with it, so discuss this carefully with your planner to make sure it fits your location, guest count, and budget.
• Pay attention to a company’s specialty — whether it is elaborate plated courses, farm-to-table menus, or cultural diets.
• Understand what is included with their services: servers/bartenders, dinnerware, gratuity/service fees, setup, and cleanup.
• Make sure menus are customizable and that you are able to schedule a tasting.
• Go over the timeline for confirming menus, tastings, payments, and changes to the proposal during the planning period.

FLORAL DESIGN: Beautiful floral design can make any space come to life — it shapes the mood, meaning, and visual storytelling of the entire day.

• Before reaching out, it is recommended to define your color palette and overall vibe first — are you a modern style, more romantic, or do you lean toward a whimsical feel?
• Consider any must-haves or impact pieces that are important to you.
• Research a designer’s style by reviewing their social media and portfolios.
• Inquire whether they have order minimums before scheduling a meeting.