The Ultimate Guide to Wedding Vendor Vetting in 2022 and Beyond

Skip the stress and plan the wedding you’ve dreamed of. Find the pros you need to pull off the big day with the ultimate wedding vendor vetting guide.

Your wedding will be one of the happiest days of your life.

Comprehensive wedding vendor vetting will ensure smooth sailing and help make this special day one truly worth remembering.

Every wedding should be personalized, and yours is no exception. Make sure you’re getting the best vendors for your specific wants and needs. No two couples are alike, so you need to find the vendors that will work best for you.

OVERVIEW OF CONTENT

• Wedding Vendor Basics
• Wedding Planner
• Wedding Photographer/Videographer
• Wedding Make-Up Artist and Hair Stylist
• Wedding Venue
• Wedding Florist
• Wedding Cater and Baker
• Wedding Reception Entertainment

Wedding Vendor Vetting Basics

During the wedding vendor vetting process, it’s important to finalize the basic details of your wedding. Before you start to research potential vendors you will need to have a clear idea of your:

• Budget
• Wedding timeline
• Vendor availability
• Wedding theme
• Estimated guest count

If you have friends or family members who recently got married, ask them for their feedback and recommendations. Speaking with someone with first-hand experience will give you extra reassurance that you’re working with the right trusted professionals.

Afarose Insider Tip: Treat your vendors as well as you would your guests. Make sure they are offered food and drinks, have them join in on the fun, and reserve them break times. After the wedding, let them know you appreciate their presence as much as their services by sending them a thank you note.

Planning a wedding can be quite daunting, particularly because of how many vendors and suppliers you need to reserve. With so options available, it can be difficult to narrow down the vendors you need to book for your big day.

Suggested Reading: How to Build a Rock-Solid Dream Team of Wedding Pros for Your Big Day

Learn what to look for when selecting the vendors that will take the biggest day of your life

Wedding Planner

Planning a wedding is certainly overwhelming. Before beginning the wedding vendor vetting process you should consider a wedding planner. A seasoned wedding planner will be your inside source for the tricks of the trade. By working with a wedding planner, you can bring your vision to life and create the wedding of your dreams.

Before hiring your wedding planner, you should have your wedding day goals and vision in place. A wedding planner can help you plan the entire day's event from scratch, you should consider the following when researching who you want to work with:

Portfolio

Seasoned wedding planners and coordinators should have an extensive portfolio of their past clients and work. By reviewing a potential planner’s portfolio, you can determine their specialty and see if they are in line with your overall vision.

Service Inclusions

While the rates and services might vary, wedding planners typically offer packages based on on-the-day coordination, halfway coordination, and full coordination.

On-the-day coordination means your planner will be taking care of your ceremony and reception, but will not be involved in the initial planning process. Halfway coordination means your planner came on board halfway through the planning process and will be taking over and managing the vendors you already have. They will also help you find any remaining vendors you may need.

Finally, full coordination means your planner will be with you from start to finish. This popular option will ensure your entire wedding goes smoothly. Some planners will handle the rehearsal dinner and wedding brunch. But overall, their total rate will depend on how much work is needed.

When vetting potential wedding planners, strong communication is important. Make sure you are clear about your expectations from the beginning.

Feedback

Client feedback is a great way to gauge your potential wedding planners’ services. Prior to setting up a meeting, do some research. You can usually find reviews on social media or online forums. You should also consider recommendations from friends who have gotten married.

Chemistry

You will be spending a lot of time with your chosen wedding planner, so it’s important to ensure you have chemistry. Set up a face-to-face meeting with your potential planner and talk about your expectations. Having good chemistry with your planner will make the planning process much smoother for everyone. Make sure your planner is not only knowledgeable and experienced but also in tune with your goals and vision for your big day.

Suggested Reading: 10 Questions You Must Ask Your Wedding Planner Before Hiring Them

Wedding Photographer / Videographer

Your chosen photographer and videographer will capture all the moments of your wedding—big, small, and even those in-between. There’s no question that you would want experienced professionals handling your wedding’s memories, but the wedding vendor vetting process for photographers and videographers are not as simple as that.

When planning your wedding, you already have a general idea of what it should look like. The aesthetic is meant to translate to your photos and videos, especially since you want to capture your wedding exactly how it is. You should check your potential photographer or videographer’s portfolio to see the type of photos and videos they specialize in. Additionally, you should ask about any offered packages and editing restrictions.

Suggested Reading: 5 Questions You Must Ask Your Wedding Photographer Before Hiring Them

Do they have a joint photography and videography package?

Sometimes, your potential photographer can also do videography. This is often a less expensive option because you would no longer need to hire two separate teams to document your wedding. In addition, you can expect the editing style for both your photos and videos to be similar or cohesive.

What are the package inclusions?

Photographers and videographers have different packages. Some professionals will only cover your wedding ceremony and reception. However, others may cover your rehearsal dinner, pre-nuptial shoot, and reception. Ask your potential photographers and videographers for their complete list of services and corresponding rates to know what works best for you.

Can they pull off your desired aesthetics?

As mentioned, no two photographers and videographers are the same when it comes to their editing styles. Look for professionals whose portfolios show that they can capture and deliver the look you want. This may include backdrops, props, and other items that can help you pull off your desired theme.

What are the editing regulations?

Some photo and video teams allow for unlimited edits, while some have a certain number of edits allowed. Some may even charge you extra once you reach a certain number of revisions. Knowing the editing regulations is important for managing your wedding budget and expectations.

How well do they communicate with you?

As with all things, communication is key. You need to be on the same page as your videographer and photographer so they can capture each moment of your wedding exactly how you want them to. Additionally, smooth communication will make for a better working relationship.

Wedding Make-Up Artist and Hair Stylist

Look and feel like your most beautiful self by choosing a hair and makeup artist for you and your entourage. Part of the wedding vendor vetting process is selecting someone that is reliable, reputable, knowledgeable, and flexible. While a solid portfolio and positive client feedback are important, there are a few important factors to consider before making your choice.

Suggested Reading: How to Choose the Right Wedding Make-Up Artist (MUA) For Your Style

Hair and Makeup Service Package

While researching your hair and makeup artist, consider their package inclusions. Typically, most artists do the makeup of the bride, the mother of the bride, and the bridesmaids. However, it would be best to have the same team of artists do the hair and makeup for the rest of your bridal party for a seamless cohesive look. Discuss your potential artist’s packages to see what your options are and whether they fit into your budget.

Trials

Most hair and makeup artists will offer a trial run for the wedding day look. This helps you determine the artist's signature style, to make sure you’re the right fit for each other. Additionally, a trial allows you to plan the entire hair and makeup look ahead of time to ensure there are no last-minute hiccups.

Products and Tools

The products and tools your potential makeup artist uses are important. Are they hypoallergenic and cruelty-free? This is particularly important to ask if you have sensitive skin or specific restrictions. Knowing the tools and brands your potential artist uses can also give you some insight into the quality of the products they use.

Hygiene Practices

How are your artist's tools and products cleaned? This is important to ensure the tools used on your face and hair are clean and germ-free. Makeup brushes should be washed with soap and water daily. Other tools, like sheers or combs, can be disinfected with a UV light sanitizer.

Wedding Venue

Your wedding venue will set the stage for your big day. Find a venue that can accommodate not only your desired aesthetic but your guest list as well. To ensure the potential venue will meet your wedding day expectations, schedule a tour to see everything in person.

While the location is important there are some other aspects to consider before locking down your venue.

Suggested Reading: 5 Unique Wedding Venues We Love in 2022

Logistics

To avoid any obstacles on your wedding day, logistical concerns must be ironed out before booking a venue. Consider details like parking and where attendees will enter and exit the ceremony and reception. If you are planning for an outdoor wedding, find out if your venue has backup options in the event of rain or stormy weather.

Styling and Decoration

Part of the wedding vendor vetting process is finding a stylist or decorator. If your venue offers in-house stylists, you should confirm not only the budget but that the stylist is able to pull off your desired theme or aesthetic.

If the venue does not offer a stylist, make sure you are well-informed of the location’s policies on decorations and third-party stylists prior to booking. You can typically come to an agreement that will accommodate your needs however, every venue will vary.

Catering

Similar to in-house stylists, some venues have in-house caterers. While this is a budget-friendly option, an in-house caterer may not have the specific dishes you want for your wedding. In addition, they may be unable to accommodate your headcount. By coordinating with your desired venue, you can determine the terms and conditions of the catering services.

Wedding Florist

Flowers will add a beautiful touch to your venue and make your big day extra magical. If your chosen venue does not offer an in-house florist, you can always opt to hire an independent florist. When choosing the right florist, you should consider the florist’s specialty, package inclusions, and policies.

Suggested Reading: 6 Questions You Must Ask Your Wedding Florist Before Hiring Them

Flowers for Your Desired Aesthetic

Your flowers need to accentuate your wedding theme. Knowing your florist's specialty will help you gauge how well they can pull off your desired look and theme. Florists typically have a portfolio of their work, so you can get to know your potential florist before you schedule a meeting with them.

Package Inclusions

Flowers aren’t limited to your bouquet. You can also use them in the decorations, archways, and for your bridal entourage. Discuss your florist’s available packages and see if they can include floral arrangements for your wedding.

Wedding Caterer and Baker

Your wedding cake will be the centerpiece of your wedding, and the food you serve can determine your guests' mood for the reception. Make sure you choose a caterer and a baker that can accommodate not only your desired menu but any dietary restrictions as well.

Desired Menu

If you have a specific dish in mind, you should mention this during the meeting process. You should also research your caterer’s set menu options to determine the meal you think your guests would enjoy best.

It is also very important to make note of any dietary restrictions or food allergies your guests may have. Additionally, decide whether you want a sit-down service or a buffet-style meal.

Wedding Cake Flavor and Design

All brides have a dream cake and your baker must have the ability to bring this vision to life. Bakers will showcase their skills by presenting you with cake designs to choose from as well as cake flavors to sample. Consider a baker that can give you both taste and quality. You deserve a wedding cake that is truly one for the books.

Wedding Staff

It is standard for caterers to supply servers and other staff during your wedding. Make sure your caterer is providing enough staff to accommodate your estimated guest count as well as helping to prepare crew meals and any extra party favors you may give your vendors.

Wedding Reception Entertainment

A wedding wouldn’t be complete without the entertainment. Your guests will have the time of their lives with music and an energetic, engaging host. However, with many of these vendors to choose from, it can be difficult to know who to pick. Part of the wedding vendor vetting process is finding the best entertainment for your special day.

Some venues may provide in-house entertainment as part of their package but they may also have referrals for vendors they regularly work with. Package deals like this can save you some money, but you’ll want to make sure their standards meet your expectations. Your wedding is a celebration of you and your partner, so choose the entertainment best suited for you both.

Keep this checklist on hand as you vet potential entertainment vendors:

• Request demo reels and sample performances
• Confirm their specialty aligns with your reception expectations
• Find out if all equipment will be provided

You want your guests to feel comfortable and have fun during your wedding. Your entertainment vendors will keep things lively and maintain an exciting and energetic atmosphere.

Suggested Reading: Wedding Reception Trends for 2022 and Beyond: Time to Celebrate!

Choose Afarose for All Your Bridal Attire and Wedding Dress Needs

Look your best on your wedding day with Afarose’s selection of wedding gowns.

Find the style that suits you perfectly with our virtual bridal shop and see your wedding dreams come to life.

Explore the Afarose blog to stay in the loop with the latest trends and wedding styles.

Suggested Reading: All Things Wedding Planning: Afarose's A-Z Resource Guide