How to Choose the Right Wedding Vendors: Tips From a Pro Who’s Seen It All
Ask any seasoned wedding planner, and we’ll tell you: your vendors make or break your wedding day.
The right team can bring your vision to life with ease, professionalism, and joy. The wrong team? It can lead to miscommunication, delays, or even costly mistakes that cast a shadow over your celebration.
As someone who’s worked on countless weddings with all types of vendor personalities and styles, I’ve experienced firsthand what works and what doesn’t. If you’re planning your wedding and wondering how to choose the right vendors, here’s my honest insider advice to help you feel confident every step of the way.
1. Start With a Planner (Before Any Other Vendors)
I’m not just saying this because I’m a planner, but because it truly sets the tone for everything else.
Your planner knows which vendors are reputable, easy to work with, and aligned with your vision and your budget. When you start with a planner, you avoid wasting time researching and vetting vendors on your own and you tap into an existing network of trusted professionals.
Real Talk: A planner helps you avoid “Pinterest-perfect” vendors who look great online but fall short behind the scenes.
2. Referrals > Random Searches
Google and Instagram are great for inspiration, but not for narrowing down vendors. A polished feed doesn’t always translate to reliable service or communication. The best way to find solid vendors? Referrals from people you trust.
Ask:
Your wedding planner (we’ve got the inside scoop)
Friends who’ve recently gotten married
Your venue (they often have a preferred vendor list)
What I Do: I only recommend vendors I’ve worked with personally or have thoroughly vetted so that you don’t have to roll the dice on someone new. Even if I haven’t worked with a vendor personally, I often know someone who has. Plus, I know the right questions to ask and specific things to check for.
3. Always Schedule a Consultation
Never hire a vendor without talking to them first. One quick call (I always recommend a video call) can reveal everything you need to know about how they communicate, how they treat their clients, and most importantly, whether you vibe with their energy.
What to look for:
Do they listen well and ask thoughtful questions?
Are they clear about pricing and availability?
Do they seem passionate about what they do?
Red Flag: If a vendor is slow to respond or vague about their process from the start, don’t expect them to magically improve later on.
4. Review Contracts Carefully (And Know What’s Not Included)
A professional vendor should provide a detailed contract outlining scope, deliverables, timing, cancellation policies, and payment schedules. If something seems unclear, ask—and if they’re hesitant to clarify, that’s a clear warning sign.
My Role: I help couples review vendor contracts to make sure nothing important is missing and that you're fully protected if anything changes.
5. Consider Personality & Professionalism, Not Just Price
We all have a budget, and pricing is important. But choosing vendors based solely on who’s the cheapest can absolutely backfire. You’ll be spending some of the most important moments of your life with your vendor team—especially your planner, photo and video team, and beauty team. So chemistry matters.
Pro Tip: It’s okay (and encouraged) to pay a little more for someone who makes you feel seen, supported, and excited about your day. That comforting vibe and energy is priceless.
6. Read Reviews—But Read Between the Lines
Online reviews can be helpful, but don’t just look at the star rating. Read the comments. Are people raving about communication? Reliability? Going above and beyond? Those are the vendors you want.
What I Look For: When vetting new vendors, I also ask for recent references—people I can actually speak with, especially for high-ticket services like caterers, photographers, and rental companies.
7. Ask the Right Questions
During your consultations, come prepared with specific questions that go beyond “What do you charge?”
Ask:
How do you handle last-minute changes or emergencies?
What happens if you’re sick or unavailable on the wedding day?
How do you communicate throughout the planning process?
Will you have any team members with you on the wedding day?
Planner Benefit: I often join couples on vendor calls to help ask these questions and listen for any red flags they might miss.
The Bottom Line: Hire People Who Feel Right
Your wedding day is one of the most important days of your life, you deserve a vendor team that treats it that way. The right professionals bring calm, clarity, and creativity to your day. They don’t just “do a job”, they show up as your trusted partners.
At Grand Entrance Affairs, I help couples curate a vendor dream team that aligns with your personality, priorities, and price point. And I stick by your side from the first contract to the final dance—ensuring every single detail is handled with care.
Need help building your vendor team? Let’s talk about your vision and how we can bring it to life, together.