How to compare wedding vendor quotes side by side

Two photographers quote within a hundred dollars of each other. One includes eight hours, a second shooter and the files; the other includes six hours, and the files are extra. On paper they're the same price. In practice one is a quarter cheaper. Comparing wedding vendor quotes is mostly the work of turning different quotes into the same shape, so you can see that. Here's how to do it.

Step 1: ask every vendor the same questions

You can't compare answers you didn't get. Before you look at prices, ask each vendor in a category the same list: what's included, how many hours, who turns up, what's extra, the deposit and payment dates, and the cancellation policy. Our guide to questions to ask wedding vendors has the lists for caterers, photographers, DJs and the rest, and our venue questions guide has the twelve for venues.

Ask for the quote in writing, itemised. A single number is impossible to compare.

Step 2: work out the real total

The quoted price is rarely what you'll pay. For each quote, add up:

• The base price for the package you'd actually book.
• What you'd add to match the others. If one photographer includes a second shooter and the other charges for it, add that fee to the second quote. Same for hours, a tasting, ceremony music, delivery or setup.
• Service charges and tax. On catering and venues these can add 25 to 30%.
• Travel and overtime you can see coming. If the venue is two hours away, or your day runs ten hours and the package covers eight.
• Gratuity, if it's expected and not included. Our tipping guide has the usual ranges.

Now each quote is a like-for-like number. It's often a different order from the headline prices.

Step 3: put the quotes side by side

Lay the quotes out in columns, one per vendor, with the same rows for each:

• Real total, from step 2.
• What's included, as a list.
• Hours or quantity: hours of coverage, guests served, number of arrangements.
• Deposit and payment dates.
• Cancellation terms.
• Pros and cons.
• How it felt talking to them.

Two to four is the useful range. One quote has nothing to compare against; more than four and the differences blur. If you have more, cut to the best three first.

Step 4: compare per guest, per hour or per photo

Some quotes only make sense as a rate:

• Caterers: the real total divided by your guest count gives the cost per person with everything in. That's the number to compare, not the menu price. Our cost per guest guide works through it for the whole wedding.
• Photographers and videographers: per hour of coverage, and how many edited photos or minutes of film you'll get.
• DJs and bands: per hour, and whether the ceremony and cocktail hour are covered.
• Venues: per guest at your seated capacity, with food and drink if they're in-house.

Step 5: weigh what isn't a number

The cheapest quote that does the job is usually the right one, but not always. Before you decide, score each vendor on the things you can't price:

• Their work. Full galleries, recent menus, a recording of the band, not just the best moments.
• How they answer. Quick and clear before you've paid is a good sign for after.
• Reviews from recent couples, especially about the day itself.
• Whether you'd be happy to see them at your wedding. You'll spend hours with some of them.

Give each a score from 1 to 5, and agree between the two of you how much the price matters against the rest. The free venue scorecard does this for venues: you weight seven sections to 100%, score each one, and it ranks your top three.

Step 6: decide, then tell the others

Pick one, check the contract against what they told you, and pay the deposit to hold the date. Then thank the others and tell them you've booked someone else. It's polite, it frees their date, and you may want them for another event one day.

Put the deposit and the remaining payment dates into your budget straight away. The budget guide shows how much to plan for each category, so you'll know whether a quote fits before you sign, and the final payments guide shows how to track every payment to the last one.

Compare quotes in Linenfold

Vendor comparison in Linenfold keeps every vendor you're considering on one page: name, category, contact, contract price, booking status, package options, inclusions, pros and cons, your overall impressions, files and notes. Put vendors in comparison groups, such as "Photographers", tick two to four and see them side by side, with the lowest price marked. Confirm the one you choose and it moves to Confirmed vendors with its price in your budget.

Venue Options does the same for venues, with capacity, scores and the questions to ask, marking the one with the most room, and Vendor Questions keeps each vendor's answers beside the contract.

The free plan holds five vendors and venues together, enough to compare a shortlist in one category; Complete removes the limit. The features page shows the rest.

Start with the free venue scorecard, and when you're ready to compare the rest, create a free account.