Questions to ask wedding vendors: caterer, photographer, DJ

Every wedding vendor sends a lovely portfolio and a price. What they don't send is the fine print: what the price leaves out, who actually turns up on the day, and what happens if something goes wrong. The questions below get you that, for any vendor and then for the three you'll talk to longest: the caterer, the photographer and the DJ or band. Ask each vendor in a category the same questions, and write the answers down, so you're comparing like with like.

Questions to ask any wedding vendor

Start every first call or meeting with these. They're the ones that decide whether a quote is really cheaper, and whether you're protected if plans change.

• Are you available on our date, and is it held until we sign? Some vendors book whoever signs first, even after a friendly "it's yours".
• What exactly is included in the price you quoted? Hours, staff, travel, setup, equipment, delivery. Ask for it as a list.
• What's the deposit, and when are the other payments due? Put the dates straight into your budget so the last payment doesn't land the week of the wedding unnoticed.
• What's your cancellation and rescheduling policy? What you'd get back, and whether they'd move to a new date for free.
• Are taxes, service charges or travel fees extra? The most common reason two quotes that look the same aren't.
• Who will be our main contact before and on the day? And how quickly they usually reply.
• Do you carry liability insurance, and can the venue get a certificate? Many venues won't let a vendor in without one.
• What do you need from us, and by when? Final numbers, a timeline, a shot list, a playlist, payment.

Questions to ask your wedding caterer

Food and drink is usually the largest cost after the venue, and it's charged per person, so small differences multiply. Ask:

• Can we do a tasting, and is it included? Some include it once you've booked, some charge per person, some only for a set number of guests.
• How do you handle dietary needs and allergies? Ask how they label plates, keep allergens apart, and how they want the list from you. Collect the needs with your RSVPs so the list is exact.
• Is service, staffing and cleanup in the per-person price? Ask how many servers and bartenders per guest, and whether service charge and gratuity are separate.
• Do you provide plates, glassware and linens? If not, they're a rental cost to add to the caterer's quote.
• When do you need the final guest count? Usually two to three weeks before. After that, you pay for the number you gave.
• Do you have a liquor license and bartenders? If your venue lets you bring your own alcohol, someone licensed still has to serve it.
• What happens to leftover food? Whether it can be boxed for you, donated, or must be thrown away.
• Do vendors get a meal, and what does it cost? Your photographer, DJ and planner are with you for hours. Most couples feed them, and caterers usually offer a cheaper vendor meal.

Ask too whether the price is per person, per plate or per hour, and whether children and vendors are charged at the adult rate. When you compare caterers, compare the cost per person with everything in, not the menu price.

Questions to ask your wedding photographer

You'll keep the photos longer than anything else you buy, so ask about the person, the hours and what you'll get afterwards:

• How many photos should we expect, and when will we get them? A typical answer is a few hundred edited photos within six to twelve weeks, with a small preview sooner.
• Will you be the one shooting our wedding? Larger studios send an associate. If it matters to you, put the name in the contract.
• Is a second shooter included, or extra? A second photographer covers both partners getting ready and the guests during formal portraits.
• How many hours are included, and what's the overtime rate? Count from getting ready to the last dance you want photographed, and plan for the day running late.
• Do we get the full-resolution files and the right to print them? Some photographers sell prints and keep the files; others give you a print release.
• Can we give you a shot list and a list of family groups? A list of the family photos, with names, saves twenty minutes of shouting on the day.
• Do you have backup cameras and memory cards? A professional shoots to two cards at once and brings a second camera.
• Is an engagement session included? It's a good way to get used to the camera, and to see how you work together.

Ask to see two or three full wedding galleries, not just the best shots, and at least one in light like your venue's.

Questions to ask your wedding DJ or band

The music decides whether people dance. Ask:

• Can we give you a must-play and a do-not-play list? And how they handle requests from guests.
• Will you be the person who performs on the day? Like photographers, some companies send whoever is free.
• What equipment do you bring, and what do you need from the venue? Power, space, a table, a covered area outdoors, a time to set up and test the sound.
• Do you also cover the ceremony and cocktail hour? Often a separate fee, and it may need a second sound system in another room.
• Will you make announcements? Entrances, toasts, the cake, the last dance. Give them the names and how to say them.
• How many breaks do you take, and what plays during them? Bands usually play sets with breaks; ask for a playlist in between, not silence.
• What's the overtime rate? If the dance floor is full at the end, you'll want to know what another hour costs before the night, not during it.

Questions for the rest of your vendors

The same habit works for everyone else you book. A few from each list that are easy to forget:

• Florist: Can you work from our colors and photos? What happens if a flower we chose isn't available? Do you deliver, set up and collect containers afterwards?
• Officiant: Do you file the marriage license after the ceremony? Can we write our own vows, or do you have a set ceremony?
• Cake: Do you deliver and set up the cake? Is there a cutting or plating fee from the venue?
• Videographer: How long are the highlight film and the full edit? Do you record the ceremony and speeches in full?
• Hair and makeup: Is a trial included, and when should we book it? How many people can you get ready, and how long does each take?
• Transportation: How many hours are included, and is there a minimum? Is the gratuity included in the price?

Get the answers in writing

A friendly yes on a call isn't a promise. Once you've chosen, check that everything that mattered is in the contract: the date, the hours, the named person, what's included, the payment dates, overtime and cancellation. If something is only in an email, keep the email with the contract.

If you're still choosing, our guide to comparing vendor quotes side by side shows how to turn two or three quotes into the same shape so you can see which is really better value. For the venue itself, our venue questions guide has the twelve to ask on every visit.

Keep the questions and answers with each vendor

In Linenfold, Vendor Questions gives every vendor and venue its own list of questions to ask and the answers you got, beside the contract and documents and a booking status. A question bank by category holds the lists in this guide: tick the ones you want for the caterer or the photographer and add them, or write your own. Vendor comparison keeps every quote on one page with the price, what's included, pros and cons, and confirming one puts it in your budget.

The free plan holds five vendors and venues together; Complete removes the limit. The features page shows the rest.

Start by scoring your venues with the free venue scorecard, then create a free account to keep every vendor's answers in one place.