Every wedding vendor sounds great on their website. The differences show up in the details: what's included, what costs extra, and what happens when something goes wrong. Those details are exactly what a good set of questions uncovers.

Below are the questions worth asking before you sign anything. Start with the five that apply to every vendor, then use the category lists for your venue, photographer, caterer, florist and DJ or band.

The 5 questions to ask every vendor

Whoever you're talking to, these come first. If a vendor gets vague on any of them, treat that as your answer.

Are you available on our date, and how long will you hold it? Many vendors hold a date for a few days without a deposit. Know exactly when that window closes.
What exactly is included in this quote? Ask for an itemized list, not a package name. "Gold package" means nothing until you see what's in it.
What costs extra? Travel, overtime, setup and breakdown, service charges, taxes and gratuity are the usual suspects. Ask about each by name.
What is your payment schedule and cancellation policy? Find out how much the deposit is, when the remaining payments are due, and what you get back if you cancel or postpone.
Can we talk to a couple you worked with recently? Reviews are useful, but a 10-minute call with a real couple tells you far more.

Wedding venue questions

Your venue shapes your date, your guest count and a big chunk of your budget, so it deserves the most scrutiny.

What is the maximum capacity for a seated dinner versus a standing reception? The number on the website is often the standing figure.
How many hours do we get, and does that include setup and cleanup? A six-hour rental can turn into four hours of actual celebration.
Do we have to use your in-house or preferred vendors? Required caterers and bartenders can rule out the people you had in mind and change your budget fast.
What is the rain or weather plan? For outdoor spaces, ask to see the backup space and whether a tent costs extra.
Is there another event on the same day? A morning wedding before yours can cut into your setup time.

Wedding photographer questions

You'll look at these photos for decades. Look past the highlight reel and ask how they actually work on the day.

Can we see two or three full wedding galleries? A portfolio shows the best 30 shots. A full gallery shows how they handle dim receptions, family photos and harsh midday light.
Will you personally shoot our wedding, and is a second shooter included? Some studios book the lead photographer's name and send an associate.
How many edited photos do we get, and how long until delivery? Get both numbers in writing.
Who owns the photos, and can we print them anywhere? Look for a print release in the contract.
What happens if you're sick or have an emergency? A professional will have a backup plan and be able to tell you what it is.

Caterer questions

Catering quotes are where hidden costs pile up most, so ask the questions that turn a per-person price into a real total.

What does the per-person price include? Ask specifically about staff, rentals (plates, glassware, linens), cake cutting, and the service charge.
Is the service charge a tip for the staff? Often it isn't. A 20% service charge plus a separate gratuity adds up quickly.
Do you offer a tasting, and is it free? Some caterers include it once you book; others charge per person.
How do you handle dietary restrictions and allergies? Ask how meals are labeled and served so the right plate reaches the right guest.

Florist questions

What flowers will be in season for our date? Seasonal flowers cost less and look better. A good florist will steer you toward them.
Can ceremony arrangements be moved to the reception? Reusing arch pieces and aisle arrangements is one of the easiest ways to save money on flowers.
Are delivery, setup and pickup included? Late-night breakdown fees are common and rarely in the first quote.

DJ and band questions

Can we give you a must-play and do-not-play list? And will they actually stick to it?
Do you also act as MC? Someone needs to announce the entrance, toasts and cake cutting. Find out if that's included.
What equipment do you bring, and what do you need from the venue? Confirm power requirements, space, and whether the ceremony needs a separate sound setup.

Contract red flags to watch for

Once you've chosen a vendor, read the contract before you pay a deposit. Pause and ask questions if you see any of these:

No itemized list of services. If it isn't written down, it isn't included.
Vague timing. "Evening coverage" or "reception hours" should be actual start and end times.
A non-refundable deposit with no postponement option. Plans change. Look for terms that let you move your date.
No named person. For photographers, planners and performers, the contract should name who shows up.
No backup plan. Illness, equipment failure, bad weather: the contract should say what happens.
Price changes allowed "at the vendor's discretion." Your quoted price should be locked once you sign.

How to compare vendor answers side by side

Asking the questions is the easy part. The hard part is comparing three photographers whose quotes bundle different things in different ways.

A few habits make it much easier:

Ask every vendor in a category the same questions, in writing, so the answers line up.
Convert every quote to a true total, including tax, service charges, travel and tips, before you compare prices.
Keep everything in one place. Quotes buried across email threads, texts and PDFs are how details get missed.

This is the work Coco was built to take off your plate. Coco can send outreach emails to vendors, keep their replies and quotes together, and break down what each quote actually includes so you can compare them fairly. Learn more about wedding vendor management with Coco, or keep your totals honest with the wedding budget tracker.

Quick checklist

Before you sign with any vendor, make sure you can answer yes to all of these:

I have an itemized quote and I know what costs extra.
I know the deposit amount, payment dates and cancellation terms.
The contract lists exact times, the named person, and a backup plan.
I've talked to at least one past couple or seen full past work.
I've compared this quote against at least one alternative on a true-total basis.

Ask the questions now, and you won't be surprised later. Try Coco free to keep every vendor conversation, quote and contract in one place.