How to Choose Your Vendors

Create a list of what you are looking for from a vendor?

This list may not be perfect, but make a list of what you want that vendor to provide. It will help you receive a clear proposal and quote while also eliminating vendors that can’t provide what you are looking for. This is also a great way to save some money as you may pay less in delivery and set up fees and reduce stress as fewer vendors are easier to manage.

Where to find vendors?

You can find vendors through many channels - Google, social media, wedding directories, wedding publications, wedding shows or fairs, and word of mouth. When you find someone that you may like, make sure that you write down their info or save their website so that you can revisit after you do some more research.

Create a shortlist of the ones you like and reach out

This is a great opportunity to weed out any vendors that do not meet your list of requirements, match your style, or are within your budget. This way you don’t waste your time or theirs.

Some of your requirements will be hard boundaries. For example, you can’t fit 200 guests in a venue that can only accommodate 150 guests. Some of your requirements might be nice-to-have, but not required. For example, ideally you would like to have your photographer and videographer from the same company, but what if the photographer that you love doesn’t offer videography services? Don’t let this stop you from reaching out to that photographer.

If you still have a long list of vendors, consider their style or the way they work. Does it match your wedding and how you want to work with your vendors. If it doesn’t, then get those vendors off the list.

If you can find their pricing (sometimes this is not published), take a look and see if it is within your budget or could you go over budget and cut something else out if this is your dream vendor?

Inquire with your shortlist

Now is the time to inquire with your favourite vendors on your list. You should include in your inquiry the date of your wedding (if you have it), location (venue or city), and what services you may be interested in, and the best way to reach you.

Likely the vendor will respond to let you know their availability, give you an idea of price points, and then book an appointment to meet to discuss your wedding. I always suggest meeting with your vendors, especially those that will play a personal role on the day.

How do I know if they are legit?

Your meeting with the vendor is a great opportunity to understand if they are running a legitimate business. First, they should have a business licence and carry insurance. Second, they should have an idea of the licences and permits needed for your wedding. For example, when I work in neighbouring towns I need to have licences for those towns or I risk being band from working at those locations. Third, they should have reviews that you can look at. Google Business Profiles are great and some directories also have reviews on them. If there is something concerning in the reviews, you can ask the vendor about it. Fourth, ask for references of their work whether that is a former client. That way you can talk to someone directly about their experience.

Get the contract!

Once you have met with your vendor and you think that they will be a great fit for your wedding, get the contract and read it over carefully. If they don’t have a contract that is a massive red flag. Make sure the contract protects you as the client as well. It never hurts to have a lawyer look over these contracts if you are unsure. If everything checks out, it’s time to sign on and start the wedding experience.