Part 2: Vetting Vendors – Ensuring You’re Working with Legit Businesses

Estimated Read Time: 7-8 minutes

When planning a wedding, one of the least considered but most important tasks is choosing vendors who will help make your special day as flawless as possible. From photographers to caterers, each vendor plays a critical role in bringing your wedding vision to life. However, with so many options available, it can be difficult to distinguish between reputable vendors and those who may not deliver the quality you expect. This is why vetting your vendors thoroughly is essential. Now that you’ve got your ideas in order from Part 1 on the main vendors to look for, let’s dive deeper into those vendors to make sure they’ll actually show up for your wedding.

In Part 2, we’ll explore how to find reliable vendors, what red flags to watch out for, and how hiring a wedding planner can simplify the process. By following these steps, you can ensure that your wedding day runs smoothly and your vendors are trustworthy professionals.

Step 1: Start with Research – Where to Look for Reputable Vendors

Before committing to any vendor, start by researching thoroughly. In today’s digital world, there are several ways to vet potential vendors.

Online Reviews – Going Beyond Star Ratings While star ratings can provide a quick glance at a vendor’s reputation, they don’t tell the whole story. Look deeper into the feedback that past clients provide. Here's how to make the most of online reviews:

• Look for Detailed Reviews: Seek out reviews that include specific details about the wedding. Were the vendors punctual? Did they respond well under pressure? Were they flexible and willing to accommodate last-minute changes? These specifics can give you a better sense of how a vendor operates.

• Focus on Similar Weddings: Pay attention to reviews from weddings similar to yours in size, style, or location. For instance, if you're planning an outdoor wedding in the Roanoke area, search for reviews from other couples who had outdoor weddings in similar climates or terrains. This will give you a clearer idea of how a vendor handles logistical challenges unique to your event.

• Weigh the Negative Reviews: Don’t dismiss a vendor over one or two bad reviews, but do take recurring issues seriously. If multiple reviews mention poor communication or lack of punctuality, those are red flags to consider. On the other hand, a single negative review amidst a sea of glowing feedback might be a one-off experience.

Check Social Media for a Deeper Insight Social media platforms are another valuable tool for researching vendors. Many vendors have active Instagram or Facebook pages where they showcase their work, and following their posts can give you a sense of their style, professionalism, and personality.

Here’s how to use social media effectively in your vendor search:

• Review their Portfolio: Photographers, videographers, florists, and cake designers often post their latest work on social media. This is a great opportunity to see if their style aligns with your vision. Do their posts feel consistent and polished? Is their aesthetic cohesive? This can help you determine if they’re a good fit.

• Check Their Professionalism: Social media isn’t just for showcasing work; it’s also a way to assess a vendor’s professionalism. How do they engage with followers? Are their captions thoughtful, professional, and informative? Do they respond to comments and inquiries in a timely and respectful manner? Vendors who engage positively on social media are often easier to work with in person.

• Look for Consistency: A well-maintained social media presence demonstrates a vendor’s professionalism and consistency. If their social media is infrequently updated, chaotic, or shows a wide variety of conflicting styles, it may indicate a lack of focus or reliability.

Step 2: Questions to Ask Potential Vendors

Once you’ve done your research and identified potential vendors, the next step is to meet them (either in person or via video chat) and ask the right questions to ensure they’re the right fit for your wedding.

Experience and Expertise

• How many weddings have you worked on? Experience matters. The more weddings a vendor has been involved in, the more prepared they’ll be to handle unexpected situations on the day of.

• Have you worked at our venue or a similar location? If the vendor has prior experience working at your venue or at similar types of weddings, they’ll be familiar with potential challenges (e.g., lighting for outdoor photography, catering logistics for barn weddings, etc.).

• Can you show us a portfolio or gallery from a recent wedding? This allows you to see their work in a real setting, beyond the highlights posted on social media or their website.

Communication and Process

• How do you prefer to communicate? Communication styles vary from vendor to vendor, and it’s essential to find someone who communicates clearly and promptly. Whether it’s email, phone, or in-person meetings, make sure their communication preferences align with yours. Pro tip: remember that email is easier to keep organized and holds up well in court should there be issues down the road.

• What is your timeline for delivering the final product? Ask about timelines for receiving products such as photos, videos, cake and desserts, or floral arrangements. This can help you avoid frustration later if a vendor’s delivery schedule doesn’t meet your expectations.

• How do you handle last-minute changes or emergencies? Weddings rarely go exactly as planned. It’s tempting to say that weddings never go as planned but I’m sure there’s one out there that has. Asking how a vendor manages last-minute changes can give you peace of mind. A vendor with a flexible and proactive approach will be able to navigate unexpected hiccups gracefully.

Pricing and Contractual Details

• What is included in your pricing? Some vendors offer packages, while others may charge à la carte. Make sure you understand exactly what’s included in their pricing and any potential add-ons or hidden fees (e.g., travel fees, overtime charges, setup costs, damages costs, card processing fees, are taxes included or added after the fact.)

• What is your cancellation or refund policy? Life happens and plans sometimes change. Understanding a vendor’s cancellation or refund policy can save you headaches if unforeseen circumstances arise.

Step 3: Spotting Red Flags – Warning Signs to Watch Out For

While many vendors are reliable, there are a few red flags that should make you pause and reconsider before booking. Here are some common warning signs:

• Vague Contracts or No Contract: A legitimate vendor will have a clear, detailed contract that outlines exactly what services they will provide, when payments are due, and what happens if either party cancels. If a vendor refuses to provide a written contract or if the terms seem too vague, it’s in your best to move on. Trust us, we’ve seen too many of this especially in the post COVID-19 world with clients getting ghosted 2 weeks before wedding day.

• Poor Communication: If a vendor is difficult to reach during the initial inquiry stage, it could be a sign that communication will be a challenge throughout the planning process. Vendors who take days or even weeks to respond to simple questions are not likely to be responsive during the more critical stages of planning.

• Rushed or Disorganized Meetings: First impressions matter. If your initial meeting with a vendor feels rushed or disorganized, that could be a sign that they’re either overwhelmed with other clients or not committed to giving your wedding the attention it deserves.

Step 4: Real-Life Example – How a Planner Helped a Couple Vet Vendors

To illustrate the importance of vetting vendors, here’s a real-life example of a couple who successfully vetted their vendors with the help of Roanoke Wedding Planner:

Dani and Ben were planning their wedding in Bent Mountain, VA and felt overwhelmed by the number of vendor choices, especially since they lived out of town in Richmond, VA. They knew they wanted the best fit for their budget, but they didn’t want to sacrifice quality. They decided to hire a us to help streamline the process.

We first provided them with a list of pre-vetted vendors we had worked with before from a low, mid, and high budget range. This saved Dani and Ben numerous hours of research time that would have had to fit into their already hectic schedule. For vendors who are new to our list, we help the couple ask the right questions during meetings, such as inquiring about each vendor’s experience with outdoor weddings (since their wedding was at a hybrid outdoor, indoor wedding venue.)

All of the vendors they were considering were from the pre-vetted list due to the trust in our knowledge and their trust in our dedication to make their wedding a perfect day. Although Dani and Ben chose all pre-vetted vendors some couple’s do not. The couple that did not take our recommendations on vendors ended up having to scramble to find a new makeup artist only 3 weeks before wedding day. See this story over in Part 3.

Pro Tip: Hire a Planner to Guide You Through the Vetting Process

While it’s possible to vet vendors on your own, hiring a wedding planner can make the process much easier and less stressful. Planners often have an established network of trusted vendors, which saves you the time and effort of researching and meeting with multiple candidates. They can also help you spot potential red flags in contracts and communication that you might overlook.

Very rarely should you have family members handle parts of your wedding day and act as vendors to cut costs. While this cuts costs, we have seen way too many mishaps and headaches caused by family members trying to help but ultimately causing more stress than help.

By working with a planner, you can ensure that you’re booking reputable, reliable vendors who will deliver on their promises and help make your wedding day everything you dreamed of.