Questions to Ask Before Booking Your Wedding Professionals

Choosing your wedding professionals is about more than finding someone who is available on your date and fits your budget.

These are the people you'll trust with some pretty important pieces of your wedding day. A beautiful portfolio or great first impression matters, but you also want to understand exactly what you're booking, what's included and what you can expect along the way.

Before you sign a contract or pay a deposit, here are some questions worth asking.

Questions to Ask Every Wedding Professional

No matter who you're considering, start with the basics:

• Are you available on our wedding date?

• What exactly is included in your pricing?

• Are there any additional fees we should expect?

• How much is the deposit, and when are payments due?

• What is your cancellation or rescheduling policy?

• Will you personally be working our wedding, or will someone else from your team?

• Are you insured?

• How do you normally communicate with couples during the planning process?

• When will you need final information or decisions from us?

• What happens if you become sick or have an emergency and can't be there?

• Will we receive a written contract before paying our deposit?

That last one matters. A contract protects both you and the wedding professional by making sure everyone understands what has been agreed upon.

Questions to Ask Your Wedding Venue

Your venue affects almost every other part of the wedding, so there is a lot more to consider than whether you love the space.

Ask:

• What spaces are included with our rental?

• How many hours do we have access to the venue?

• When can setup begin?

• Are tables and chairs included?

• Who handles setup and cleanup?

• Are linens, décor or other rentals included?

• Can we bring in our own wedding professionals, or is there a required or preferred list?

• Is there a space for the wedding party to get ready?

• What is the backup plan for an outdoor ceremony or reception?

• Are there restrictions on candles, décor, music or alcohol?

• Is parking available?

• Is the venue accessible for guests with mobility needs?

• Who will be our contact on the wedding day?

• What are we responsible for at the end of the night?

You should leave a venue tour understanding not only what the space looks like, but how your wedding day would actually work there.

Questions to Ask Your Photographer or Videographer

Photography and video are some of the few things you'll still have long after the wedding is over, so make sure you understand both the style and the experience.

Ask:

• How would you describe your photography or video style?

• Can we see complete wedding galleries or films, not just highlights?

• How many hours of coverage are included?

• Will you help us build the photography timeline?

• Is a second photographer or videographer included or available?

• How do you handle family and group photographs?

• What happens if the wedding runs behind schedule?

• When should we expect to receive our finished photos or video?

• How do you back up our images or footage?

• What printing or sharing rights will we receive?

• Is an engagement session included or available?

Pay attention to how comfortable you feel talking with them, too. Your photographer may be with you for a large portion of your wedding day.

Questions to Ask Your Caterer

Food service involves more moving pieces than most couples realize.

Ask:

• What is included in the per-person price?

• Does the price include staffing, setup and cleanup?

• Are plates, flatware, glassware, napkins or linens included?

• Can you accommodate allergies and dietary restrictions?

• Are children's meals available?

• When is the final guest count due?

• Do we need to provide meals for our wedding professionals?

• Is cake cutting included?

• What happens to leftover food?

• Are service charges or gratuities included?

• What happens if our guest count changes?

If your caterer is also handling bar service, ask separately about bartenders, alcohol, mixers, glassware, ice, licensing and any additional service fees.

Questions to Ask Your Florist or Decor Professional

It's easy to fall in love with inspiration photos. Your wedding professional can help translate those ideas into something that works for your season, venue and budget.

Ask:

• Which flowers are typically available during our wedding season?

• What alternatives would you recommend if a particular flower isn't available?

• Does your pricing include delivery and setup?

• Who handles teardown or cleanup?

• Are vases, arches, candles or other décor pieces rentals?

• Who is responsible for returning rented items?

• Can ceremony arrangements be reused at the reception?

• How many bouquets, boutonnieres, centerpieces or other arrangements are included?

• How are substitutions handled if something becomes unavailable?

Give them some room to make recommendations. An experienced professional may know a beautiful alternative that works better than the Pinterest photo you started with.

Questions to Ask Your DJ or Entertainment Professional

Your DJ or entertainment professional often plays a much bigger role in the flow of the reception than simply playing music.

Ask:

• Do you provide ceremony audio if needed?

• Are microphones included?

• Will you serve as the emcee?

• Who handles announcements and introductions?

• How do you build the reception playlist?

• Can we provide must-play and do-not-play songs?

• How do you handle guest song requests?

• Do you bring backup equipment?

• How much setup time do you need?

• Is dance-floor or specialty lighting available?

• How do you coordinate with the venue, photographer and other wedding professionals during the reception?

A good DJ helps keep the evening moving without making the reception feel like it's being run from a clipboard.

Before You Sign the Contract

Once you've asked the practical questions, there are a few more things worth paying attention to.

Were your questions answered clearly?

Did you feel listened to?

Did the wedding professional communicate well and follow through when they said they would?

Do you understand exactly what you're receiving and what it will cost?

And perhaps most importantly:

Do you trust them to do their job without you having to manage them on your wedding day?

You shouldn't spend your wedding day tracking down professionals, answering logistics questions or worrying about whether someone remembered what they promised six months ago.

The right wedding team gives you confidence long before the wedding day arrives.

Find Trusted Local Wedding Professionals

The Bartlesville Wedding Association brings together local wedding professionals who help couples throughout Bartlesville and the surrounding area plan and celebrate their weddings.

From venues and photographers to catering, décor and other wedding-day services, you can explore local professionals, learn more about their businesses and start building your wedding team.

Explore the BWA Wedding Professional Directory →

LOCAL EXPERTS. LASTING MEMORIES.