Are you planning your wedding? If you’re in the middle of the planning process, it can feel like exhilarating, but a massive check-list at the same time. Choosing the right vendors is one of the most crucial parts of making your dream wedding happen. Vendors are the people behind your wedding day. They make your vision come to life and this creates an emphasis on selecting the right vendors to create the perfect experience. No matter how small your vendors’ roles are, it’s vital to select the right vendors to make your dream wedding come true. Here is your guide on how to assemble the perfect team of vendors.
Are you planning your wedding? If you’re in the middle of the planning process, it can feel like exhilarating, but a massive check-list at the same time. Choosing the right vendors is one of the most crucial parts of making your dream wedding happen. Vendors are the people behind your wedding day. They make your vision come to life and this creates an emphasis on selecting the right vendors to create the perfect experience. No matter how small your vendors’ roles are, it’s vital to select the right vendors to make your dream wedding come true. Here is your guide on how to assemble the perfect team of vendors.
STEP 1: Create the Perfect Vision
Before you even begin researching vendors, you need to take a moment to discover and determine your wedding vision. Reflecting on your values, your absolutes, and your “Pinterest” board is the first step to selecting your vendors. You’ll need to reflect on your wedding style. Are you leaning towards classic, modern, rustic, boho, an elopement? You and your partner need to decide on the pillars and elements that will be the foundations of your wedding. Once you clarify your wedding vision, you will be able to research and narrow down the vendors that will fit in your plan.
To create your vision ask yourself these questions:
What is the overall vibe you want for your wedding day?
What is your maximum budget?
What are your non-negotiables or your must haves (ex. A videographer, your favorite florist etc.)
What type of wedding will you hold? (ex. Elopement, wedding weekend, destination etc.)
Once you’ve solidified your vision, you are ready to begin the selection process.
STEP 2: Research, Research, Research
Once you’ve narrowed down your priorities, it’s time to start doing some research! But, where to begin? A great place to start is our blog, website, and instagram! We love to feature vendors that we know and love. Not a local? We suggest looking at other wedding blogs, social media posts, instagrams, and Pinterest. You may even venture over to a wedding directory, like the Knot! Another great place to start is to ask your friend and family for recommendations! There is nothing like a first hand experience and testimony to sweeten the deal! Grab insights from loved ones and gain insight on their personal experiences. Some of our favorite places to start include:
Wedding blogs (like this one!)
Instagram sites and hashtags or photo threads
Pinterest (an oldie but a goodie!)
Facebook Local Pages
And any Vendor specific websites
Do you research and create a list. This is the starting point to narrowing down who will fit you best!
STEP 3: Prioritize your NEEDS
The key word to staying on budget is to determine what you need and make those a priority. If you want killer food and would rather have that be the feature of your big day? Ok then – search for more affordable vendors and allocate a chunk of your budget to catering. Talk to your partner and determine how you want to prioritize your budget. Determine what are your needs or must haves and decide how you will allocate the funds. It’s best to allocate these funds to your budget during the researching process.
To begin prioritizing:
Rank your must-haves and want-to-haves
Create and allocate your budget to each category
Ensure your budget will fit all your vendor needs
… and don’t blow your budget!
STEP 4: Meet and Greet and Review!
After you’ve prioritized your wants and needs, create a list of options. As you begin the hunt, we suggest you look at reviews (from blogs, Yelp, Google, and FB) and view their portfolios. Narrow down your options and schedule your consultations with your vendor options. You can schedule in-person, virtual or phone meetings. But, we highly suggest meeting in person with those who will have the greatest impact on your wedding, such as venues, wedding planners, and photographers. So what questions do you need to ask?
How long have you been in the industry?
What is your experience with other vendors?
Do you have client reviews?
How many weddings do you book a weekend or season?
What is your availability? And how many hours?
What are your payment expectations? (Down payment, security deposit etc.)
How do you handle unexpected changes or events?
How do you interact with guests?
What is your attire for the day?
What is your communication style or policies? (ex. Response time etc.)
As with meeting anyone, it is important to trust your instincts and listen to your gut. Your gut will tell you if their vibe is off or if something isn’t right. You will be working closely with these individuals so you need to ensure they are the right fit for you.
STEP 5: Understand, Read, and Reread the Contract and Terms
Do not sign on the dotted line at your initial meeting. We highly recommend that you take time to discuss privately, or with your wedding planner, trusted family member, or friend. Read the contracts carefully and then read them again. Ensure you read the fine lines, look for:
Payment Schedule and terms
Cancellation Policy
Policy for date changes
What’s included in their services
What hours are provided and guaranteed
Act of God (when things happen that they cannot control)
Plans for bad weather
Potential Add ons’
Vendor meals
It is never a bad idea to ask for clarification on any portions that may seem unclear. This is a legal contract. You want to understand every statement on the contract to avoid any unwanted surprises later on.
STEP 6: Listen and Collaborate
Listen to your vendors. They are trusted wedding professionals and have been in the industry. You want to ensure that you maintain positive relations with your vendors and an open, yet respectful, line of communication. Share details when you have them, update them on any changes and ask questions. Your vendors are experts in their field, so lean on them. They will support you in all the ways they can.
Building your dream team may seem daunting, but if you take the time and think carefully about each step, it will be a smooth process. Our biggest advice is to not rush the process. Take the time to find and research the right vendors for you. Remember that every vendor will bring something special to your wedding day, they will create something that is unique to you and your partner. Trust in the process, find the right vendors that fit your needs, and you will have the wedding day that you’ve always imagined.
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.