Written by Curator Kari Thirsk, owner of Wedding Day Chicago

Most couples go into wedding planning with zero experience, which means they don’t always know the right questions to ask when hiring their vendor team. As a wedding coordinator, I am constantly amazed by how often I begin working with a couple only to realize they don't know the basic details of the vendor contracts they’ve already signed.

Your vendor team is the backbone of a stress-free, smooth, and beautiful wedding day. But it’s not just the big day itself that should bring you joy—the planning process should be exciting, too, not filled with stressful unknowns.

Of course, every couple knows to ask about the basics: pricing, availability, and a general package outline. But if you want to protect your investment and your peace of mind, here is a guide to the key questions you need to ask before you hire each vendor.

1. What are the deadlines for submitting wedding day documents and information?

Every vendor has a timeline for when they need final details. For example:

Catering: Final guest count and meal selections
DJ or Band: Song lists and do-not-play lists
Photographer: Photo lists and family groupings
Transportation: The exact driving route and schedule
Florist: The final floor plan for centerpieces and floral arrangements

Knowing these deadlines upfront ensures you don't find yourself completely burnt out at the end, scrambling to get everything to everyone at the same time. I always encourage my couples to tackle what they can as early as possible so they can coast through that final month.

2. Who is my main point of contact, and what does communication look like?

While you always want to be respectful (no texting your photographer or DJ at 11 p.m.!), you do need to understand each vendor's communication boundaries. Ask them how accessible they are for quick questions about the schedule or logistics. Many vendors prefer to do a deep dive 1 to 3 months out, but you need to know how they handle urgent questions that pop up sooner.

3. Will my main point of contact be the person on-site on the wedding day?

In the wedding industry, it is incredibly common for the person who handles your emails and sales calls to be different from the person who shows up to execute the service. If this is the case, ask when—or if—you will get to meet and speak with your actual day-of vendor.

4. Have you worked at our venue before?

While not having venue experience isn't a dealbreaker, it might require a few extra steps from the vendor. As a wedding coordinator heavily involved in logistics, I always visit a new venue early in the planning process to familiarize myself with the space. For other vendors, it may not matter as much, but it's always good to know if they need a walkthrough or extra setup time.

5. What is your backup plan if you are unable to attend due to an emergency?

Life happens, and no vendor can guarantee perfect health. However, they can guarantee a solid backup plan. I have seen countless situations where a vendor canceled last minute and sent a replacement, leaving the couple devastated. Ensure your vendor has a trusted network or a built-in backup team so you aren't left settling on your wedding day.

6. What services are considered add-ons?

To keep your budget on track, you need to know what lies outside the standard package. Common add-ons include:

DJs: Uplighting or photo booths
Catering: Extra bar hours or late-night snacks
Photography: A second shooter or engagement session
Venue: Upgraded linen, tableware, chairs, dance floor
Florists: Coming back at the end of the night for teardown

7. What is the fee if we go over our contracted time?

I see this most often with photography and videography. Even the best-laid timelines can fall behind—especially if speeches run long or dinner service is delayed. Make sure you know the hourly rate for adding time on the spot, so you aren't surprised by the final bill.

8. Can you provide a Certificate of Insurance (COI) if the venue requires it?

Many venues (especially in major cities like Chicago) strictly require certificates of insurance from every single vendor stepping onto the property. Ask your venue upfront what their requirements are and verify that your vendors can provide this documentation before you sign on the dotted line.

9. Are there any additional fees we should know about?

Always ask about hidden costs like travel fees, vendor meals, service charges, setup/teardown fees, or credit card processing percentages. It’s best to get a comprehensive, all-inclusive number upfront.

10. What is your policy regarding postponement, cancellation, and refunds?

While nobody wants to think about worst-case scenarios, it is incredibly important to protect your investment. If you must change your wedding date due to unforeseen circumstances, you need to know if your deposit is transferable to a new date, what the fee is to reschedule, and at what point your payments become entirely non-refundable.

Conclusion

Hiring your wedding squad is about more than just liking their portfolio or fitting their price into your budget. It’s about setting expectations, ensuring clear communication, and protecting your peace of mind. By asking these questions early, you’ll avoid stressful surprises and set yourself up for a smooth, joyful journey all the way to the altar. Happy planning!

Photography by Ashlee Cole

Beyond the Basics: 10 Important Questions to Ask Wedding Vendors Before You Sign