Vendor Shopping - Green and Red Flags
Riley Trott Photography
It probably goes without saying that Wedding Planners are picky about who they will recommend to couples, and after six years of Celebrait by Kait, I can wholeheartedly say that caution is necessary every time.
As Wedding Planners and Day of Coordinators, we are often inheriting vendors that were booked before the client signed with us. A lot of times it works out nicely, and then there are the horror stories too spooky to tell. Nevertheless, we know what to look for in vendors, and can gauge vendors quickly from a few emails, so I am passing along our go to guidelines to find your best vendor dream team.
Red Flags
Communication
It should NOT be hard to reach a vendor, whether that is getting a consultation call on the calendar, a contract to secure services, or scheduling your final details call. This is and always will be the number one indicator we use to assess vendors as it is the most telling pattern out there!
Contracts
These should be clear and lay out expectations, NOT leave room for interpretation. Any murkiness on that level is a bad review waiting to happen. I would also argue that the contract should not be fewer than three pages. As a client spending considerable money for a service, you deserve the full scope of that in writing.
Pricing
If the pricing seems too good to be true, it probably is. Look at your market’s average pricing and the accompanying services. For this kind of data, I do not recommend national publications as they are unfortunately often wrong and wayyyy too inexpensive for a market like Chicago. Instead, start with surveying 5+ vendors in a given category’s websites and taking notes as to what is common.
Riley Trott Photography
Reviews
As a small business owner I can attest that getting reviews usually takes more than one ask, and therefore each and every one is like a fabulous gift. Vendors should have not only good reviews, but recent ones too. From our experience, the client experience CAN slip over time, and a lack of recent reviews can indicate that perhaps they are not on the up and up. If they do not have a presence on Google, ask them for client reviews they have from internal surveys.
Social Media Presence
When was the last time they posted? If it was 2023, you should consider moving on. This should not be the only factor that makes you consider other options as life happens and extenuating circumstances can affect this, but it is something to think about.
Green Flags
Details
They know your wedding details, whether it be the venue, color scheme, or something else that differentiates your wedding from someone else’s. During your consultation you should be able to tell they reviewed the contact form submissions and have an interest in your unique plans.
Excitement
This may seem very obvious, but the vendor should display a high level of interest in your day and who you are. They should reassure you and make you feel confident that they can create magic for your big day.
Riley Trott Photography
Ideas
This is a bit more specific to planners, florists, and other creatives, but they should naturally weave ideas into the conversation. They should be showing their expertise through suggestions, etc. This shows that they not only prepared for the call, but that they are innovative and can expand on your vision if needed. Oftentimes clients need creative consultation and assistance; as Wedding Planners we see that design is a large area that couples struggle with.
Years in business
I was new once. In fact, it feels like just yesterday, but sometimes someone starts a business with the best intentions but cannot stick with it. When chatting with newer vendors, always make sure to review the red flags above, assess their passion, and trust your gut. When talking to veterans, make sure the “spark” is still there, you are not just a number, and you feel their experience is exciting and diverse.
Vibes
Honestly, I cannot stress this enough, but the vibes have to be right. If you feel immediately comfortable and trusting after that first 30 minute call, your gut is probably right, and you are going to create magic with that vendor. You will have various calls and meetings with your vendors, so you might as well enjoy it!
The opposite of the red flags
If they are displaying the opposite of these red flags, that is a good sign. For example, they communicate well, are priced in the moderate/high range, and have great reviews, these are sparkling green flags.
In closing…
As you can see, there is a lot more to consider when vendor shopping than just “are they in our budget?”. However, these guidelines help simplify the process. Happy wedding planning!
Xo, Kait
Kait Schmidt Thabet, Founder + Chief Planner, Celebrait by Kait