Guide to Wedding Vendors and Venues: Choosing the Best

PSA: You cannot pull off your dream wedding single-handedly (nor should you have to!). To create a truly seamless event, you’ll need a whole lot of help along the way.

This is where expert wedding vendors — plus your ideal venue — come into the picture. Choosing the perfect people and places for your wedding day is one of the first things you’ll do. And if you’ve never hired a wedding vendor before, you’ll need some handy advice to get it right.

Here at Zola, we have just what you need to make the magic happen. We love helping you plan your wedding, choose the right venue, and assemble the dream team of florists, caterers, photographers, DJs, and anyone else you might need. So, before you do anything, read our exclusive guide to choosing wedding vendors and venues.

How to choose a wedding venue

Since you’ll need to secure your ceremony date in order to do pretty much anything else, choosing your venue is a top priority in the planning process. Sure, there are plenty of workable wedding venues out there. But you want one that perfectly encapsulates your vision and takes your breath away. Here’s how to choose the perfect venue.

Step 1: Select your wedding venue

Deciding where you and your partner want to get married is often the first thing on your wedding planning checklist. The venue that you pick can dictate when you have your wedding and many other details. Prime locations get snapped up fast. For that reason, it’s always smart to book your venue at least 12 months in advance and before you send your save the dates.

Our venue marketplace is the best place to search and compare wedding venues of all types all over the US.

Step 2: Ask questions first

It was love at first sight! You and your partner entered the venue, and your hearts skipped a beat. However, before you commit to a wedding venue, you need to ask the right questions. Want to know what to ask? Have Zola’s wedding venue questions checklist at the ready.

Here are a few sample questions to get you started:

• What are the menu options?
• What’s included in the cost?
• Who will be assisting on the day of the wedding?
• Is your desired wedding date available?
• When is payment due?

When you’re touring the location, ask whether you can use your own vendors, what the outdoor space options are, and the menu options. It’s your main job to gather as much information as possible when you assess a wedding vendor.

Step 3: Decide whether to go all-inclusive

Let’s talk about packages. Some wedding vendors offer all-inclusive services (like a deal that includes the location, catering, seating, table settings, and so on). You get the picture. But be warned that there are pros and cons to going all-inclusive. You’ll need to put your thinking cap on.

Opting for all-inclusive takes a lot of the hassle out of wedding planning. However, you may not get the customization options that you want here. When you choose to select your own vendors for the venue, you’ll likely have complete control over every detail. The choice is yours.

Expert advice: Some locations will have a wedding venue preferred vendor list for you to choose from. Ask your contact about this when you tour the venue.

Step 4: Sign on the dotted line

Now that you’ve dealt with all the admin, there’s just one last thing to do. Take a peek at the wedding venue contract. While it’s not the most exciting part of the process, it’s a necessary step. Ensure that the agreement ticks all your boxes before signing it.

Bonus: Wedding venue tips and tricks

#1 Check out a selection of wedding venues. The most popular types of wedding venues are hotels, barns, and estates. However, don’t be afraid to think outside the box. Consider a location that fits you (as a couple) and matches your wedding aesthetic.

#2 Look for a price that suits you. Whatever your wedding budget, there’s sure to be a venue out there that’s a perfect fit. Read our guide on finding affordable wedding venues for advice.

#3 View the location more than once. If possible, try to tour your wedding venue a second time. It’s a savvy move to check it out during the season that you plan to have your wedding. That way, you can get a realistic view of how it will look on the day.

#4 Work well with your wedding venues. Chances are, it’s your first time planning an event of this scale. There’s likely a lot you don’t know about working with wedding venues. Take the time to understand what the venue expects of you both before you get started.

Have more questions? Check out all of our articles on the topic of wedding venues to get answers.

How to choose the best wedding vendors

You have some big decisions to make, and choosing vendors for a wedding takes finesse. We’ll take you through finding each of these go-to's:

• Officiant
• Wedding caterer
• Wedding photographers and videographers
• DJ or wedding band
• Florist
• Cake and dessert designer
• Bar and beverage service
• Makeup and hair stylists
• Vehicle rental services
• Wedding planner (optional, but highly recommended)

Next are the steps to get it right. Use Zola’s advice to make selecting your vendors so much easier.

Step 1: Create your wedding vendor checklist

Choosing wedding vendors can be make or break. Each one on your list plays such an important role. But — spoiler alert: your love is unique, and so are your needs, so there’s no cookie-cutter approach. That’s why the first step is to create your vendor checklist.

The sooner you start, the easier things will be.

Begin your big-picture planning around 12 months ahead of time. As your wedding day draws near, you’ll zero in on exactly what you want from each vendor and iron out the details.

Step 2: Ask these wedding vendor questions

Next up, you’ll start meeting potential vendors. Think of these as job interviews: you’re figuring out whether each vendor is the perfect match for your wedding. Let’s take a look at some of the key wedding vendor questions to ask:

• Wedding DJs: There’s no two ways about it: Hiring the right wedding DJ can transform your wedding day. Your DJ literally gets the party started. So, make sure you’re asking the right wedding DJ questions. Know when you need to book, whether they provide services at the ceremony, too, and the genre they specialize in.

  Sample vendor questions from our article:

  • How many weddings have you played?
  • How long have you been a professional DJ/musician?
  • What genre of music do you specialize In?
  • Can we request specific songs?
  • Can we give you a “do not” playlist?

Search for wedding DJs and live bands in your area on Zola’s marketplace.

• Wedding photographers: You’ll want to look back and remember your wedding day for years to come, so it pays to be picky about your photographer. Asking the right wedding photographer questions will help you decide if they’re right for you. Find out what editing style they use and whether you can request specific shots.

  Sample vendor questions from our article:

  • How many weddings have you photographed?
  • What’s your working style on the wedding day?
  • Can we request specific shots?
  • Do you require a deposit?
  • Can we order prints from you?

Find wedding photographers in your area on Zola’s marketplace.

• Wedding videographers: Of course, the wedding videographer questions you ask will be similar to the photographer questions. Don’t panic if you don’t understand the world of videographers — few of us do! As a starting point, ask to see their portfolio, look for testimonials, and gain an understanding of their pricing structure.

  Sample vendor questions from our article:

  • What’s your experience filming weddings similar to ours?
  • Can you provide samples of videos you've shot?
  • How do you record audio during the ceremony and reception?
  • What’s your turnaround time for final delivery?
  • How do you approach different lighting situations?

Search wedding videographers in your area.

• Makeup artists: If you haven’t had your makeup done by a professional before, get the inside scoop by asking these key makeup artist questions. You may need to buy some products on your own, so make a note to ask your wedding makeup vendor about that. Also, ask what style will suit you best and whether they provide on-the-day touch-ups.

  Sample vendor questions from our article:

  • What if I don’t like my trial look?
  • How many people can you accommodate for day-of wedding makeup?
  • Can you use or stay away from certain specific makeup products?
  • Can I take some photos of the trial makeup?
  • What style of makeup works best for me on my wedding day?

Find beauty professionals in your area on Zola’s marketplace.

The list of wedding vendor questions doesn’t end there. It’s also worth drafting a list of questions for your caterers, bar/beverage service, florists, transportation, officiant and any other staff you’ll hire. Be sure to delve into the specifics with each of your vendors.

Step 3: Get the etiquette on point

Are you schooled in the proper wedding vendor etiquette? If not, now’s the time to learn the ropes. Remember that while you are dealing with a business, creating a good working relationship matters. Your communication with wedding vendors should always be clear, open, and polite. You might be stressed, but these basic rules need to come first.

• Articulate what you require from vendors in clear terms.
• Trust the professionals to do their job and let them take the lead.
• Speak up quickly if there’s anything that is not to your liking.
• Be sure to feed your vendors on the day of the event.
• Check if gratuity is included in the contract. If not, you should tip your vendors.

Don’t forget to tip! The vendors you hire will work tirelessly to make your wedding day go smoothly. Set aside money in your overall budget to tip each one fairly. Read our wedding tipping guide first to figure out how much to tip wedding vendors.

Step 4: Book at the right time

The early bird catches the bouquet. But exactly how early should you book each of your wedding vendors? The answer may differ depending on the specific vendor. You can check out our full guide on when to book wedding vendors for an overview. Of course, you should ask each vendor you contact about their booking deadline.

Step 5: Learn the art of negotiation

Sadly, not everyone budges on their price. However, there will be times when it’s appropriate for you to negotiate with your wedding vendors. Before you get started, do your research. Reach out to a variety of vendors to get some quotes. Avoid trying to play games with your vendors here, and instead, be upfront and honest about your budget.

Step 6: Deal with the legal side

The wedding vendor will provide you with a contract to sign. However, don’t presume that it’s the final word on the matter. Read the wedding vendor agreement and check to see if it matches your expectations. If not, negotiate the final details before signing on the dotted line.

Bonus: Wedding vendor tips and tricks

#1 If you’re unhappy, complain the right way. Let’s say something’s not quite right, and you need to speak up. For instance, if your wedding photography is not what you expected, you should be honest about it. Avoid getting emotional, but explain the problem concisely.

#2 Yes, you can break up with a vendor. You’ve tried talking, but you’re getting nowhere fast. If things really aren’t working out, know that you can decide to leave a certain vendor. Make sure you read your vendor contract to check what the terms are before you make the cut.

#3 Learn about wedding vendor insurance. If you want to protect yourself (and your finances!), wedding vendor insurance may be the way to go. There are different packages, so do your research here.

#4 Be sure to thank your wedding vendors. When the Champagne has been popped and the day is over, don’t forget to thank your wedding vendors for all their hard work.

By now, you should be well-versed in how to book the right people and places for your event. Hopefully, our guide to choosing wedding vendors and venues has given you all the tools you need. Good luck, and happy wedding planning! We’re always here if you need anything.