Interviewing vendors can be a long, tedious task! You might as well make the work worth it! Here are some questions to ask your vendors to determine if they are first, a good business to work with and second, someone who will deliver the goods and services you want. We start with some general questions for ceremony and reception venues. We also give some examples of what you should look for in answers. Happy searching!
Some general questions to ask:
How long have you been a ___________?
Of course you want experience! But if there is a newer vendor in town, make sure you see his or her work and speak with a few references.
Do you specialize in weddings?
A vendor that specializes in weddings will probably follow the trends more closely and know what’s going on in the world of weddings. But aside from that, their work may be perfect for your big day, whether they are wedding specialists or not.
May I have a few references?
In fact, ask for the last three clients the vendor had. If you ask for just any three, he’ll give you some of his best clients. If you ask for just the last three, you’ll get a more consistent feel for his work.
What licensing to you need and have for your work?
This will vary from vendor to vendor, and not every vendor will have or need licensing. A legit business license is a good place to start.
How do you stay on trends and maintain your education?
There are lots of trade shows and professional organizations out there to keep up with trends and education. If a vendor belongs to organizations and attends trade shows, that’s great! At the same time, it’s not necessary. You may see a difference in work between the two, so make sure you see their portfolio!
Questions for Venues
Will our event be the only one happening that day and time?
In most cases, you want your event to be the only one happening that day and especially at that time. Something hours before your event might not interfere, but ask about all the events for that day so that you know for sure you don’t have to work around anything or anyone.
Will there be a site manager? What are his duties and contracted hours?
Site managers are very helpful to have around. They know “the drill†and where everything is located at the venue. She could have a range of obligations, so make sure you know what they are. Make sure she is there until the very end of the event. She will most likely be the one who makes sure everything is packed up and put away so you don’t get charged with damage fees.
What are the limitations of the site?
This could be anything from no rose petals on the aisle to no candles on the tables. Make sure you know what the rules are so you don’t unknowingly break them and get charged.
What are the hidden charges that most people don’t know or forget about?
Ask about “the small printâ€. Don’t skip over anything in your contract; make sure you know what ever charge is for and what you’re getting.
What time regulations and decorating restrictions must we follow?
Your venues should be very specific with what time you’re allowed to show up and what time you must be off of the property. If they are not, you should be. Decoration limitations may sound silly, but make sure you ask. Some historic sites might not allow candles, others might not allow the use of tape. You never know, so be sure to ask.
If outdoors, is there an inside area incase of rain or other undesirable weather?
The answer to this may be yes or no. You’re taking your chances when it comes to weather. If the site doesn’t have an indoor backup plan, you should find one on your own.
Will we need parking attendants or security?
This will vary from venue to venue. Ask what they would recommend if you’re unfamiliar with the part of town the venue is located or what the parking is like there.
What is the wait staff to guest ratio?
The ratio you need depends on your style of service. For a more formal style of a plated dinner, you’ll need more wait staff than if you were to have a buffet.
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Very good questions. Some lists like this come across as confrontational. Not generally a good way to start a relationship.
It is also a good idea to ask vendors how well they work with certain other vendors you have already booked. An example would be to make sure a photographer and videographer get along, or if a venue has any problems with your planner.
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