Info to Have Before Contacting Vendors

Gather this information to make sure you’re prepared for initial conversations with vendors.

By McCall Minnor

Information to Have Before Contacting Vendors
Photo by Zola

The First Look ✨

One of the most exciting aspects of wedding planning is booking your vendors. From the venue to music, to catering, vendors help shape you and your guests’ wedding experience. However, before contacting any, there’s some information you should have ready. To answer your questions and see if they’re a fit, there are some things a vendor needs to know. Have the following information on hand to ensure you’re prepared for any initial conversations.

The Basics

Ideally, before you contact potential vendors, you’ll have the basic components of your wedding day figured out. This information is the most important to have during initial conversations. It should give the vendor an idea of your event and what’s needed of them.

  • Things to know: The date and time of your wedding, the duration of the service (typically the whole day), your location(s), headcount, and budget.
  • If you’re still in the early stages of planning and haven’t ironed out all the details, have tentative information available. For example, if you haven’t finalized your headcount, give a ballpark estimate.
  • Depending on the vendor, you’ll want to have a few more details available. For example, a florist will want to know your color palette.

Know What You Want

Next, you want to have a general idea of what it is you want from your vendor. Vendors provide valuable services that bring your wedding vision to life—so let them know what you want.

Before contacting a business, visit their website to get an idea of their scope of work. Take a look at their services and portfolio to better understand what you can request from them.

If you’re unsure of what exactly you want, express this. Give as much information as you can, then ask the vendor about their options. Likewise, if you have any non-negotiables, make them known. For example, in discussions with a caterer, you’ll want to inform them of any allergies or dietary preferences (vegetarian, etc.).

Prepare the Right Questions

Your first conversation is a great opportunity to ask any need-to-know questions. What you learn could determine who you ultimately end up going with.

  • Start with the basics: Pricing, what’s included, what can be customized, who will be your point of contact, and postponement and cancellation policies.
  • If something on their website caught your attention, but didn’t provide much detail, make a note and ask about it.
  • However, if a good amount of information can be found on the website, you may repeatedly get referred back to it. Make sure to give it a good look-through before gathering your questions.
  • Don’t worry about every last detail. The goal of these first conversations is to learn enough to narrow down your options. You can always ask more in-depth questions once you have a clearer idea of who you want.

Vendors play a large role in creating and executing your dream wedding day. Start the booking process off smoothly by having information on hand that’ll make the process easier for both of you. And if you’re having trouble getting started, take a look through our wonderful list of Vendors and Services.

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