10 Tips for Finding the Best Wedding Vendors for Your Big Day
The average couple hires 10 to 15 vendors to make their day magical. From florists to photographers, finding the right professionals can help you have a great planning experience and create the wedding of your dreams. You don’t just want vendors who show up on the day, you want a team of experts who are invested in you, your vision, and most importantly, your peace of mind. That’s a lot of research! How do you separate the pros from the duds? Let’s dive into the essential tips to find your dream team. Here are our 10 tips for finding the best wedding vendors for your big day.
Professional wedding planner, Holden with a bride and groom during cocktail hour at the GRAM downtown Grand Rapids. Photography: Jill DeVries
1. Look Beyond Social Media Buzz
Instagram-worthy tablescapes and TikTok dances are fun to scroll through, but they don’t tell the full story. A vendor’s polished grid or viral post doesn’t necessarily reflect reliability or professionalism. So, how do you know who’s legit?
Check their website and reviews. A reputable, established vendor should have an online presence beyond just social media. Their website should feature portfolios, packages, FAQs, and testimonials. You’re looking for consistency across platforms. Are their services clearly outlined? Do they showcase real weddings,not only styled shoots that don’t involve actual couples?
Don’t forget to check their Google reviews. Online reviews can offer invaluable insight as does the vendor’s response to the review. Look for frequency of reviews as well as recurring themes in feedback. Only having one review from two years ago can be as much of a red flag as multiple 1 or 2 star reviews. Does everyone rave about their communication? Are there any comments about late arrivals or poor-quality work?
2. Make Sure They're Insured (And Have Contracts)
This one’s non-negotiable. Any professional vendor, especially those in high-stakes fields like catering, rentals, or entertainment, should carry insurance. Why does this matter? Imagine your DJ’s equipment gets damaged mid-event, a guest trips on rental furniture, or someone is served undercooked food. Insurance protects both you and the vendor from unexpected issues. In some cases venues won’t let vendors work in their space if the vendor is not insured.
Contracts are equally crucial. A solid agreement outlines services, timelines, payment terms, and cancellation policies. If you’ve spent any time reading stories on social media wedding planning groups, you’ve likely read about vendors cancelling at the last minute without offering alternative options, or worse - just not showing up on the wedding day. Don’t leave anything to chance. If a vendor hesitates to offer a written contract, that’s your cue to walk away. Protect yourself by making sure all expectations are clearly documented.
3. Avoid Payment Pitfalls
Thanks to advancements in technology there are many different ways to pay for services. If your vendor asks for full payment through Venmo, that’s a major red flag. While apps like Venmo and CashApp work well for reimbursing your friend for dinner or sending a vendor a tip after the wedding - they’re not designed for major transactions. Most professional vendors will require deposits through secure methods like credit cards, checks, or bank transfers. These types of payments provide protection for both you and the wedding vendor.
Pro Tip: A typical down payment ranges from 25% to 50% upfront, with the balance due closer to the wedding date. Be wary of anyone who demands full payment up front or requests a minimal down payment.
Wedding florist Rhiannon Bosse Celebrations and Holden Michael Events at Michigan wedding. Photography Credit: Meghan Melia
4. Skip the Social Media Group Advice Overload
If you’ve joined a few social media wedding planning groups, you’ve likely seen the endless vendor recommendation posts. Couples asking things like, “Who’s the best florist in Grand Rapids? Help!” While crowdsourcing advice can be helpful for inspiration, it’s no substitute for real research.
Everyone’s wedding priorities are different. One person might rave about a planner who saved them money, but that same planner might not excel in luxury design. Instead of relying solely on group chatter, trust referrals from people whose style you admire or vendors you’ve already hired.
Couples working with Grand Rapids wedding planner, Holden Michael Events, receive vendor referrals based on their budget, vision, and preferences. Contact us to learn more about wedding planning services available through Holden Michael Events.
5. Do the Chemistry Check
While you may not immediately click with your wedding vendors and become life long best friends, they are helping to create one of the most important days in your life so you’ll want compatibility and find people you can trust. After researching your options and narrowing it down to just a couple vendors in each category, schedule consultations to get a feel for how working with those vendors will go. Does the vendor seem attentive? Do you feel comfortable talking with them? Do they communicate well?
For example, your photographer will be with you much of your day, capturing your most intimate moments. Do you feel comfortable around them? Can they balance a calming presence with the ability to command a room when necessary? If you’re vibing, that’s a great sign.
6. Prioritize Communication Skills
Strong communication is a sign of professionalism. You don’t want a vendor who ghosts you or takes a week (or more) to respond to emails. From the initial inquiry to the final consultation, your vendors should be prompt, respectful, and transparent with communication.
Ask about their communication style during your initial consultation. Many vendors prefer email, but others might use planning platforms or apps. The key is to establish expectations early so there are no surprises down the line.
Pro Tip: Sticking to one primary form of communication helps to keep all your details organized. We recommend using email so it’s easily searchable.
7. Lean on Your Wedding Venue for Recommendations
If you’re not working with a wedding planner who is providing pre-screened vendor referrals for you, once you book your wedding venue, they can also be a great resource for vendor recommendations. Many wedding venues have a list of exclusive and/or preferred vendors.
These preferred vendors have experience working at that location. They understand the venue’s layout, rules, and logistics, which can reduce your stress in having to communicate logistics. They know where the best photo spots are, how to work around tricky lighting, and how to keep everything on schedule.
Pro Tip: We recommend looking further into preferred vendors - reading reviews, portfolios, and getting feedback from other professionals. Also, ask your venue how they determine who to add to their preferred vendor list. Some venues create their lists based on how well a vendor serves their clients while others simply add any vendor who is willing to pay.
The Felt Estate, a Holden Michael Events preferred Michigan wedding venue refers professional, inclusive wedding vendors. Photography: Kelly Sweet Photography
8. Watch for Overpromising
It’s tempting to go with the vendor who says, “I can do it all!” Be cautious, specialization matters. A DJ who claims they can handle day-of coordination and photography might be hiring out the work to independent contractors who have less experience. A wedding planner who says they can coordinate the wedding day between two locations, create floral arrangements, set up all the decor, and pick up your late night snack without a team of assistants may be spreading themselves too thin.
Instead, look for vendors who excel in their specific craft. A Grand Rapids wedding planner, for example, should be an expert in logistics, wedding design, and coordination - not cake design. Trust each pro to handle their own area, and your day will run much smoother.
9. Ask the Right Questions
When interviewing vendors, go beyond surface-level questions. Some key ones to ask:
How many years have you been in business?
How many weddings do you book per year?
What’s your backup plan if something goes wrong (like equipment failure or illness)?
Can you share a full portfolio?
Can you share your contract?
Don’t be afraid to get specific. A quality vendor will be happy to provide detailed answers and examples.
10. Trust Your Instincts
At the end of the day, you’re hiring people to help you create one of the most important days of your life. If something feels off, even if you can’t quite put your finger on it, listen to that intuition. On the flip side, if you leave a consultation feeling excited and relieved, that’s a green light.
Remember, planning a wedding is a marathon, not a sprint. Take your time to find vendors who align with your vision and values. With the right team, your wedding won’t just be beautiful, it’ll be unforgettable.
We’re proud to support locally owned wedding venues and vendors including: Hidden Springs Venue, Wild Rye KC Ranch Barn at Bradstreet, Legacy Farms TN, Pole Barn Chic. If you’re a locally owned venue or vendor looking for a network of support for your small business, contact us.
