Every category of wedding supplier is different, but a short set of questions applies to almost all of them, and asking those questions before signing anything catches most of the problems that would otherwise only surface on the day.
Deposits and cancellation
Ask what the deposit is, when the balance is due, and what happens if either side needs to cancel or postpone, a real possibility for any wedding, whatever the reason. Get the cancellation terms in writing, including whether any portion of the deposit is refundable and by when notice needs to be given. A supplier who is vague on this question in the first conversation is worth being cautious about.
Weather and power
For anyone whose work depends on the elements, an outdoor photographer, a marquee supplier, a band relying on power for sound, ask directly what their weather and power contingency is. Does the contract cover a change of plan for rain, and does their equipment run on the venue's backup power if load-shedding coincides with the day.
Timing, who turns up and substitutes
Ask exactly what time the supplier arrives and how long they are contracted for, since a photographer booked for six hours who arrives late has effectively been paid for less time than agreed. Ask who specifically is turning up: the person you met and liked, or a colleague from the same business, and if it is not guaranteed to be the same person, ask what happens if that named person becomes unavailable closer to the date.
Insurance and what is in writing
Ask whether the supplier carries their own liability insurance, particularly relevant for anyone bringing equipment, working at height, or handling open flame or fireworks. And treat anything agreed verbally, a later arrival time, an extra hour, a change to the menu, as unconfirmed until it appears in writing, even if that writing is only a follow-up message summarising the call.
References and recent, real work
Ask for at least one reference from a wedding in the last year rather than relying on a portfolio alone, since a portfolio shows a supplier's best day, not their average one. A supplier confident in their own work will usually offer a reference before you ask for it. Ask specifically about reliability on the day, whether the timeline was kept to, and whether the final invoice matched what was originally agreed, since those three questions tell you more than a gallery of finished photographs ever will.
- What is the deposit, when is the balance due, and what is the cancellation policy?
- What happens to the booking if it rains or the weather changes the plan?
- Does your equipment need power, and does it work with the venue's backup supply?
- What time do you arrive, and for how many contracted hours?
- Is the person I am speaking to the person who will be there on the day?
- If not, who is the substitute, and can I meet or speak to them beforehand?
- Do you carry your own liability insurance?
- Can everything we have just agreed be confirmed in writing?
None of these questions are awkward to ask a professional supplier. A supplier who answers them clearly and in writing is telling you something useful about how the rest of the booking will go.
Is it normal to ask a wedding supplier about their cancellation policy before booking?
Yes, and an established supplier will expect the question and answer it without hesitation. It protects both sides: you understand what happens if your plans change, and the supplier's terms are clear from the start rather than argued over later. If a supplier seems reluctant to put a cancellation policy in writing, treat that as useful information in itself.
What should we do if a supplier cannot confirm who will actually be at our wedding?
Ask directly and get a clear answer before booking, particularly for photography and videography, where the specific person's style is often the reason you chose them. If the business cannot guarantee the named person, ask what the substitution process looks like, whether you can meet or see the work of any likely substitute, and whether that changes your decision to book.
Do we need a lawyer to review every wedding supplier contract?
Not every one, but it is reasonable for the larger contracts, the venue and the caterer especially, to have someone with contract experience read the terms before you sign, given the amounts and the number of details involved. For smaller bookings, reading the deposit, cancellation and substitution terms carefully yourself, and getting anything unclear confirmed in writing, is usually sufficient.
How many references should we actually ask a supplier for?
One or two genuine references from weddings in the past year is usually enough to be useful, provided you actually contact them rather than treating the offer as sufficient on its own. Ask each reference a small number of specific questions, whether the supplier arrived on time, whether the final invoice matched the quote, and whether anything went wrong and how it was handled, rather than a general question about whether they were happy overall.
