Before You Book: 10 Things Every Couple Should Check With Their Wedding Suppliers
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You’ve found the florist. You love the photographer. The venue is booked and suddenly your wedding is starting to feel very real.
But before you sign on the dotted line or send over that deposit, there are a few things worth checking first.
It’s easy to get caught up in the excitement of booking your dream suppliers, but a few minutes of admin now could save you a lot of stress later.
From cancellation policies to hidden costs and, yes, wedding insurance, here are 10 things every couple should check before booking a wedding supplier.
1. Exactly what’s included?
Never assume.
Make sure you know exactly what you’re paying for and what’s included in the quoted price.
Ask about:
- Set-up and delivery
- Travel costs
- Extra hours
- Additional guests
- Equipment
- Breakdown and collection
- VAT
- Any optional extras
A quote that looks cheaper initially might not be once you’ve added everything you need.
2. What happens if you need to cancel?
Life happens, and wedding plans can change.
Before paying a deposit, check the supplier’s cancellation and refund policy carefully.
Look at:
- Whether your deposit is refundable
- How much you’ll owe if you cancel
- How much notice is required
- What happens if you need to postpone
- Whether your payments can be transferred to another date
Don’t just skim the terms and conditions. This is one of the most important things to understand before booking.
3. What happens if the supplier has to cancel?
It’s not just about what happens if you need to cancel.
Ask what happens if your supplier can no longer provide the service.
For example, what happens if they’re ill, have an emergency or, in the worst-case scenario, the business stops trading?
A reputable supplier should be able to explain their contingency plans clearly.
4. Is there a proper contract?
A DM saying “Yep, you’re booked!” isn’t quite enough.
Make sure you receive a proper contract or booking agreement that sets out:
- What you’re booking
- The total cost
- Payment dates
- Cancellation terms
- Responsibilities for both parties
- What happens if the date or service changes
Read it before you pay your deposit, not afterwards.
5. When are your payments due?
Your wedding budget doesn’t stop at the deposit.
Make a note of every payment deadline so you’re not caught out further down the line.
It’s worth creating a simple spreadsheet with:
Supplier | Total | Deposit Paid | Balance | Due Date
Future you will thank you.
6. Are they insured?
It’s completely reasonable to ask your suppliers whether they have appropriate business insurance.
This can provide reassurance that you’re booking an established professional who has considered what happens if something goes wrong.
But supplier insurance isn’t the same as your own wedding insurance.
That’s where it can be worth looking at cover for your wedding and the money you’ve invested in it.
7. Have you protected the money you’re putting into your wedding?
By this point, you’ve probably realised just how quickly wedding costs add up.
The venue deposit.
The photographer.
The dress.
The entertainment.
The flowers.
The list goes on.
Insure My Day specialises in wedding insurance designed to help couples protect their wedding investment against a range of unexpected circumstances.
It’s one of those things you hope you’ll never need – but if something does go wrong, having the right cover in place could make a huge difference.
And importantly, don’t leave it until the week before your wedding to think about it. Check the policy details and when cover needs to be taken out before making your bookings. Check out their website to see what they can cover here.
8. What happens if your wedding date changes?
Before booking, ask whether the supplier can move your booking to another date if your plans change.
There may be:
- Date-change fees
- Price differences
- Availability restrictions
- Different cancellation terms
This is particularly important if you’re booking suppliers well in advance.
9. What are their contingency plans?
This one depends on the supplier.
A photographer might have backup equipment.
A band might have a replacement musician.
A caterer might have contingency plans for staffing.
A florist may have alternatives if a particular flower isn’t available.
Ask the question: “What happens if something goes wrong on the day?”
You don’t need to expect disaster. You’re simply making sure someone has thought about it.
10. Have you checked the reviews – properly?
Don’t just look at the star rating.
Read what previous couples actually say.
Look for comments about:
- Communication
- Reliability
- Quality
- Value for money
- How they handled problems
- Whether the final product matched expectations
A handful of negative reviews isn’t necessarily a red flag. Look for patterns.
A little admin now can save a lot of stress later
Booking your wedding suppliers should be exciting, not terrifying.
You don’t need to spend hours imagining everything that could possibly go wrong. But understanding your contracts, payment terms, cancellation policies and insurance options means you can book with a little more confidence.
Because while nobody wants to think about the “what ifs” of wedding planning, having a plan for them means you can get back to the fun stuff.
And that dream florist? Go ahead and book them. Just read the contract first.