How to Choose the Right Wedding Vendors

The First Steps in Finding Your Wedding Vendors

After the champagne is popped and the engagement excitement settles, the reality of wedding planning kicks in—starting with finding the right wedding vendors. With countless options, varying price ranges, and unsolicited advice from every direction (yes, your aunt’s coworker’s son is probably not the right DJ), this step can feel overwhelming.

As photographers who have worked with hundreds of couples, we know that choosing your vendors is one of the most important decisions you’ll make. The right team will bring your vision to life, keep things running smoothly, and ensure your wedding is an experience you actually enjoy.

Elegant RSVP wedding card nestled among vibrant autumn leaves and textured decorative elements

Getting Recommendations from Friends and Family

It’s natural to ask for vendor recommendations from friends or to crowdsource ideas through social media posts. While personal referrals can be helpful, they aren’t always a perfect fit for your wedding style, budget, or personality.

For example, if you attended a wedding and loved the photos, that’s a solid sign that photographer might be a good fit. But just because your cousin raved about her wedding planner doesn’t mean they’ll match your needs – maybe she was okay with slow email responses, while you need someone ultra-organized and responsive.

Take recommendations with a grain of salt and always vet vendors to make sure their style and approach align with what you want.

Romantic wedding reception with candlelit tables and elegant floral centerpieces from amazing wedding vendors.

Searching for Vendors Online: What to Know

Wedding planning websites like The Knot and WeddingWire can be a great starting point, but there’s something important to understand – most of these listings are paid placements. That means the vendors you see at the top aren’t necessarily the best fit for you; they’re just the ones paying for premium visibility.

That doesn’t mean great vendors aren’t on these platforms – it just means you should research beyond the ranking. Instead of relying solely on an ad listing, look at real reviews, social media, and a vendor’s website to get a sense of their work and reputation.

A woman in an elegant bridal gown sitting gracefully with a focus on her ornate shoes, in a warmly lit vintage interior.

Wedding Shows: Are They Worth It?

Attending a wedding show can be a fun, one-stop way to gather information on potential vendors. You can meet photographers, DJs, florists, and planners all in one place, taste cake samples, and even watch a runway show.

That said, not all wedding shows are created equal. (We love WedPlan Shows in Madison, WI.) Some tend to be dominated by newer vendors or large-scale studios rather than independent professionals. If you go, keep these tips in mind:

  • Avoid vendors who pressure you to book on the spot with “show-only” deals. A good vendor wants you to feel confident in your choice, not rushed.
  • Use the show as an introduction, then follow up later for a real conversation.
  • Keep your budget in mind—some vendors cater to a wide range of price points, while others target luxury weddings.
Wedding vendors make all the difference to create an amazing experience.

Google Searches: How to Narrow Down the Right Vendors

A Google search for “wedding vendors near me” will give you hundreds of results, but scrolling through pages of listings can quickly become overwhelming.

Here’s how to make your search more efficient:

  • Use specific keywords: Instead of searching “wedding photographers,” try “best natural light wedding photographers in Madison.” 👀
  • Look beyond page one: High-ranking vendors are often great, but some incredible professionals don’t focus on SEO.
  • Check for current work: A professional vendor should have an up-to-date website and active social media.
A wedding scene featuring a bottle of Lagavulin whiskey, a couple embracing, and a Buddha statue with beaded jewelry.

Why Wedding Planners Are a Game-Changer

Hiring a wedding planner is one of the best investments you can make—even if you’re planning a small wedding. Planners help with everything from vendor recommendations to timeline management and keeping you from losing your mind when things get stressful.

Many planners have exclusive vendor connections and can match you with professionals they’ve personally worked with and trust. If you’re on the fence about hiring one, consider whether you want to:

  • Save time researching vendors and handling logistics
  • Designate an industry professional who is the glue that keeps everything together
  • Have someone run the show on your wedding day so you can actually enjoy it
An ornate golden frame displaying a canvas with the phrase 'Kiss me under the light of a thousand stars' written on it, positioned outdoors at twilight.
A detailed view of an elegant floral arrangement featuring pastel ranunculus and succulents surrounded by lush greenery

Are Preferred Vendor Lists Reliable?

Many wedding venues provide preferred vendor lists – a curated selection of photographers, caterers, DJs, and planners they recommend. While these lists can be a great resource, keep in mind:

  • Some vendors are on the list because they’re fantastic to work with and follow all the venue’s rules.
  • Others might be included because they paid to be listed.
  • Not all preferred vendors will necessarily align with your budget, style, or personality.

Use these lists as a starting point, but still vet each vendor as you would anyone else.

A white wedding dress and colorful bridesmaid dresses hanging on a green metallic shed in a forest setting

How to Vet Wedding Vendors: What to Look For

Once you have a list of potential vendors, it’s time to narrow them down. Here’s what to check for:

The Search Process

  • Do they have an updated website and active social media?
  • Is it easy to understand their style and what they offer?
  • Are there real client reviews on Google, The Knot, or Facebook?
  • Do they respond to inquiries within a reasonable timeframe? (Expect delays on weekends when they’re working weddings!)

The Interview Process

  • Do they seem friendly and approachable?
  • Are you comfortable with their pricing and contract terms?
  • Do they clearly explain what’s included in their services?
  • Can they articulate a clear plan or workflow?

After You Meet With Them

  • Do they follow up with a thank-you email?
  • Are they responsive in answering follow-up questions?
  • Do they provide a clear contract outlining payment terms, deliverables, and policies?
  • Do you feel confident and excited about working with them?

Final Thoughts on Choosing Wedding Vendors

Finding the right wedding vendors involves research, recommendations, budget considerations, and gut instinct. Take your time, ask questions, and don’t feel pressured to make decisions too quickly.

If you’re still looking for vendors, we’re happy to share our personal recommendations! We’ve worked with some incredible professionals—both locally and across the country—and would love to help you connect with the right people for your wedding. Each section below will take you to a page with incredible vendors we’ve loved working with!