Hiring the Right Vendors is Half the Battle

By Miles Stiverson
The Knot

Half the battle of wedding planning is finding the right vendors - ones who exhibit solid work, an understanding of your personal style, professionalism and a personality that's compatible with both of yours.

Feeling flustered yet? Here's the basic strategy: Have a budget, get recommendations (ask friends and go online), interview potential vendors (talk to at least two) and trust your gut (if you walk away with a great feeling, you'll probably feel the same way on your wedding day).

Your reception site
Finding and booking your reception site should come first. Reserve your space well in advance, especially if you're getting married in a popular wedding month like June or October. Take into account the size of the venue and its location. If you're having a very large or even a small one, you may be more limited in finding a space that can accommodate your number.

When to book it: A year or more ahead
Consider this: If the site has an event manager, discuss policies on catering (some sites may require you to use theirs) and whether there are any restrictions on decorating.

Also, before you plan to hang lanterns from the ceiling (or engage in other labor-intensive decorating), find out if there are any early morning events the next day. If there are, you may have to pay a premium to have your stuff removed before the next function begins.

Your caterer
At the tasting, evaluate whether the caterer can create a meal that fits your wedding style and how much variety he can provide. Do they offer both plated dinner and buffet options? Also be sure to ask about any additional costs like wait staff and rental equipment and get the answers in writing.

When to book it: Eight to 10 months ahead
Insider tip: You have to feed the vendors who will be present at the reception (your photographer and assistants, videographer, band), but you don't have to serve them the same meal as your guests (with an 11-piece band, that could be costly). Check any specific food requirements in their contracts.

Your music
Most bands and DJs sound great on their demo CDs, so try to see them in action, either live or on video, before making your decision - someone who sounds perfect in the recording studio might have a flawed live sound. On the other hand, don't discount a musician just because you're iffy about his demo - it might just be a bad recording or that the song selection isn't your taste. Hire a band or DJ whose sound and performance will set the right mood for your reception.

When to book it: Eight to 12 months ahead
Insider tip: Don't make a list of 50 songs you just have to hear - the best bands and DJs will play to the crowd. Plus, you don't want to be disappointed if one of your "favorite" songs doesn't make the cut. Instead, specify what type of music you prefer (Motown, disco, '80s, rock) and write down five must-plays.

Your florist
Make sure your florist has a good understanding of your vision - you don't want enormous centerpieces filled with bright blooms if you're going for a sleek and simple theme. Bring pictures of arrangements you like, plus photos of arrangements you hate so they know what to avoid.

Before you hire, ask how many weddings the florist will be working that weekend and be sure that the person you interview is the same one who will oversee your arrangements.

When to book it: Eight to 10 months ahead
Insider tip: If your florist also does event design, speak to her about other rental equipment (such as linen and lanterns) for your site. Also, see if your florist can offer stylish solutions for budget issues, such as using flowers of the season, like peonies for late summer and dahlias for fall.

Your photographer
While you're browsing the portfolios of wedding photographers online, ask yourself if the emotions of the couples in the pictures really shine through. Your photographer will be capturing the story of your day - do you get the sense that this photographer can tell your tale the way you want? If you're hoping for a good mix of candid shots and formal portraits, ask to see examples of each technique.

When to book it: Eight to 12 months ahead
Insider tips: Along with their style and artistic ability, it's also important that you and your fiance get along with your photographer. This person is going to be following you around the entire day - if he annoys you, your smiles will probably seem forced.

And ask to see photographs of weddings that took place at the same time, season or even setting as yours. Your photographer may have perfected the daytime beach wedding, but his late-night ballroom shots might fade to black.

Your cake designer
Not only will your wedding cake be on prominent display during the reception, but a creative confection also makes for a great conversation piece. Find a designer who can whip up a cake that extends your theme and caters to your personal tastes - remember, nobody says wedding cakes have to be plain white anymore.

When to book it: Four to six months ahead
Insider tip: If your cake designer has to travel a long (or curvy) distance, fragile elements like sugar flowers may get broken during the ride. Try to pick an easily transportable design, or ask if the cake can be assembled at your site.

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