Free guide + printable worksheet

The Complete Wedding Supplier Checklist

The questions worth asking every supplier before you book — organised by category, with practical questions about quotes, contracts, deposits and insurance. Print the worksheet and take it to every meeting.

Printable booking worksheet

Every question below, plus space to record supplier details, quotes, deposits and balance dates. A4, ready to print.

Ask every supplier these practical questions

Whatever they provide, the commercial basics matter the same way.

Quotes: Can you provide a written quote, and how long is it valid? What is excluded, and is VAT included?
Contracts: Will we receive a written contract that states exactly what is included, on what dates and times?
Deposits: How much is the deposit, when is it due, and is any part of it refundable?
Remaining balances: When is each balance due, and how is the final invoice calculated?
Cancellation: What happens if we cancel, and what happens if you cancel? What are the terms in writing?
Insurance: Do you hold public liability and professional indemnity insurance, and can we see evidence?
Arrival: What access, power and parking do you need on the day, and when will you arrive?
Contacts: Who is our named contact, and what is the best number to reach on the wedding day itself?

Category by category

Questions to ask each type of supplier

Specialist questions for each kind of wedding business, alongside the practical ones above.

Venue

What are the access times for setting up, and when must everything be removed?
Which suppliers are permitted to work at the venue, and are there any approved lists?
Are there restrictions on decorations, candles, confetti or music?
What is the cancellation policy, and what exactly does the deposit secure?

Photographer

What hours are included, and what happens if the day runs late?
When will images be delivered, and in what format?
Are travel expenses included in the quoted price?
What happens if the photographer is unavailable on the day?

Videographer

What is included in the package, and how long is the finished film?
How is the film delivered, and do we get the raw footage?
Is audio recorded for the vows and speeches?
What happens if the videographer is unavailable on the day?

Catering

Can dietary requirements be accommodated, and how are they handled on the day?
What does the price include — staff, crockery, service charge, drinks?
When are final guest numbers needed?
What is the payment schedule for deposits and the final balance?

Florist

Which flowers will be in season around our date?
Do you deliver, install and collect the arrangements?
Are vases, pedestals and props included, hired or extra?
What happens to the flowers afterwards?

Entertainment

How many sets are included, and how are breaks handled?
What equipment do you provide, and do you need the venue to supply anything?
Will you learn our first dance or special requests?
How do you work with the venue’s noise or curfew rules?

Hair and makeup

Is a trial included in the price?
How many people can you style in the time available?
Do you travel to us on the morning, and is there a charge?
Are lashes and hairpieces included or extra?

Cake

Do you deliver and set the cake up at the venue?
Can you make dietary-friendly tiers, such as gluten-free or vegan?
How should the cake be stored and displayed?
What is the deposit, and when is the balance due?

Transport

Exactly which vehicles will arrive on the day?
How many journeys are included, and what happens if timings slip?
Is decoration or ribbon on the cars included?
Who is our contact on the day itself?

Stationery

How many design proofs and revisions are included?
What print format and paper are used?
Are envelopes and printing of addresses included?
When can we expect delivery after final approval?

Celebrant or registrar

What are the legal requirements and notice period for our area?
What does the ceremony include, and can we personalise it?
Are rehearsals offered, and is there an extra charge?
What are the fees, and what is payable when?

Decorations

What time do you need for set-up, and when is collection?
Are installations compliant with the venue’s rules?
Which items are hired rather than ours to keep?
Who is responsible for installing and taking everything down?

Accommodation

Can we reserve a block of rooms, and for how long is it held?
What rate will our guests pay, and how do they book?
Is there a complimentary room for the couple?
Is there a minimum number of nights?

These are prompts, not legal advice

No checklist replaces the actual terms a supplier gives you. Read the contract you are signing, keep copies of everything, and ask about anything you are unsure of before paying a deposit rather than after.

Or browse all 6 free tools.

Keep Your Wedding Suppliers Organised with WedPlan

Every supplier, contact detail, booking status, note and document in one place — with payment deadlines connected to your budget, so nothing slips.

Explore the suppliers demo