Before You Book Your Next Vendor: What You Don’t See Matters More Than You Think

Planning a wedding or special event is filled with exciting decisions—from choosing your color palette to discovering the perfect venue. But when it comes to hiring vendors, most people immediately jump to two questions: “Are they available?” and “How much do they cost?”

And while those are important, they should not be the first or only questions you ask. Because your event is more than a transaction—it’s a once-in-a-lifetime experience. And the people you hire to help bring that experience to life? They should be more than just available and affordable. They should be qualified, credible, and committed to excellence.

You’re Not Just Paying for Flowers, Photos, or Food -

You’re paying for:

• Time spent preparing, communicating, planning, troubleshooting, and delivering.

• Talent cultivated from years of experience, creativity, and refinement.

• Techniques and tools that streamline the process and elevate the results.

• Knowledge that helps anticipate issues, avoid mistakes, and create magical moments.

A true professional isn't just checking off a task list—they’re safeguarding your memories. Their value lies not just in what they do, but how they do it—and how they make you feel throughout the process.

Professionalism Isn’t Just About Being “Nice”

Many clients fall into the “know, like, and trust” trap. Yes, it’s important to work with someone you feel good about. But a vendor’s reputation should be built on more than charisma.

Look for vendors who have:

• Established systems that clarify what to expect at every step.

• Standards that ensure quality and accountability.

• Contingency planning to solve problems before you ever notice them.

• A reliable team and structure in place, especially for wedding-day execution.

The goal? To reduce your stress, protect your investment, and help you actually enjoy your celebration.

Beware the Bargain Trap

We get it—budgets matter. But so does reality.

If someone offers “Full-Service Planning” for $1,500, here’s what you need to know: The average full-service planner spends 200–400 hours on each wedding. That breaks down to $3.75 to $7.50 per hour—and that doesn’t cover their assistant(s), liability insurance, transportation, planning tools, or other business expenses.

So ask yourself:

• Will they be available when you need them?

• Will they still be in business by your event date?

• Can they deliver the level of service and attention your event truly deserves?

Low pricing often means high risk—and high disappointment.

Signs of a Credible Vendor

Before signing that contract, take a closer look. Credible vendors typically have:

✅ A clear and consistent service process 

✅ A professional portfolio that shows skill and style 

✅ Detailed testimonials and social proof 

✅ The ability to articulate their unique value and differentiators 

✅ Participation in professional associations, education, or continuous development 

✅ A strong online presence that reflects their brand and professionalism 

✅ A personality match that fits your vibe—especially for vendors who’ll be closely involved with you throughout the day (think: photographers, planners, stylists). Feeling comfortable with them matters more than you think!

Pro Tip: Ask what they’re doing to continue learning, growing, and evolving in their craft. Vendors who invest in their own professional development are often more invested in your success, too.

What to Look for: A Quick Checklist

Here’s your mini cheat sheet for hiring with confidence:

✔️ Do they have a professional website or portfolio? 

✔️ Are their service descriptions and processes clearly explained? 

✔️ Do they have verified reviews, testimonials, or client case studies? 

✔️ Are they active in their industry or part of professional groups? 

✔️ Do their pricing and packages align with the real-time investment? 

✔️ Can they explain how they handle challenges or unexpected issues? 

✔️ Do they have a reliable team or backup support? 

✔️ Are they insured and operating as a legitimate business? 

✔️ Did you interview them, and do you feel at ease with their personality and communication style? (You’ll be spending a lot of time together—especially with roles like photography or planning.)

Start with a Trusted Network

If you’re not sure where to begin, consider working with vendors who have been trained or vetted by professionals with high standards.

At Vivid Expressions, our Creative Academy graduates and trusted vendor collaborators have been educated on both the art and strategy behind exceptional service. From communication and logistics to artistry and execution, we empower creative professionals to offer more than a pretty product—we help them offer a truly elevated client experience.

Your event deserves more than just pretty. It deserves peace of mind.

 Choose vendors who are as committed to your day as you are. Click here to download a PDF of the checklist