Planning your dream wedding involves countless decisions, but one of the most important is choosing the right vendors. After all, these people will turn your dream day into reality—from capturing your treasured moments to crafting the perfect ambiance with flowers, music, and food. But with so many talents in the wedding industry, how do you make the best choice for your special day? In this article, we’ve gathered tips from top wedding professionals to help guide you through the process, ensure you find the perfect team you will love, and create a day that reflects your love story.
Photo: Samm Blake
In this article:
Decide on Your Wedding Style and Priorities
Before searching for vendors, start by figuring out what you want your wedding to feel like, not just how it will look. Do you dream of a romantic, intimate gathering, or are you leaning towards a modern, chic celebration? Knowing the style and atmosphere you’re after will guide your decisions, helping you choose vendors who can bring your vision to life and communicate more effectively with them.
Also, identify your top priorities. What are your non-negotiables? You and your partner might have different ideas. Maybe you’re set on a top photographer and custom designer dress, while your partner is more focused on the food and entertainment. Having clear priorities helps you decide where to invest and where to cut back. Bridal stylist Kennedy Bingham of Gown Eyed Girl advises: “It sounds obvious, but find someone who fits your needs. Maybe you need a strong-headed wedding planner who can deal with hard family dynamics or a stylist experienced with brides with mobility issues. Figure out what you need help with, then go from there.” Focus on what matters most—and skip the rest.
Photo: Sarah Falugo
Based on your vision and must-haves, you can start narrowing down your vendor options since most specialize in a particular style. Sarah Falugo, a top destination wedding photographer, explains, “If you plan a celebration with 50 guests, you probably wait for an intimate, family meal, which calls for a subtle and warm approach. But if you envision a giant party focusing on production and a big show, it demands another approach and timeline. And it would be best if you chose vendors accordingly. If you love glamorous flash shots, you need a photographer skilled in that. If your event is mostly indoors or at night, look for a team experienced in those conditions.“
Francesca and Simone of Lumos Produzioni, a top wedding filmmaking studio, emphasize the importance of exploring different videographers and watching many videos to see what resonates with them. “This helps couples form an idea, even if it’s broad. Some want a fun, upbeat video, while others prefer a slow, romantic feel. Your videographer needs to understand your vision—whether you’re inspired by another wedding or want something unique to your personality—and find a style that resonates with you.”
Christy Baird, the owner and creative director of the LA-based bridal boutique LOHO Bride, adds, “Understanding where your inspiration comes from is also important. If you’re drawn to couture designs but have a limited budget, it’s important to be realistic to avoid disappointment. Manage your expectations and consider more accessible options without getting let down by what’s out of reach.”
Start Searching for Wedding Vendors
Once you’ve settled on a style and a priority list, it’s time to start the search. Make sure you start your vendor search as early as possible. In-demand vendors tend to book up 6 months to a year in advance.
Recommendations from Friends and Family
Personal recommendations from people you trust are a good place to start. If you have recently married friends, ask them for honest feedback on who they’d recommend or not, but you must love their work and feel something special about them, too. NYC-based wedding planner Jove Meyer advises, “Don’t just hire someone because a friend recommended them or they’re well-known. That doesn’t guarantee they’ll be the best fit for your wedding. Look for that initial spark, and ensure your personalities align. A year-long relationship with a planner or designer can be tough if your communication styles clash.”
Recommendations from Your Key Vendors
Top wedding photographer Samm Blake recommends hiring a planner first, as they can give you valuable vendor suggestions. KT Merry, a luxury photographer, agrees: “Don’t hire a top photographer without consulting a top planner first. That’s why you hire a top planner—they know who’s right for your wedding.” Peyton Frank, a destination wedding filmmaker, adds that most of her clients come through recommendations from planners or photographers who know her work well. “They refer clients to me because they understand my work style, personality, and team and know I can deliver what the couple wants. However, I also have many clients who discover me on Instagram or elsewhere, drawn to my storytelling and the work I create,” she explains.
Social Media
Platforms like Instagram and Pinterest are treasure troves of wedding inspiration. Bridal stylist Hope LaVine says, “The best way to initially evaluate a vendor is through their Instagram. It’s becoming a key part of professional branding now. Start by finding their Instagram, check their tagged photos, and do a little research, just like before a first date.”
BTS Bride, the wedding content creators team, also suggests using social media as a search tool. “For my own wedding in 2022, I found all my vendors this way. I focused on their content to ensure it matched my documentary-style preference over something overly posed or editorial.”
Planner Jove Meyer adds, “Social media is a fantastic tool for finding vendors. Many couples discover their favorites and follow them long before getting engaged. Another effective approach is hiring a local planner who can recommend the best creative partners matching your style and vibe.”
Bash Please, another stellar wedding planner, points out that personal connections can be more important than an impressive online profile. “Not everything you see online reflects reality. It takes time to understand a client’s needs before recommending the right vendors. We’re also open to working with new or lesser-known vendors. Some of our best experiences came from personal recommendations—like a high school friend who became an in-demand florist. But it’s also helpful when vendors have worked together before—like when a photographer and videographer have a history; it makes for a smoother collaboration.”
Planner: Bash Please
Wedding vendor directories, including blogs and local listings, are another great resource. Once you’ve made a shortlist of vendors whose work fits your vision, you can move to the next step.
Request Full Portfolios and Check Out Reviews
Once you’ve narrowed down your list of potential vendors, it’s time to dig deeper. Browse their websites, read through reviews, scroll through their social media and press or award mentions, and most importantly, reach out and ask to see full galleries of their previous work. It will give you a better idea of their style, how they handle different conditions, and what you can expect beyond the highlight reels.
Photographer Samm Blake says, “Going through a selection of full galleries helps you understand how a photographer will approach all aspects of the day, including the parts with tricky lighting or less photogenic backgrounds. Pay attention to how relaxed the people in the photographs look—it’s a good indicator that everyone enjoyed having that photographer in their company.” D’Arcy Benincosa, a luxury destination wedding photographer, also advises observing portfolios captured in various lighting conditions and seasons. “If you plan to marry in October in New York, where the sun sets early at 4 p.m., don’t rely on photographers’ work from California with consistent golden light.”
Renowned photographer KT Merry recommends couples to consider the photographer’s experience: “Look at their body of work. Have they done events like yours before? Do they have experience? Then, sit down with them, discuss your needs and pain points, and see if you’re aligned.” Lauren Fair, photographer, reassures couples: “Don’t worry if your photographer hasn’t shot at your venue before. An amazing artist will arrive early and scout the location. For destination and luxury weddings, working in new venues is the norm.”
Photo: Samm Blake
Wedding makeup artists and hairstylists note that diversity in their portfolio is another important factor. Ann Benjamas Liendo, Thai makeup artist and the creative force behind All Brides New York, says, “Makeup is a long process, and it lasts forever in photos. For Asian brides, finding the right artist is crucial due to different skin types and high expectations. Don’t just rely on Instagram—read reviews and ask for referrals from vendors like your planner and photographer.” Kelly Dawn, the professional UK-based makeup artist and the founder of Dawn Artists adds, “Look for a beauty team whose work style aligns with yours. Ensure their portfolio shows a range of ages and races, which speaks to their experience level. Ideally, you need someone with wedding-specific expertise, and if you don’t have a direct recommendation, check their reviews.”
In the luxury wedding market, some vendors operate under strict NDAs, meaning you will only see some of their work online. Harmony Walton, the founder of The Bridal Bar, a marketing and public relations agency dedicated to the luxury wedding industry with clients like Mindy Weiss, explains: “Many top-tier vendors often can’t display much of their work due to client privacy. This limited portfolio on socials doesn’t indicate a lack of experience but reflects their high-end clientele. Typically, more of their work can be shown in face-to-face meetings, even though it’s not published online.”
She also shares her thoughts about communication: “Everyone expects an immediate response to an inquiry, but it varies by industry. Cake bakers might take longer due to their work in the kitchen. What matters is what feels right personally, including aspects like portfolio, personality, contract details, and pricing.”
While reviewing full galleries is essential, for vendors like content creators, Instagram often serves as their main portfolio. The San Diego team of wedding content creators, BTS Bride, notes, “Being able to tell a story in 15 seconds or less is crucial. When evaluating content creators, see if they capture the essence of a wedding in a short video and if their storytelling style resonates with you. Capturing is important, but editing and storytelling are even more critical.”
Arrange a Call or In-Person Meetup to Feel Fit
When you’ve defined your top few wedding professionals whose aesthetic and work you love, take the time to schedule a call, video chat, or, ideally, meet in person. It’s essential to make sure their personality clicks with yours and you feel comfortable with them. You’ll spend your entire wedding day with this person, so communication, energy, and vibe alignment are essential for a smooth, enjoyable experience for everyone involved. Key things to look for are comfort, open communication, absolute trust, and a strong personality fit.
Influenced European photographer Cinzia Bruschini emphasizes the importance of finding a professional with whom couples feel a genuine connection. “Couples should feel comfortable openly sharing their ideas and concerns. They should also trust the professional’s judgment and expertise. Ensuring the professional’s values align with theirs is key to creating a harmonious working relationship throughout the process.” Rebecca Foster, lead planner and founder of Indigo Event Design adds: “You’ll spend with your planner for a year or more. You need to trust and enjoy being with them. If you feel pressured during the hiring process, imagine how that might affect future decisions. You don’t want to feel strong-armed in all your wedding choices.”
Editorial and portrait photographer Elizabeth Messina also suggests paying attention to how the conversation feels—whether it’s flowing naturally and positively or the opposite. “A wedding is one of your life’s most personal and emotional experiences. Having support and expertise from a professional you feel comfortable with can make the planning process much easier,” she explains.
Photo: Cinzia Bruschini
Some professionals notice that you may have more personal relationships with ones vendor than others; marking their personalities can matter significantly. “Compatibility with your wedding planner is crucial, regardless of others’ positive experiences. In contrast, the personality of your cake vendor matters less, as you won’t interact with them on your wedding day,” says Harmony Walton of The Bridal Bar. Rebecca Foster of Indigo Event Design says: “For vendors like your wedding planner and photographer, always follow your gut, talk with them, and ensure you connect. A good connection is worth it, even if they’re pricier or less experienced. For other vendors, you don’t need a personal connection as much. You need to like their work.” Planners at Bash Please, among key vendors, highlight hair and makeup artists, food providers, florists, and photographers. However, it’s fair to note that defining the most important vendors depends on your wedding priorities and vision.
Samantha Ruiz, founder of It’s Giving Bridal, highlights that a relationship with a stylist requires a personal and creative understanding. “Stylists need to align with a bride’s vision from the start. Discuss mood boards and ensure you’re both committed and excited about the same aesthetic—it sets the strong foundation for your relationship.”
TIP: Ask if the planner you're interviewing will be with you throughout the process and on your wedding day. Brides typically feel comfortable and attached to the planner they've worked with all along. Also, inquire about how they balance destination weddings with local ones—travel and time zone differences can make the planner harder to reach.
Planner: Laurie Arons
Budget Considerations
Weddings can be expensive, so before booking any vendors, it’s important to discuss pricing upfront, including all potential extras. Knowing which aspects of your wedding are most important to you helps you allocate your budget accordingly. Prioritize the vendors that align with your vision and offer the best value within your budget range.
"Selecting wedding vendors boils down to a blend of budget, style, and vibe. Budget is the obvious starting point—if they're within your price range, great. But the real magic happens when your style aligns with theirs. It's essential that you love their work and aesthetic because that shared visual language makes collaboration seamless."
Hire Your Wedding Planner First
Many couples think they can’t afford a wedding planner, but the right planner can actually save you money, time, and energy. They provide valuable expertise and access to a trusted network of vendors. Photographer Samm Blake recommends hiring a planner first, as they can help finalize your overall budget before committing to other vendors.
Transparency
“Transparency is crucial,” says Alison Hotchkiss, the creative director and founder of Alison Events. “Twenty years ago, I might have promised more than I could deliver to win a job, but now, honesty is non-negotiable. Discussing budgets upfront is more important than ever. Clients must trust that we have their best interests at heart, not our egos or publication ambitions.”
Christy Baird, the creative force behind LOHO Bride, advises: “When choosing a bridal store, check what designers they carry, ensure their price points align with your budget, and see if their ethos matches your expectations. Our website lists about 90% of our inventory, including sample sizes, so brides know exactly what to expect. This preparation helps ensure the experience is rewarding and focuses on realistic options.”
TIP: Carefully read vendor contracts. Understand the fine print and limitations, which could affect the creativity and flexibility of your event. Ensure these terms align with your expectations and needs.
Flexibility
Be prepared to adjust your budget if a key vendor’s work aligns perfectly with your vision and you feel a strong connection with them. “You might fall in love with a photographer who is slightly over budget but worth the investment,” says photographer Lauren Fair.
Realistic Expectations
“Be realistic about your expectations. If your budget is $250,000, it may not match the million-dollar weddings you see on Instagram,” advises Lauren Fair. “If clients want us to travel for their wedding, they must consider the added expenses. Many clients desire that ‘California cool’ vibe even in far-off locations, and we work to deliver that within their budget and expectations,” shares Alison, the founder of Alison Events.
Ways to Save Money
To save money, consider alternatives like opting for smaller packages, having a weekday wedding, or scaling back on certain aspects that aren’t your top priority. For destination weddings, hiring a talented local vendor can reduce expenses. “Some florists travel globally, but it’s very expensive,” says Laetitia Mayor, professional florist and founder of Floresie. “Hiring local florists is more cost-effective. They often have connections with local wholesalers and flower farms. Flowers can be unpredictable, and sometimes there are unexpected issues when they arrive, and knowing local wholesalers is crucial for finding quick solutions.”
"Wedding planning is emotional and creative, not a standardized process like hiring a lawyer. Creatives thrive when they can express their innate talent. Trust their process, and avoid the urge to micromanage. This trust will alleviate stress and lead to a more enjoyable experience for both you and your vendors."
