Questions to ask wedding suppliers before you book

Most wedding booking regrets are not about picking the wrong supplier. They are about a question nobody asked. The band that needs a stage the venue doesn't have. The photographer who charges travel from the other end of the country. The minimum numbers clause that quietly sets your final bill.

This is the list to have open when you ring, email or meet anyone for your Irish wedding. Every question here has a reason behind it, so you know why you are asking, not just what.

Five questions for every supplier

Ask these of everyone, whatever they do.

• Are you free on our date, and can you hold it? Ask how long a provisional hold lasts and what it takes to make it firm.
• What exactly is included in that price? Get it itemised. "Packages from" is where most surprises live.
• What deposit do you need, and when is the balance due? Note the dates next to each line in your wedding budget so nothing lands on you in the final week.
• What happens if either of us has to cancel or move the date? Read the answer in the contract, not the email.
• Are you insured? Venues increasingly ask suppliers for public liability cover, so it saves a scramble later.

If you send a first message through a supplier's profile here, your date, guest count and budget for that category go with it, so the reply can start with an actual price rather than more questions.

Wedding venue

The venue decides your date, your numbers and most of your budget, so it gets the longest list. Browse wedding venues by county to shortlist, then ask:

• What is the per-head price, and what does it cover? Drinks reception, wine with the meal, the toast and evening food are often priced separately.
• Is there a minimum number of guests? If you fall below it, you usually pay for the minimum anyway.
• When do you need final numbers? This sets your final bill, so know the deadline early.
• Is there a service charge? It changes whether you need to think about tipping at all.
• Is the venue exclusive to us on the day? Or will another wedding share the bar, the grounds or the car park?
• What time does the bar close, and can it be extended? Ask what an extension costs.
• Is there accommodation, and can you hold rooms at a rate for guests?
• Can we have our ceremony here? If so, ask where it goes if it rains.

Run the per-head figure through the guest cost calculator before you commit. It shows what each extra guest really costs once the extras are added.

Photographer and videographer

You will look at these pictures for the rest of your lives, so it is worth being thorough. Start with wedding photographers and videographers near your venue.

• Can we see one full wedding, not just highlights? A full gallery shows how they handle bad light, family groups and the dancing.
• How many hours are included, and what does an extra hour cost? Check the coverage matches your day, from prep to first dance.
• Do you charge travel or accommodation? Especially if the venue is more than an hour or two away.
• Who will actually be there on the day? Some studios send an associate rather than the person you met.
• How long until we get the photos or film, and in what format?
• Do you work with a second shooter? Useful for bigger weddings and for both sets of prep.

Our guide to choosing a wedding photographer goes deeper on styles and red flags.

Band and DJ

The music decides whether people are still dancing at one in the morning. Compare wedding bands and DJs in your county.

• How many sets do you play, and how long is each? Ask what happens in the breaks.
• Does a DJ cover the gaps and the end of the night? Many bands include this; check it is in writing.
• What do you need from the venue? Space, power, a stage, and access time for setting up.
• Can we hear you live, or see a recent full video? A polished promo reel is not the same as a real set.
• Do you take requests, and do you have a do-not-play list?
• What time do you need to arrive, and when must you be finished? Check it fits the venue's rules.

Hair and makeup

Book these early for busy dates, as good artists can only be in one place a morning. See hair stylists and makeup artists near you.

• Is a trial included, and when should we do it? Ideally at the same time of year as the wedding.
• How many people can you do, and how long does each take? This sets what time the morning starts.
• Is there a charge to travel to the house or hotel?
• Will you stay for touch-ups before the ceremony?
• What products do you use? Worth asking about anything that needs to last through a long day and an evening.

Florist, decor and cars

• Florist: Which flowers are in season for our month? Seasonal choices usually cost less and look better. Can the ceremony flowers be moved to the reception? Browse florists.
• Decor: What is included in setup and collection, and at what time? Who is responsible for anything damaged? See wedding decor.
• Wedding cars: How many hours are included, and is there a charge for waiting time? What is the plan if the car breaks down? Compare wedding cars.

Celebrant or solemniser

For a legal ceremony in Ireland you must give three months' notice, and not everyone who conducts a ceremony can solemnise a marriage.

• Are you on the Register of Solemnisers? If not, you will need a separate civil ceremony to make it legal.
• Can we write our own vows?
• Do you travel to the venue, and is there a fee for that?
• How many times will we meet before the day?

Our guide to getting legally married in Ireland covers the notice and paperwork. Find celebrants here.

Red flags worth noticing

None of these are automatic deal breakers, but each deserves a second question.

• A price that changes between the first email and the contract.
• No contract at all, or one that doesn't mention your date.
• Pressure to pay a deposit the same day "before someone else books it."
• No recent, full examples of their work.
• Slow or vague answers before you have paid anything. It rarely improves after.

Keeping track of the answers

Three quotes for each supplier soon becomes a lot of email. Save the ones you like with the heart on their profile so they sit side by side on your dashboard, and put each quote against its line in the budget. A free account keeps it all in one place, along with a dated checklist that tells you what to book next.

If you are a wedding supplier

These are the questions couples arrive with. A profile that answers them up front, with your real prices, what is included and your own FAQ, gets better enquiries and fewer tyre-kickers. Listing is free, with no commission and no contract. See what is included.