At Moore & Co Events, we’ve seen it all. The vendors who exceed expectations and the ones who leave couples scrambling on their wedding day. After planning hundreds of weddings throughout Maryland and beyond, we’ve learned that the right questions to ask Maryland wedding vendors can mean the difference between a dream wedding and a planning nightmare.

The truth is, hiring your wedding team isn’t just about finding someone whose work you love (though that’s important too!). It’s about finding professionals who will show up, deliver consistently, and handle the unexpected with grace. These nine questions will help you identify vendors who are not only talented but also reliable, professional, and truly invested in making your day perfect.

1. Can We See a Full Gallery from a Recent Wedding AND a Blank Copy of Your Contract?

This two-part question is crucial for vetting both quality and professionalism. A website or social media feed shows only the highlights. Seeing a complete wedding gallery (for photographers) or a full ceremony recording (for videographers) shows how they perform consistently throughout an entire event. The contract is equally important – it’s the most significant document you’ll sign and protects both you and the vendor.

What to listen for: For portfolios, look for consistency in quality from getting-ready shots to late-night dancing. For contracts, a professional will happily provide one. It should clearly outline key details like: the services provided, your payment schedule, the cancellation policy, and their contingency plans. Any hesitation to provide either of these is a major warning sign.

2. Do You Have Liability Insurance?

This is non-negotiable for legitimate, professional businesses. Many venues require all outside vendors to provide certificates of insurance. If a vendor doesn’t have it, your venue might not even let them on the property.

What to listen for: A simple “Yes, absolutely,” with the ability to provide proof upon request. Any hesitation is a major red flag.

3. What’s Your Backup Plan in Case of an Emergency?

Life happens – vendors get sick, have family emergencies, or experience equipment failures. You’re not just hiring one person; you’re hiring their professionalism and preparedness. This question reveals whether they have a solid plan for the unexpected.

What to listen for: A confident, clear answer. They should have a network of trusted colleagues at a similar skill level and price point they can call on. For photographers or DJs, they should have backup equipment on-site or readily available. A vague response like “don’t worry, it’s never happened” is a major red flag. We’ve seen too many couples left scrambling when vendors didn’t have contingency plans.

4. What’s Your Cancellation or Postponement Policy?

Understanding the cancellation policy is one of the most critical questions to ask Maryland wedding vendors, as the pandemic taught everyone this lesson the hard way. Knowing the financial implications if you need to change your date or cancel is crucial for protecting your investment and setting clear expectations about deposits versus transferable retainers.

What to listen for: A clear, written policy. Is the retainer fee transferable to a new date? Under what circumstances can you receive a partial or full refund? Vendors who are flexible with fair policies show they’re understanding and professional.

5. Beyond the Package Price, What Are the Most Common Add-Ons or Potential Fees We Should Be Aware Of?

The package price is rarely the final price, and we always encourage our couples to ask this upfront. This question helps you budget accurately and avoids sticker shock later. Common additional costs include travel fees, overtime hours, taxes and service charges, vendor meal requirements, or extra costs for specific items.

What to listen for: Complete transparency. A great vendor will be upfront about everything. They might say, “My package includes eight hours, and overtime is billed at $150 per hour,” or “I require a vendor meal for any event over six hours.” This shows they respect your budget and are honest in their business dealings.

6. Have You Worked at Our Venue Before?

This is a powerhouse question, and for good reason. A vendor who knows your venue is already three steps ahead of everyone else. They understand where the best natural light falls for photos, how to navigate the loading dock with their equipment, and who the key venue contacts are. More importantly, they know the little quirks that could throw off someone unfamiliar with the space.

What to listen for: If they have worked there, ask what they love about the venue or if there are any challenges you should know about. If they haven’t, a great follow-up is, “What’s your process for familiarizing yourself with a new venue?” Professional vendors will schedule a site visit or do thorough research beforehand. A vendor who says they’ll “figure it out on the day” is not someone you want on your team.

7. Can You Describe Your Ideal Client and the Type of Wedding You Get Most Excited About?

This isn’t just about their portfolio – it’s about personality and passion. If a vendor’s face lights up describing a relaxed backyard barbecue wedding and you’re planning a formal black-tie celebration at The Belvedere, the vibe might be a mismatch. You want vendors who are genuinely excited by your vision and will bring creative energy to it.

What to listen for: Passion and alignment. Do their “ideal” wedding and client sound like you and your event? This helps ensure you’re not just another date on their calendar but a project they’re genuinely invested in. When vendors are excited about your style, it shows in their work.

8. What Does the Communication Process Look Like After We Book You?

This sets expectations for the entire planning period. Will they be proactive with check-ins? How quickly do they respond to emails? Knowing this prevents anxiety and ensures you feel supported rather than ghosted after paying your deposit.

What to listen for: A defined process like, “I’ll send you a questionnaire six months out, we’ll schedule a final details call 30 days before, and I guarantee a 48-hour email response time.” It shows they have an organized system.

9. What’s the Timeline for Receiving Our Final Product After the Wedding?

The excitement doesn’t end when the reception is over! You’ll be eager to see your photos and videos. This question manages expectations for the post-wedding period – a six-week turnaround feels very different from a six-month wait.

What to listen for: A specific timeframe that’s also included in their contract. For photographers, ask if you’ll receive a “sneak peek” gallery shortly after the wedding.

At Moore & Co Events, we’ve built relationships with incredible vendors across Maryland because we know what separates the professionals from the rest. These questions aren’t just about avoiding problems – they’re about finding vendors who will enhance your wedding experience and deliver results that exceed your expectations.

By using these questions to ask Maryland wedding vendors, you’re not being difficult or demanding. You’re being smart. You’re protecting your investment, your timeline, and most importantly, your peace of mind. The right vendors will appreciate your thoroughness because they understand that great weddings happen when everyone is on the same page from the start.

Remember, your wedding day is a one-time event with no practice runs. The vendors you choose become part of your wedding story, so choose wisely. These questions will help you find professionals who not only show up, but show up prepared, passionate, and ready to make your day extraordinary.

Ready to start planning your dream Maryland wedding? We’re here to help you navigate every step of the process, from finding the perfect vendors to coordinating every detail on your special day. Let’s create something beautiful together.

Featured Vendors

Wedding Planning | Moore & Co Events

Photos | Kirsten Smith Photography

Video | Monachetti Films

Floral Design | Yarrow Floral Co

Venue | Spaces by Select

Catering | Zeffert and Gold

Rentals | Something Vintage, Pretty Little Wedding Co., 27 Studios

Beauty | Updos for I Dos

Band | Sound Nation

Cake | Peony and Meringue