Wedding Vendor Checklist: Questions to Ask Before Booking

An Indian wedding often means several events and a long list of vendors: venue, caterer, decorator, photographer and videographer, makeup and hair, mehndi artist, DJ or band, priest, transport, and sometimes a planner pulling it all together. Most stress on the wedding days comes from assumptions that were never written down. This checklist gives you the questions to ask each vendor before you pay an advance, so you can compare quotes fairly and avoid surprises. It works alongside our wedding budget guide and the wedding timeline checklist.

Before you contact anyone

Vendors can only quote properly when you know three things: the dates, the venue and a realistic guest count for each function. Fix those first, then list the functions (haldi, mehndi, sangeet, wedding, reception) and what each one needs. Decide your budget ceiling for each vendor category before you see any quotes, so a persuasive pitch does not reset it.

Questions to ask every vendor

Ask these of everyone, so the answers can be compared side by side:

• Are you available on all our dates and at all our venues?
• Exactly what is included in the quote, and what costs extra?
• Are taxes, travel and accommodation for your team included?
• How many people will you send, and who will be in charge on the day?
• What are your working hours, and how is overtime handled?
• What is the payment schedule, and which payment methods do you accept with receipts?
• What happens if we change the date or cancel? What happens if you cannot attend?
• Can we see recent work from weddings of a similar size and style, and speak to a recent client?
• Will you confirm all of this in a written agreement?

Venue

Our full venue checklist goes deeper, but the essentials are: comfortable capacity for your real guest count, space and permission for a fire ritual if you need one, power backup, parking, rooms for outstation guests, whether outside caterers and decorators are allowed, and the latest time music can play under local rules.

Caterer

• Can we arrange a tasting of the actual dishes on our menu?
• How do you handle Jain, vegetarian, vegan and allergy requirements, and how are they kept separate?
• How is the final guest count confirmed, and by when?
• Are serving staff, crockery, counters and cleanup included?
• Do you hold the food safety registration or licence required for your business? You can read about these on the FSSAI website.

Decorator

• Can you share a drawing or mood board of the mandap, stage and entrance before we confirm?
• Which flowers and materials are fresh, artificial or reused?
• How long do you need for setup and teardown, and does the venue allow that time?
• Who is responsible if something is damaged at the venue?

Photographer and videographer

• Who exactly will shoot our wedding, and can we see full galleries rather than highlights?
• How many photographers and videographers, and for which events?
• What will we receive (edited photos, albums, films, raw files) and when?
• How are our photos stored and backed up, and will you ask before using them publicly?

Share a list of must-have moments, such as the jaimala, kanyadaan and saptapadi, with the photographer. Our guide to Hindu wedding rituals step by step helps you write that list.

Makeup, hair and mehndi

• Can we book a trial, and is it charged separately?
• How many people can you get ready, and how long does each take?
• Which products do you use, and can you work around skin sensitivities?
• For mehndi: is the henna natural, and how many artists will come for guests?

Always do a patch test for henna and makeup well before the wedding, especially if you have sensitive skin.

DJ, band and sound

• Is sound equipment, lighting and a backup system included?
• Can we share a must-play and a do-not-play list?
• Are you familiar with the venue's sound limits and cut-off times?

Priest and ritual items

• Which rituals will you perform, in what order, and roughly how long will the ceremony take?
• Can you explain the rituals briefly to guests, and in which language will you conduct them?
• Which puja items will you bring, and which should the family arrange?
• If the two families follow different regional customs, can you agree the order with the other family's priest beforehand?

Transport and guest hospitality

• How many vehicles and drivers, for which days and routes, and what happens if a vehicle breaks down?
• For hotels or guest houses: how many rooms are held, until when, and what is the policy on unused rooms?
• Who will meet outstation guests at the station or airport, and who do they call if plans change?

Put one family member in charge of guest travel; it is a job in itself during the wedding week.

Getting it in writing

A short written agreement or detailed invoice protects both sides. It should list the dates and timings, the exact scope, staff numbers, the total price with taxes, the payment schedule, overtime terms, cancellation and refund terms, and a named contact. Pay through traceable methods and keep every receipt. Be cautious of anyone who pressures you to pay the whole amount immediately or refuses to put terms in writing; our guide to spotting red flags applies to vendors as well as profiles.

On the wedding days

• Share a single running order with every vendor a week before.
• Name one family member as the contact for each vendor so the couple and parents are not answering calls.
• Keep a folder (printed or on a phone) with every agreement and contact.
• Settle final payments as agreed and thank the team; good vendors remember good clients.

If you prefer one point of contact, a wedding planner can coordinate the vendors for you. Browse the categories on our wedding services page to see what is available, and use the same questions to compare.