Planning a wedding comes with a million tabs open -literally and figuratively. If you’re wondering how to find the best wedding vendors for your day (and feel confident about who you book), you’re in the right place. In this episode of The Wedding Duo Podcast, we sat down with marketing expert Heidi Thompson of Evolve Your Wedding Business to talk about what couples should look for online, how to read between the lines on social media, and when to reach out. Below is your straightforward guide to researching any wedding vendor—planner, DJ, photographer, florist, and beyond—so you can book with confidence.

Would you rather listen? Listen to the episode below!

Before You Start The Research Phase

Begin by deciding what matters most to you and your guest experience. If great photos and a full dance floor are your top priorities, you’ll put photographer and DJ at the top of your list. If a meaningful ceremony is the heart of the day, you’ll focus early on an officiant and planning support. Knowing your priorities will guide your vendor research and your budget so you do not get overwhelmed by pretty options that do not serve your vision.

Pro tip: Vendors who clearly state what they specialize in are trying to make your life easier. If their site or socials make you think “this is exactly what we want,” pay attention. That match in values and style matters as much as price.

Where Couples Actually Discover Vendors & How To Read Their Online Presense

Search is no longer “Google only.” Discovery often starts on Instagram, TikTok, and Pinterest, then moves to websites and Google for verification. You might follow a planner for months before you inquire! Referrals still matter, but most couples now “refer and then verify.” A friend recommends a florist, then you check their site, socials, and reviews before you reach out!

Think of every touchpoint as a clue to how they work in real life.

• Website: It should be clear, easy to read on a phone, and give you enough info to decide if you fit. Look for services, process, and at least a pricing indicator like “typical couples spend” or a range. If a business truly cannot list pricing because it is custom, they should explain why and how to get a quote.
• Portfolio: Socials can skew to dramatic showcase moments. Balance that by checking full galleries or multiple events on their site to see how they work across different budgets and spaces. Always ask to see a full wedding gallery from any photographers you are interviewing!
• Voice and vibe: You will spend hours with some vendors. If you love their work but do not connect with their personality after a consult, it may not be a fit. Prioritize people who communicate clearly and feel aligned with you.

Read Their Reviews

Reviews are more important than ever. Skim for patterns rather than fixating on one outlier. A single “meh” review with no detail is less meaningful than dozens of specific five-star reviews that repeat the same strengths like “great communication,” “kept the day stress-free,” or “dance floor was packed all night.” Look in more than one place so you see a fuller picture. Google is a strong baseline because it shows when people search the business name, but The Knot or WeddingWire may be popular in your area too.

If you see a negative review, read the vendor’s reply. A calm, professional response that explains what they did to resolve the issue shows how they handle pressure and problems. That matters on a wedding day.

Understand How Vendor Pricing Works

The most difficult part of planning a wedding is managing the budget! Especially since pricing varies by category. DJs, planners, and photographers often share packages or starting points. Florists and caterers need more detail to quote accurately because product costs and guest counts can swing totals.

When comparing the best wedding vendors for you, make sure you are looking at the same level of service. Two photographers with very different prices might differ on hours, second shooters, and delivery. A DJ who includes lighting and timeline support is not the same as a DJ who just shows up to play music! If a price seems too good to be true, it just might be.

Communication Is The Greenest Flag

Nothing builds or breaks trust faster than communication. Pay attention to how quickly and clearly a vendor replies and whether they follow through on what they say. If they set an expectation like “I’ll reply in 48 hours,” do they meet it? Clarity lowers anxiety. It is okay to ask, “When should I expect a proposal?” or “What are next steps?” Great vendors appreciate direct questions!

If you love someone, inquire sooner rather than later. Waiting “until everything else is set” can mean you miss out.

Once you are ready to reach out to a wedding vendor, use the contact form on their website or the email in their bio for your first touch. If they offer texting for quick questions, use it to clarify one or two items before you complete a form. Keep that first message simple: your date, venue or city, guest count, and what you are looking for. This helps vendors give you a clear answer fast.

Your Wedding Vendor Checklist

• Define your top three priorities and budget ranges.
• Discover on socials, verify on the website and Google.
• Look for consistent reviews across platforms and read for patterns.
• Confirm pricing structure or ranges so you can compare fairly.
• Evaluate communication and follow-through from the start.
• Inquire early with key vendors whose date availability is limited.

Want Step-By-Step Support as You Research And Book Your Wedding Vendors?

If you are a DIY couple who wants expert guidance without the stress, join The Wedding Duo Membership. For $27 per month, you get instructional videos, fillable checklists, sample questions to ask vendors, curated playlists, weekly Q&A with us, and a welcoming community of couples who are planning right alongside you. It is everything you need to plan with confidence from first inquiry to last dance.