Planning your dream wedding can feel like a whirlwind of decisions, details, and to-dos. One of the most important steps in the process is selecting the right vendors to bring your vision to life. To make sure you choose professionals who align with your needs, style, and budget, it’s essential to ask the right questions.
At Fleay’s Events, we’re passionate about helping couples create unforgettable wedding experiences. From intimate elopements to romantic weddings in our stunning rainforest setting, we understand how important it is to work with vendors you can trust. Here are some key questions to ask when meeting with your wedding vendors, along with insights tailored to our unique venue and services.
General Questions to Ask All Vendors
Are you available on my wedding date?
Availability is the first priority! Ensure they can accommodate your chosen date before diving into details.
What is your experience with weddings of our size and style?
This helps you gauge whether the vendor is comfortable working with your specific type of wedding, whether it’s a large celebration or an intimate elopement.
What is included in your pricing?
Clarify what’s covered in their packages to avoid unexpected costs. For example, at Fleay’s Events, our packages include exclusive use of our venue, catering options, and access to your main furniture including tables, chairs, cutlery and plates.
Do you have liability insurance?
Professional vendors should carry liability insurance to protect both parties in case of unforeseen circumstances.
Can we see examples of your work?
Ask for a portfolio, testimonials, or references to ensure the quality of their services aligns with your expectations.
Photo by Untamed Creative
Venue-Specific Questions
When choosing a wedding venue, it’s important to consider logistics and ambience. Here are some essential questions to ask:
What is the venue’s capacity?
Confirm the number of guests the space can comfortably accommodate. At Fleay’s Events, our venue is perfect for gatherings of up to 132 seated or 180 standing, making it ideal for large celebrations.
What is included in the venue hire?
Some venues provide basic amenities, while others, like Fleay’s Events, offer a comprehensive package that includes food and beverage, parking, tables and chairs and use of the venue for photography, plus more.
Are there any restrictions we should know about?
Understand any limitations, such as noise curfews, decoration rules, or vendor restrictions, to avoid surprises.
Do you offer on-site coordination?
Having a dedicated coordinator can make your wedding day seamless. At Fleay’s Events, our team works closely with couples to ensure everything runs smoothly.
What are the backup options for outdoor weddings?
If you’re planning an outdoor wedding, it’s crucial to have a contingency plan in case of bad weather. Our rainforest setting offers both stunning outdoor spaces and versatile indoor options.
Questions for Caterers
Food and drink are central to the wedding experience. Here at Fleay’s, we offer all-inclusive packages which include food and beverages – one thing to tick off your list! When speaking with caterers, consider the following:
Do you offer custom menus?
Ask if they can tailor the menu to accommodate dietary preferences and cultural traditions.
Can we schedule a tasting?
Sampling the menu ensures you’re satisfied with the quality and presentation of the food.
What is the ratio of servers to guests?
Ensure they have enough staff to provide excellent service.
Do you provide bar services?
If alcohol is part of your celebration, confirm whether bar services are included and what options are available.
What are your policies on leftovers?
Some caterers allow you to take leftover food home, while others do not. Clarify this ahead of time.
Photo by Untamed Creative
Questions for Photographers/Videographers
Your photographer and videographer will capture memories to last a lifetime. Here’s what to ask:
What is your style of photography/videography?
Determine whether their approach—be it traditional, documentary, or artistic—aligns with your vision.
Have you worked at our venue before?
Photographers familiar with the venue will know the best spots for capturing stunning shots. Fleay’s Events offers breathtaking backdrops, from lush rainforests to serene water views.
What is included in your packages?
Understand what’s covered, including hours of coverage, number of edited photos, and rights to the images.
How do you handle low-light settings?
If your celebration includes evening events, make sure they’re equipped to capture moments in dim lighting.
What is your backup plan in case of emergencies?
Professionals should have contingency plans for unforeseen circumstances.
Photo by Bea Shot This
Questions for Florists
Flowers add beauty and elegance to your wedding. When speaking with florists, ask:
Can you work with my budget?
Share your floral budget upfront and discuss options that maximise your vision within that range.
What seasonal flowers do you recommend?
Using in-season blooms can help reduce costs and ensure fresh arrangements.
Do you provide delivery and setup?
Confirm whether they handle transporting and arranging flowers on-site.
Can you create mock-ups or sketches?
Visualising the arrangements ahead of time ensures your expectations are aligned.
What happens to the flowers after the wedding?
Decide whether you want to keep, donate, or discard the arrangements.
Questions for DJs/Bands
Music sets the tone for your celebration. Here are questions to ask:
Do you take song requests?
Ensure they’re open to incorporating your favourite tracks and avoiding songs you dislike.
Can you provide examples of previous playlists?
Reviewing their work can give you a sense of their style and versatility.
What equipment do you provide?
Ask about sound systems, microphones, and backup equipment.
How do you handle transitions and breaks?
Professional DJs and bands should ensure smooth transitions between songs and events.
What is your contingency plan for technical issues?
Knowing they have backups in place provides peace of mind.
Final Thoughts
Choosing the right wedding vendors can make all the difference in creating a magical, stress-free wedding day. By asking these questions, you’ll gather the information needed to make confident decisions. At Fleay’s Events, we’re here to make your planning journey seamless and enjoyable. With our breathtaking Gold Coast venue, personalised services, and dedicated team, we’re committed to bringing your wedding dreams to life.
Gather this list when you join us for our upcoming Wedding Showcase, where you’ll have the opportunity to meet with our team, as well as some of the best wedding vendors on the Gold Coast. Click here to reserve your free ticket!
Ready to start planning your perfect day? Visit our website to view our packages or contact our team at [email protected] to book a venue tour.
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