The Vermont Wedding Vendor Reality Check: What to Ask, When to Negotiate, and When to Run

Before you hire your Vermont wedding vendors, read this. From what to ask, when to negotiate, and how to spot “too good to be true” deals, here’s your no-fluff guide to booking the right Vermont venue and vendor team, minus the stress.

Hiring your wedding dream team can feel a lot like speed dating; fast, slightly overwhelming, and full of “are you my person?” moments. Between venues, florists, planners, photographers, and about a dozen other players, it’s easy to get swept up in pretty portfolios and Pinterest boards. But before you sign any contracts or send that deposit, let’s slow down and talk about what to actually look for when hiring your vendors.

Because here’s the truth: not all packages are created equal, not all contracts are transparent, and not every “too good to be true” deal is worth the risk.

What to Ask Before You Book

You don’t need a law degree to hire your wedding team, but you do need to ask the right questions.

1. What’s included (and what’s not)? “Full-service” means wildly different things depending on who you’re talking to. Ask for a breakdown of exactly what’s covered - setup, teardown, travel fees, overtime charges, rentals, etc. The last thing you want is to realize those beautiful votives or linens are extra… three weeks before your wedding.

2. How many weddings do you take per weekend or month? You’re not just paying for a service - you’re paying for time, focus and energy. Vendors juggling multiple events might stretch themselves thin. You want a team that’s fully in your weekend, not bouncing between three.

3. What happens if something goes wrong? It’s not fun to think about, but responsible vendors have backup plans. Ask about contingency plans for weather, illness, equipment failure, or staffing issues. The pros will have an answer ready without blinking.

4. Who will actually be there on the day? If you’re booking a larger company - especially in photography, catering, or entertainment - confirm who your lead contact will be onsite. Chemistry matters, and you want to feel confident about the people showing up on your wedding day.

5. Do we get to have a consultation or discovery call? A vendor who skips a call altogether might sound convenient, but it’s actually a red flag. The best pros want to get to know your vision, personalities, and priorities before sending a proposal. That 20-minute chat isn’t just sales, it’s the foundation for a strong working relationship.

Watch Out for Hidden Fees and Fuzzy Contracts

Venues, especially, can have line items buried deeper than a four-tier cake. Before you sign anything, read every clause - or better yet, have your planner or someone detail-oriented give it a once-over.

A few common sneaky add-ons to look for:

• Service charges or admin fees on top of gratuity

• Minimum guest counts or required vendor lists

• Setup or teardown fees (sometimes charged hourly!)

• “Exclusive” rentals that actually require in-house upgrades

• "Available" versus "Included"

  
  

If something feels unclear, ask for clarification in writing. You should never feel rushed into signing. Transparency is part of professionalism and if a venue or vendor resists that conversation, that’s your sign.

When (and How) to Negotiate

Let’s be clear: negotiating doesn’t make you “that client.” It just means you’re trying to be smart with your budget. But there’s a right way to approach it in the wedding world.

Timing matters. Peak season in Vermont (June–October) is prime time, and most vendors will book out fully at full rate. If you’re working with an off-season or weekday date, you might have more wiggle room.

Negotiate for value, not discounts. Instead of asking for money off, ask whether certain upgrades or services could be included. Like a longer bar service, extra floral accents, or an engagement session. It keeps the tone collaborative, not transactional.

Be honest about budget. Vendors can only tailor options if they know what they’re working with. A transparent conversation helps you both get creative.

The “Too Good to Be True” Packages

We all love a deal, but weddings aren’t the place to gamble. If a vendor’s pricing is dramatically lower than others in their category, it usually means one of three things:

1. They’re brand new and still building experience (not necessarily bad, but ask for references).

2. They’re cutting corners somewhere (insurance, staffing, prep time, commitment).

3. You’re looking at a stripped-down package that won’t actually meet your needs.

   
   

🚩 Other red flags:

• “All-day coverage” with no defined hours

• No contract or proof of insurance

• Packages described in vague terms (“decor package,” “custom experience”) without itemized details

• Super fast response times with zero effort to understand your event

  
  

If a vendor doesn’t ask questions or show curiosity about your day, they’re likely operating on autopilot, and that never ends well.

Don’t Ghost Your Vendors

This one’s just a little etiquette PSA from your friendly planner bestie: if you’ve inquired with a vendor and decide it’s not the right fit, please don’t ghost them.

Every legitimate vendor puts time, energy, and often emotional investment into every inquiry - crafting proposals, checking availability, customizing details for your event. A simple, “Thank you so much, but we’ve decided to move in another direction,” goes a long way.

You never know when your paths might cross again (this industry is smaller than you think). Plus, good energy out = good energy back.

The Bottom Line

Hire people who feel like your people. The ones who make you feel seen, listen when you talk, and send emails that don’t make your stomach drop. Ask questions, read the fine print, and trust your gut (it’s almost never wrong).

Because when you build a team that gets you, everything else falls into place.

Ready to Build Your Dream Vendor Team?

If you’re feeling overwhelmed by all the contracts, calls, and decision fatigue - that’s exactly where we come in. Our planning process helps you find, vet, and book Vermont wedding vendors who fit your vision and your vibe, so you can spend less time stressing and more time celebrating.

✨ Ready to build your all-star wedding team? Let's get started.

xo,

Rachel