Start by comparing scope, not just price
Two wedding vendor quotes can look similar while including very different work. Put every quote into the same structure before deciding.
| Compare this | What to check | Why it matters |
|---|---|---|
| Base package | Hours, deliverables, setup, teardown and guest coverage | A lower price can hide fewer hours or missing deliverables. |
| Extras and exclusions | Travel, overtime, second shooter, delivery, rentals, cleaning or service charge | Extras often explain why the final invoice is higher than the quote. |
| Payment schedule | Deposit, instalments, final balance date and late fees | Cash flow matters as much as total cost. |
| Cancellation terms | Refund windows, postponement fees and force majeure wording | This protects the budget if plans change. |
| Operational details | Arrival time, contact person, meal needs, insurance and backup plan | The best quote is also the least risky one. |
Hidden extras by supplier type
| Supplier type | Common hidden extra | Question to ask |
|---|---|---|
| Venue | Corkage, cleaning, security, furniture hire | What is not included in the hire fee? |
| Photographer | Extra hours, travel, album, second shooter | What is the cost if the day runs late? |
| Caterer | Staffing, linen, service charge, tastings | Is staffing included for the full service window? |
| Florist | Delivery, setup, breakdown, vase hire | Who collects hired items after the wedding? |
| Band or DJ | Lighting, PAT testing, travel, early setup | What equipment is included in the quote? |
Quote comparison rule
Do not rank vendors by price until every quote has the same columns. Compare what you receive, when payment is due and what happens if the plan changes.
Use a vendor comparison sheet
A comparison sheet should include package name, total cost, deposit, final balance date, included hours, deliverables, exclusions, contract risk and your decision notes.
Wedding vendor comparison sheet→Vendor payment schedule→Questions to ask wedding venues→Questions to ask a wedding photographer→
Turn this guide into a working plan
Use the planner bundle when you want the budget, guest list, vendor comparison and checklist files in one connected workflow.