7 Red Flags That Indicate a Wedding Vendor Isn’t Right for You (2024)

Whether you’re planning an intimate backyard ceremony or a multi-day destination event, hiring vendors that you can work with successfully is a critical component of the wedding planning process. And while reading reviews, asking friends for recommendations, and looking over work samples can help you narrow the field, when it’s time to commit, you should always trust your instincts.

“Red flags will be different for each person when it relates to wedding vendors and couples, but generally, they are your gut saying something isn't right,” says event planner Jove Meyer. “It doesn't mean the vendor is bad at their job, it means they may not be right for what you need. Ideally, it's best to see or find the red flags before you hire the vendor, so you save yourself stress and unnecessary challenges while planning your wedding.”

Some red flags can be mitigated with a simple conversation where you lay out your concerns and give the vendor the opportunity to explain their process; others are more serious indicators that you should keep interviewing. “Vendor and couple relationships are so personal, so it is crucial that you speak easily together, you have a good vibe, and share the same style and design sensibility,” says Meyer. “The best wedding vendor relationships are based on trust, so if you see red flags, especially around trust, it likely isn't the vendor for you.”

Unsure what warning signs to look out for when embarking on your search? From email habits to personality clashes, these are the most important red flags to heed during your vendor interviews.

They're Extremely Slow to Respond

The amount of time it takes a vendor to respond to your initial request for information will vary based on multiple factors—including how in-demand they are, whether it’s their busy season, and the type of service they provide. “If you have a highly sought-after vendor and they are really busy, they may not get back to you right away and it wouldn’t be a red flag,” says Summer Newman of Summer Newman Events. “But if you’re a couple that likes to have a ton of communication and it takes two weeks to answer your initial call, that might drive you batty—and that would be a red flag.”

But even the most laid-back couples should proceed with caution if waiting longer than a couple of weeks to hear back about a request. “This could be a red flag of disorganization, or that they’re not going to be responsible, or that things are going to take this long,” says Newman. “Once you’re getting into a month and not responding, that’s a red flag.”

As it relates to communication during the wedding planning process, you can expect to hear from some vendors more frequently than others; for many, you may go months without speaking to them, only touching base as your wedding approaches to finalize the details. “If you’ve planned most of the wedding and there are only little things to do, then you may not see an uptick in communication,” says Newman. “But if you haven’t spoken to a vendor a lot and you know there are things that aren’t done and you’re closing in on your wedding date—major red flags.”

In general, poor communication skills throughout the process are a warning you should heed, says Laura Ritchie of Grit & Grace. “Lack of responsiveness and not acknowledging correspondence, even during busy seasons, is a red flag,” she says. “We all understand that you can't be at your computer at all times, but responsiveness is next to godliness, and anything after a few days is just rude.”

They Make Big Promises—With a "Too Good to Be True" Price

Couples should always interview several vendors in each category, say the experts; this helps you find one who is the best match for your style and allows you to understand the services and costs. When you find one vendor who claims they'll provide everything you want—and then some—for a price that’s markedly lower than the others, be wary (especially if they won’t put the extras in writing). “When a vendor promises you the moon for the price of a cup of coffee, it could be a red flag,” says Meyer. “Those who sell are there to sell, and we all love a deal, so it is tempting to lean in—but be sure to ask all the questions and ensure the proposal has all the costs and fees, so you don’t have any surprises.”

Hearing a vendor say they can’t give you what you want may seem like a red flag at first, but it’s much preferred to someone who overpromises, says Stephanie Ko of Summer Newman Events. “As a general rule, the good vendors who know what they’re doing, give you the fair pricing, and manage your expectations are the ones who will be upfront and say what’s going to cost you more,” she says. “When you hear bad news from a vendor, they’re not trying to sell you their business and make a quick buck—they’re telling you the truth; it may be hard to hear, but those are the better vendors. They will do what they can to work with you within your budget.”

They Forget Appointments, Meetings, and Calls

While everyone needs to reschedule the occasional meeting, a vendor who frequently forgets your appointments is one you should think twice about trusting with your wedding day (and your money). “Real excuses aside, general forgetfulness doesn't exude confidence when spending money with a vendor,” says Ritchie. “This is flat-out unacceptable. If you are too busy to manage a calendar invite properly, you either need an assistant or better time management. The impression of missing a meeting or an important call speaks volumes about how your business runs.”

Meyer also considers lateness and missed meetings a serious breach of trust. “Everyone is busy, but your time is valuable and it should be treated as such,” he says. “A big thing you want in a wedding vendor is reliability, and how they show up for you in the wedding planning process should instill confidence in how they will show up for you on the wedding day.”

Their Contracts Are Confusing

Understanding your vendor’s billing processes, payment timelines, and overall cost is incredibly critical. “Professional invoicing and billing is paramount,” says Ritchie. Requests for extra payments, cash under the table, or added fees that weren’t explained upfront are major warning signs. “It’s giving sketchy, not-a-real-business vibes,” she says. Another shady financial practice to watch for: “Quoting line items via email or phone without accounting for additional costs like tax, delivery, labor, etc,” she says. “At the very least, include words or phrases like ‘approximately,’ ‘estimated line item only,’ or ‘++’ showing that you recognize this might be the line item, but it’s not the full scope.”

One easy way to catch this red flag before it’s too late, says Ko: Always read your contracts and proposals—especially the fine print. “Please read them!” she says. “People don’t read through it—they read the top number and move on from there.”

Their Services Stretch Your Budget

All vendors have a “sweet spot” of what their services cost, whether they’re a lowkey local florist or a nationally-renowned planner. “Of course, they can work with less or more, but it is important that what you want to spend, or what you can spend, is in their sweet spot,” says Meyer. “The worst situation is a couple stretching to meet a vendor minimum and feeling underwhelmed the entire time, so it is important to have honest conversations about budget. Be clear about what you have, sense how they react, and plan accordingly.”

The examples you see on a vendor’s website or promotional materials are likely to be well outside their minimum charge—so if your budget can’t expand to accommodate the work that drew you to them in the first place, you could end up feeling like you overspent without getting what you really wanted. “I think it’s incredibly important to not work with vendors who are constantly telling you that you have to spend more,” says Newman. “It really means you have to shift to a different vendor who works with weddings within your budget, and who are going to help manage your expectations while going through the process.”

Your Styles Don't Match

The best-of-the-best vendors can step outside their personal aesthetics to accommodate your requests, but you’re better off choosing vendors who have a portfolio full of experience that matches your vision. “It is a red flag when someone promises they can do something, but you’re looking at the body of work and nothing matches the aesthetic,” says Newman. “Now your wedding is the teachable wedding—and you don’t really want that.”

Meyer also recommends booking vendors with a style that matches yours. “Most wedding vendors have a signature aesthetic, and it is important that you like their portfolio—especially the more recent work—so you know they can create in a style that you want and love,” says Meyer. “I always love to match vendors with couples who have a similar style and vibe, as it tends to be easier to create in the wheelhouse you both love and lean into than to create something new with no prior examples.”

You Don't Get Along

The vendor that your sister, best friend, or colleague totally bonded with over place settings, linen samples, and cake tastings might not be the right fit for you. “Connecting with your vendor's vibe is key. If they are oil and you're water, that can be hard, so I think having similar personalities and energies is very helpful—unless you thrive in working with your opposite,” says Meyer.

This is especially important with your wedding planner, photographer, and hair and makeup stylists—the people who will surround you on your wedding day, says Newman. “You have to get along with the vendors, you can’t be around people you can’t stand!” she says. “It is a huge red flag: Do not hire a vendor you do not like.” Ko agrees: “Be discerning! It’s a fairly saturated market, and there’s somebody for everybody.”

Lastly, you should also pay close attention to how the vendor interacts with people who aren’t you and your partner: You want to build a team that can work seamlessly together to help your day run smoothly. “Serving attitude to the planner, other vendors, and the clients doesn't help,” says Ritchie. “Being difficult or diva-like is a major red flag. We are all an important piece of the puzzle to make the grander vision come to life but without teamwork, we only have slivers of greatness. Be humble, or sit down.”