How to compare wedding vendor quotes fairly, and what to put in the contract

Collecting quotes from three photographers or caterers sounds simple until the numbers arrive. One price includes travel and an album, another does not; one covers eight hours, another six. Comparing them fairly takes a little structure, and so does protecting yourself once you choose.

Start with a one-page brief

Send every vendor the same short brief: date, location, guest count, hours needed, style and the must-haves. When everyone answers the same question, the answers can actually be compared, and you will notice at once who ignored part of it.

Compare like with like

Put the quotes into one table, one vendor per column. Rows worth including:

• Total price and what it includes, line by line.
• Hours of service, and the cost of an extra hour.
• Travel, set-up and tear-down costs.
• Extras and likely add-ons, taxes and service charges.
• Deposit, payment dates and the final payment.
• Cancellation and rescheduling terms.

Look beyond the price

• Does the work you have seen fit the style you want?
• How quickly and clearly did they reply? Early communication predicts the rest.
• Do they have recent reviews or recommendations from couples in your situation?
• Do you simply feel comfortable with them?

The cheapest quote is rarely the best value, and the most expensive is not automatically the best. Aim for the one that fits your priorities at a price you are comfortable with.

What a booking agreement should contain

1. 1The full names and contact details of both parties.
2. 2The date, start and finish times, and the exact location.
3. 3Precisely what will be delivered, including quantities and timings.
4. 4The total price, the deposit, the payment schedule and the final due date.
5. 5The cancellation and rescheduling terms for both sides.
6. 6What happens if the named person or an essential item cannot be provided.
7. 7Overtime rates and any additional charges.
8. 8Insurance, liability and arrangements for unforeseen events.

Keep everything in writing

A promise made on the phone is hard to rely on later. If a vendor agrees to something extra, ask them to add it to the contract or confirm it in an email. Keep copies of the signed agreement, payment receipts and your correspondence in one place.

A calm, structured approach takes an afternoon and spares you the unpleasant discovery, weeks later, that two quotes were never really the same.