Vendor Red Flags You Shouldn’t Ignore

When it comes to wedding planning, choosing the right vendors can make or break your day.

From photographers to caterers, makeup artists to decorators — your vendor team carries the vision of your wedding. But what happens when someone on that team starts showing signs they might not be the right fit?

We’ve seen it all: late deliveries, poor communication, ghosting, and last-minute disasters. The truth is, most major vendor mishaps start with small red flags that often go unnoticed — or worse, are ignored.

Today, we’re sharing real stories from the field, along with key red flags to watch for before you sign that contract.

1. Slow or Unclear Communication

A bride reached out to a DJ referred by a friend. He responded three days later with a one-line reply and no proposal. She booked him anyway because "he came highly recommended."

Fast forward to the wedding day: the DJ arrived late, didn’t know the couple’s first dance song (despite multiple reminders), and kept playing songs from the wrong playlist. The bride was devastated.

What to watch for:

• Long response times

• Vague or incomplete answers

• Difficulty setting up a meeting

• No written confirmation or proposal

  
  

Pro Tip: Communication is a preview of how they’ll handle your event. If they’re slow or disorganized now, it won't magically improve later.

2. “Too Good to Be True” Pricing

A couple booked a decorator who offered an unbelievable deal on their dream setup. Two weeks to the wedding, she ghosted them. No calls, no updates, no moodboard, no venue recce

On the wedding day, the decor was far from what the bride envisioned.

What to watch for:

• Prices far below market value

• No clear explanation for discounts

• Hesitation to sign contracts or issue receipts

  
  

Pro Tip: If it feels too good to be true, it probably is. Vendors who know their value will price fairly and transparently.

3. No Portfolio or Inconsistent Work

A makeup artist was hired based on Instagram photos. However, when she showed up, her kit was unclean, and her technique was nothing like what was shown online. Turns out she had reposted work from other artists.

What to watch for:

• No clear portfolio

• Work that looks different across platforms

• Hesitation to share client references or testimonials

  
  

Pro Tip: Ask for real, recent client work. Better yet, schedule a trial or viewing.

4. Bad Attitude or Unprofessional Behavior

At a wedding we coordinated, a vendor yelled at one of the ushers for moving a prop. Later, he refused to follow the timeline because “he wasn’t informed.” The energy threw off the entire team.

What to watch for:

• Rudeness, arrogance, or dismissiveness

• Talking down to clients or other vendors

• Frequent complaints about past clients

  
  

Pro Tip: Personality matters. Vendors are part of your day — choose people you genuinely feel comfortable with.

5. No Contract, Invoice, or Payment Terms

A groom paid a photographer in full based on a verbal agreement. The photographer arrived late, didn't capture key moments at the ceremony, and there was no contract to hold him accountable.

What to watch for:

• Avoiding written agreements

• Requesting cash only, no receipt

• Vague or shifting payment schedules

• Doesn't have a refund police

  
  

Pro Tip: Always sign a contract. Always get a receipt. Always confirm the refund policy. Your wedding is too important to leave to chance.

6. Overbooking or Stretching Themselves Thin

A popular baker took on four weddings in one weekend. By the time she delivered the couple’s cake, it was lopsided and partially melted from poor storage. She apologized and offered a partial refund, but the moment couldn’t be undone.

What to watch for:

• Reluctance to share workload or weekend schedule

• Vague timelines for delivery or setup

• A “rushed” feeling during meetings

  
  

Pro Tip: Ensure your vendors have enough bandwidth for your event. You deserve their best, not what’s left over.

7. Doesn’t Ask You Questions

One bride met with a videographer who barely asked anything beyond the wedding date. No questions about preferred style, key moments, or even the couple’s names. The final video was technically fine, but it totally missed their personality and story.

What to watch for:

• A one-size-fits-all approach

• Little to no curiosity about your vision

• Skipping important discovery questions

  
  

Pro Tip: A good vendor listens and tailors their service to you. If they don’t care to understand your story, they won’t tell it well.

8. Last-Minute Changes or Missed Deadlines

A vendor agreed to send samples and mockups a month before the wedding. They kept postponing, blaming “busy season.” The bride didn’t see the final items until two days to the wedding and hated them.

What to watch for:

• Missed deadlines

• Unkept promises

• Poor excuse-making

  
  

Pro Tip: Reliability is key. Set clear timelines and hold vendors accountable early, or work with a coordinator who can.

Final Thoughts: Trust Your Gut

Your wedding vendors aren’t just service providers — they’re partners in one of the most personal days of your life. If something feels off, listen to that feeling. A great vendor will make you feel seen, heard, and confident in their ability to deliver.

And if you’re not sure how to vet them properly, that’s where a coordinator comes in 😉 (yes, shameless plug).

At Elle Wedding Services, we’ve helped dozens of couples avoid these pitfalls by providing trusted vendor referrals, contract reviews, managing vendor timelines and logistics, and full-on day-of support because you deserve peace of mind as much as you deserve a beautiful day.

Have you ever experienced a vendor red flag?

Drop your story in the comments — we’re all learning from each other here.

Want help choosing the right vendor team?

Get in touch with us here. We’re happy to help!