Two photographers quote “£2,800” and “£3,400”—and you have no idea which is better value. One includes an second shooter; the other charges extra. Welcome to wedding vendor quotes, where identical-looking PDFs hide completely different deliverables.
Comparing quotes fairly means lining up hours, people, products, and policies—not just the bottom line. Use the checklist below before you sign anything, and log each quote in WedCheese beside your wedding budget categories so decisions stay grounded in what you can actually spend.
Step one: normalise the scope
Before you compare prices, write one paragraph describing what you need. For photography, that might be: ten hours coverage, two shooters from prep through first dance, online gallery within eight weeks, print release included. Send the same brief to every vendor so quotes reflect the same job.
If a quote comes back vague, ask for itemisation. “Full day package” means different things to different suppliers. Our wedding vendor checklist lists what to book and when—use it to make sure you are comparing like categories.
Apples-to-apples comparison checklist
Copy this table into your notes—or your budget app—and fill a row per quote.
- Total price including VAT. Ask explicitly if VAT is included; UK quotes often omit it.
- Deposit amount and whether it is refundable if you cancel within a cooling-off period.
- Payment schedule—balance due dates and accepted methods.
- Hours covered on the day, plus travel time and mileage charges.
- Team size—lead only, assistant, second shooter, or extra staff for setup.
- Deliverables—number of edited images, album pages, video length, revision rounds.
- Turnaround time for proofs and final files.
- Overtime rate if the party runs long—common with bands and photographers.
- Exclusivity and restrictions—can other vendors work alongside them? Drone rules?
- Insurance and backup plan—what happens if they are ill on your date?
- Cancellation and postponement policy—especially post-pandemic, this matters.
- What is not included—meals for vendors, parking, corkage, equipment hire.
Category-specific red flags
Photography and video: Low image counts, watermarked previews only, or copyright held entirely by the studio. Clarify who owns files and whether you can print freely.
Catering: Per-head price without service charge, staffing, or cake cutting. Ask what happens if final guest count drops—some contracts have minimums.
Venues: Exclusive supplier lists, corkage fees, and end times with steep overtime. Read our questions to ask a wedding venue before you compare hire packages.
Florists: Seasonal flower substitutions, delivery/setup fees, and who collects vases after the event.
Score beyond price
Rate each vendor on responsiveness, portfolio fit, and reviews—not just cost. A cheaper quote from someone who takes five days to reply may foreshadow day-of communication problems. Note gut feel in writing while meetings are fresh.
When you are close on two options, see whether value can shift without a discount—extra hour of coverage, a parent album, or an earlier payment in exchange for a small reduction. Our vendor negotiation guide covers how to ask without sounding cheap.
Keep quotes linked to your budget
A quote you loved in January becomes unaffordable in March when guest count grows. Store each figure against a budget category so accepting one quote shows what is left for everything else. Track deposits as you pay them—our wedding deposit tracker guide explains how to log balances and due dates so nothing slips through.
Watch for hidden wedding costs that appear after you sign: travel supplements, rush fees, and VAT added late. If the total moves, update your budget before saying yes to the next supplier.
Build a shortlist before you decide
Narrow to two or three finalists per category, then compare side by side. A vendor shortlist keeps contact details, meeting notes, and quote PDFs in one place—so you are not scrolling email for that package price from March.
Sleep on it. If one quote is dramatically lower, ask what is missing before you celebrate the savings. If one is higher, ask what you get for the difference. The goal is confidence, not winning a negotiation on principle.
Save the final comparison somewhere your partner can see it. Decisions made alone at midnight are the ones you revisit twice—shared notes prevent “I thought we agreed on the cheaper band” conversations in week three.
Once you sign, archive the losing quotes anyway. They are useful reference if a supplier falls through and you need a fast backup list.
When to walk away
Pressure to sign on the spot, refusal to itemise, or contracts with no postponement clause are signs to pause. Your wedding date is fixed; a good vendor will give you time to compare. The cheapest quote is rarely the best deal if deliverables do not match—or if you spend the lead-up worrying they will not show.
Plan with less chaos
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