First time planning a wedding? Yep – pretty much everyone’s working all this out as they go along, so you’re absolutely not alone! Diving into a world of catering and styling, planning and logistics can be insane – but keeping on top of your plans will stop the overwhelm. Having a great relationship with your suppliers is really important, and communication is everything. Here’s how to talk to your wedding suppliers – from jargon to problem-solving, budgets and more.

Honesty, transparency and openness

Don’t be nervous to talk to your wedding suppliers as you want them to talk to you! I can feel a bit nervous sometimes when I’m asking an expert about their work – whether they’re a floral stylist, wedding photographer or planner. Having conversations on an equal footing means you can talk honestly – as if to a friend. Having that balance, and an equal relationship with your suppliers, will make your wedding planning so much smoother. So sound out your suppliers before you book! If you feel comfortable, they’ll be a great part of your team.

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Top tip: don’t book suppliers at a wedding show. The overwhelm and adrenalin of the day is real. Everyone feels under pressure, including vendors! Choose your suppliers or shortlist on the day, but have a conversation after the event where you’ll both be more relaxed, and more yourselves. You can book after that!

Share your wedding priorities with suppliers

Be open about your priorities – what’s important to the two of you as a couple, and what you’re really not bothered about! For example, if you want natural and candid wedding photography, or if you need a venue where your guests can relax, rather than a formal wedding vibe – be up front. If you have awkward questions (or questions you’re nervous to ask) get them out in the open. Chances are, your suppliers have heard them before and can reassure you.

The biggie: let’s talk wedding budgets

I reached out to luxury destination wedding planner Michelle Jacobs for advice on this one. She told me, “Trust and transparency go hand in hand during wedding planning, from the stage before booking all the way up to the big day. One area this is particularly important is around budget – we know it can be an awkward topic for some couples.”

“Whenever I ask about budget it’s not to be provocative. I like to have a frank conversation with every couple before they book, surrounding what their expected budget is and what we can create for that budget. I’ve been planning weddings in the UK and Europe for many years, and so can give couples a good idea of what their money will get them in different places. This 2-way communication ensures that my couples get the best experience and that we can exceed expectations – and this all starts with honesty, expertise and clear communication.”

Choose your wedding suppliers wisely

I can’t emphasise enough how important it is to choose your suppliers well. Always make a joint decision on who you want to book for your day – especially those who’ll be around all day (photographers, videographers, caterers, entertainment etc.) Never pick wedding suppliers based on how their service looks. Choose for communication, professionalism, experience, reputation and GENUINE reviews.

Here’s an example: you might find the most amazing tailored suit or bespoke dress on social media, but when you reach out to the designer or boutique, they’re a bit ‘off’. You adore the look so much you book an appointment anyway, and go along – even though you’re a bit nervous. When you’re trying outfits on, you feel you have to be on best behaviour, or perhaps things feel rushed – but you adore the suit and it feels really high end. Should you book?

Talking’s important for wedding vendors too.

Before you contact any wedding supplier, remember they want to talk to you. They want to go through details, they want to hear your story and they want you to be as honest and open as you can be. It goes both ways. Great wedding suppliers will welcome your questions, encourage you to ask things you think are silly, and make you feel ok about asking whatever it is you need to. Things like wedding industry jargon can be confusing – things like candid vs natural photography styles, corkage (a classic!) and dry hire are baffling at first. Find suppliers who make you feel at ease so you can ask them to explain anything!

Two-way communication is everything!

Back in April I was talking to the UK’s number one wedding planner, Mark Niemierko. His down to earth advice is always a breath of fresh air.

“The single best thing a wedding planner can do for couples is to alleviate stress with amazing communication. Of course, as a planner I will always deliver an amazing wedding – logistically and creatively – but the most important thing which I learnt early on is to communicate. It’s really important to give couples peace of mind – even if something isn’t yet done, knowing you’re on it is everything.”

Where to talk to your wedding suppliers

As a wedding stationery designer and calligrapher, I’m used to hearing from couples by email, on instagram, by phone and text. I’m pretty sure this is the bare minimum, and other suppliers are also contactable on TikTok, Pinterest and even Facebook.

Before you lose track of who’s said what and where, focus on making it manageable. Talk to your wedding suppliers wherever is best for you! Having all your chats in one place will help. Having them scattered across the cloud is a one-way ticket to chaos. (And if you lose an important chat which isn’t backed up – nightmare!) Wedding Wire has some good advice about methods of contacting wedding suppliers – and how soon to expect a reply.

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Top tip: write things down. Any special requests, preferences – anything. If you both have a written record, you can check back on your notes any time.

What if there’s a problem with one of your wedding suppliers?

So this can happen – it’s less likely if you’ve chosen your suppliers well, but the secret to resolving misunderstanding or conflict is to be open and honest. More advice on talking to wedding suppliers in tricky situations here: https://www.keptweddings.co.uk/difficult-wedding-suppliers-and-how-to-manage-them/

Don’t just take it from me – the best wedding suppliers want to prioritise communication.

Jemma Khan is a luxury florist for private estate weddings and marquees: “From our first conversation, I try to tune into what you really want, even if you don’t quite have the words for it yet. I’ll ask questions, listen to your story and quietly gather the pieces of your vision until it feels just right…Service is everything. My couples trust me not only to create beautiful flowers but to guide them through the process with care, clarity, and calm.”

Erika Tanith is a wedding photographer from Newcastle: “Communication is absolutely key, it’s the foundation for trust, comfort, and a truly tailored experience. The better I understand my couples and what matters most to them, the better I can capture their day in a way that feels uniquely theirs. From the very beginning, I aim to create an open, easy-going dialogue. I’m friendly, transparent, and always happy to share a bit of myself too, because I don’t believe in one-sided conversations. I want my couples to feel completely comfortable coming to me with their ideas, questions, and even last-minute changes. That connection is what helps me do my best work, and what turns a great service into something genuinely meaningful.”

Manchester wedding photographer Priti Shikotra told me: “Communication is so important – I can’t emphasise it enough. It really helps to build that rapport & relationship with couples when communication is on point. I take a step back & listen to couples tell me in detail about how they met, details for their wedding day & how are they feeling about it up until now. Often couples will follow on social media so I’ll follow back. It’s nice to have a glance into their lives even if it’s via Instagram stories for example as you can interact that way too. I let couples know they can expect a response within a time frame & for anything urgent they can of course ring or text me.”

Mel, luxury wedding planner at Your Story Events explains that for her, communication is part of building a relationship: “As a wedding planner we are in constant contact throughout, I guide and advise couples through the whole process. We have regular calls and meetings, a wedding planning whats app group and a wedding planning portal we use to keep everything in one place. I genuinely build such a lovely relationship with my couples, I miss them when the day is over! And for the majority we still send occasional messages and comments or DMs on instagram which I love.”

One of my shining stars in the wedding industry is lovely Ross Willsher Photography from Essex. He says, “Trust comes from open communication where everyone can be themselves and express themselves freely – as a photographer I want my couples to share their insecurities and fears as I have lots of techniques – both photographic and psychological – to improve confidence on camera. I think it’s important for suppliers to be explicit about how open they are to supporting their couples and to actively encourage and enable couples to approach and collaborate with them throughout the planning process. Of course there are limits, and during busy seasons suppliers cannot be on hand to answer calls and emails 24/7, but by building mutual trust and respect, couples and suppliers can work closely to create and incredible experiences.”

The loveliest advice from Lake District wedding photographer Mark Battista: “For me, communication is everything, especially when it comes to building trust. From the moment a couple gets in touch, I keep things relaxed and open — no pressure, no jargon. I’m always happy to chat things through, whether it’s about timings, nerves, or the best light for portraits.

It’s about being present, checking in when it matters, and making sure each couple feels genuinely looked after — not like just another date in the diary. That kind of care grows with experience, and in my view, it’s one of the biggest differences between someone who’s been doing this for years and someone who’s just finding their feet.”