7 Qualities to Look For In a Wedding Vendor

Picking the Best Day-Of Team For You

There are a lot of wedding vendors out there. How do you sort through the hundreds of florists, venues, and DJs to find the right fit for you and your wedding? What’s more, once you’ve narrowed your list down to your finalists, how do you narrow that list down to just one?

Vendors are the lifeblood of the wedding industry. They bring your vision to life and all work together to make your big day the best it can be. That makes picking your day-of wedding vendor team one of the most important decisions a newly-engaged couple can make.

Thankfully, there are ways to find the right wedding vendors for you. We’ve been asked before what makes a good wedding vendor. The unfortunate reality is that there isn’t one concrete answer. There are many factors that need to come together for any wedding vendo to be right for you. Some of the main ones to look for are:

• Works well as a team

• Easy to get in touch with

• Enthusiastic about their work

• Knows it’s about you

• Experience

• Reputation

• Within your budget

If you find a wedding vendor that checks all the boxes here, don’t wait to book. You may have just found your perfect vendor.

1. Works Well With Others

Working well with others may seem like an obvious quality to look for, but it’s also one that’s frequently not considered. A vendor may seem great one-on-one, but when the big day rolls around, you don’t want to find out that your photographer is in a screaming match with the florist. That’s not what anyone needs right before walking down the aisle.

Your vendor team is exactly that: a team. Even though everyone has many different jobs, they have one main job in common: making your day the best it can be. And a big part of achieving that goal is being able to work with each other. 

A wedding vendor team has to be ready and willing to help each other to make the day perfect. The DJ should coordinate with the photographer to make sure the lighting is right for the big moments. The caterer should coordinate with the wedding planner to make sure everyone’s in position for cake cutting. Examples like this show how important it is to be able to effectively and efficiently coordinate big wedding moments as a team. 

With a rogue vendor, you may find yourself having your first dance while the photographer is outside taking glamour-shots of the guests. That’s not a problem any bride or groom wants to have.

Having a vendor team that works well together makes the day a well-oiled machine. That way, even in the event something not-according-to-plan happens, your vendor team can all work together to solve potential problems. If they do it well, you may not even realize anything was wrong!

What you can do: Ask them about other vendors they’ve enjoyed working with or who they would recommend. If they can immediately offer you other vendors they like, that’s a sign they’re comfortable working with a group. If they can’t come up with a single other wedding vendor they have a good relationship with, that may be a not-so-good sign.

2. Easy To Get In Touch With

A good wedding vendor also needs to be reachable. After you’ve booked them, no matter who the vendor is, there will be a lot of coordination. From getting the flowers just right to nailing down the nuances of the timeline and seating charts, it’s important that you be able to get in touch with your wedding vendors.

This is another quality that, while important, is also overlooked. Though the importance of this quality also comes down to how you’re planning your wedding.

Some couples have a very specific vision for how they want the day to go. They’re very involved in the planning process with every vendor and want to make sure each vendor is totally on the same page. For couples like this, it’s important to have vendors who are able to get back to them in a timely manner. If aspects of the wedding day are subject to change, then you need to know they know the most recent plan.

Other couples take a more hands-off approach. They’re simply happy to be getting married, and everything else is icing on the cake (wedding pun, we’re very sorry). If your wedding is more relaxed, then incredibly prompt response times may be less important. But that’s not to say that they’re unimportant. Even if you’re letting your vendors do their own thing, you still don’t want to be unsure if they’re going to arrive on time or if they fully understand all their responsibilities.

What you can do: Exchange more than a single email with the vendor. How quickly do they get back to you? Take note of their response time. If you find yourself having to send multiple emails or leave several voicemails to get a response, that could be a bad sign. Weddings notoriously may have last-minute changes. How will you convey those to a vendor you can’t get ahold of?

3. Enthusiastic About Their Work

A wedding vendor phoning it in is never a pretty sight. 

The sad reality is that some vendors have been in the wedding industry for too long and are just over it. While this isn’t a common phenomenon, it does happen.

You’re excited about the possibilities of your wedding day. So your vendors should be able to match that excitement with comparable enthusiasm. It shouldn’t be like pulling teeth to get a vendor to tell you about how they can help you achieve your wedding day vision.

Enthusiasm can mean everything when it comes to the day itself. To see just how important passion is, think about the opposite. Would you want a DJ who just sat in one spot the entire time, begrudgingly making announcements? Or a photographer who just sighed and dragged their heels every time a big wedding moment happened? 

Those seem like obvious No’s right? That’s the difference enthusiasm makes. A DJ who’s fired up about what they’re doing also fires up a dance floor. And a photographer who’s genuinely excited about their work brings out that energy in others to take the best photos. 

Enthusiasm and passion about their work is without a doubt one of the most important qualities of an excellent wedding vendor. Thankfully, it’s also usually something you can pick up on just by having a conversation with the vendor.

What you can do: Ask your vendor about other weddings they’ve done that they’ve enjoyed. If they’re passionate and enthusiastic about what they do, they’re generally more than happy to tell you about weddings they had that really shined. While they’re telling you about past successful weddings, take note of their tone. Do they sound bored or genuinely excited?

4. Knows It’s About You

The most important person on your wedding day is you. That’s a fact that a good wedding vendor understands. Your wedding is not them time for them to make it all about them. Understanding where the focus should be is also a mark of a good team player (see #1), so it’s definitely not a wedding vendor quality to skip over.

Knowing that the day is about you is similar to being a good team player. But it goes further than that, too. They should understand that if you want something that may be slightly different than what you’re used to, it’s up to them to help make that want a reality.

Granted, there is a line. It’s unreasonable to expect your vendors to do unreasonable things. A wedding photographer may not be comfortable with being asked to scale the roof of the venue to get an overhead shot of everything. But a DJ should be able to accommodate on-the-fly music requests, and a wedding planner should be flexible enough to make a shifting timeline work. 

A certain level of flexibility is required when it comes to a wedding. On your wedding day you may find you want to spend more time doing one activity than another. And that’s okay, it’s your day. Your vendor team should be able to work together to make it work.

What you can do: Ask your vendor to describe a typical wedding. Does their description seem like it’s all about them? Or are they talking about the bride or groom and how they worked with them to make the day the best ever? Take note of the words they use. Does it seem like it’s all about them? Or that they work with the couple to make the day great?

5. Has Real-Life Experience

You don’t want your wedding day to be someone’s training ground. For best results, we’d generally recommend going with an experienced vendor.

But it’s not just years of experience that make up a good vendor. It’s also familiarity with the specific venues, other vendors, and weddings as a whole. That’s the kind of experience that makes for a well-rounded vendor. 

With some wedding vendors, level of experience may be even more important. When it comes to roles that involve coordinating the day itself, there’s no substitute for real-wedding experience. For vendors like the DJ or the wedding coordinator, experience is an absolute prerequisite. Would you want somebody who’s never really been on the mic to be directing the flow of the whole day? Or someone who has no experience managing other wedding vendors to be in charge of the timeline? 

Many skills can be learned by studying. But many other skills require real-world application. Wedding vendors are not exempt from this truism. No wedding is exactly like another wedding. You’re a unique person, so you’ll have a wedding unique to you. This is something that an experienced wedding vendor not only anticipates, but plans for.

There are even aspects of the wedding day that can’t be planned for. If something breaks or goes not according to plan, it’s experience that helps vendors devise a viable plan to solve any issues.

What you can do: Ask your vendor how long they’ve been working in their current position. Do they have significant previous wedding experience? Or are they just getting their feet wet with weddings? How many weddings do they typically do per year? These are questions that can give you a feel for how much real-wedding experience a vendor may have.

6. Learn Their Reputation

In many cities, the wedding vendor community is a small one. Many vendors know each other and have worked together. And many vendors will have opinions about other vendors. They may not come right out and say it, but if you ask about a particular vendor, you should be able to tell what people think of them based on their reactions. 

You don’t just have to ask other wedding vendors either. If you’re finding potential vendors by asking newly-married friends or family, ask which vendors they liked and what they liked about them. This can help you get a feel for a vendor's reputation.

These days, you don’t simply have to rely on word-of-mouth vendor referrals, though. There are invaluable resources online that can show you exactly how hundreds of other couples felt about a particular wedding vendor. Do they have good reviews on wedding websites or Google? Do they have any reviews at all? Do they maintain an active online presence? And do they seem connected to the wedding community as a whole?

Checking out a vendor’s reviews and reading testimonials is a great way to vet any potential vendor. If they seemed nice on the phone but only have dozens of 1-star reviews, something may be wrong.

However, going by reviews alone is not a good strategy. It’s also important to get to know the vendor, even just a little. What was a perfect wedding vendor for one couple may not be perfect for you. Know what you want when you’re on your vendor hunt.

What you can do: Do a little research about your potential vendor. If it’s a referral from a friend, ask that friend what they liked about the vendor and what they didn’t like. If you think you’ve found one who’s a good fit, then see if they have solid reviews. Don’t go entirely by one or the other.

7. Within Your Budget

Ah, the dreaded wedding budget. Often, this is one of the more uncomfortable aspects to wedding planning. But it’s also a reality that can’t be ignored. 

You may have found the absolute most perfect DJ. But what do you do if they’re 3x more than your allotted wedding DJ budget? Do you sacrifice the DJ for a less expensive alternative? Or forego a different vendor so you can have your dream DJ?

Unfortunately, that’s up to you to decide. We can offer some advice though. Being in weddings as long as we have, we’ve learned it’s smart to be upfront with vendors about your budget. Set your budget when you begin the planning process (and maybe even allow yourself a little budget wiggle-room). Then, when you’re making your list of vendors to contact, find ones that fit within your budget.

But, if you found one that’s just absolutely perfect, there are ways to cut costs. One of the most common we’ve seen recently is couples doing their own decorating or writing their own save the date cards. That may free up the budget required to get that dream DJ after all!

What you can do: Know your budget going in. It’s heartbreaking for many couples to find an absolutely perfect wedding vendor, only to not be able to book them due to cost. If you have a rough idea of how much you’re willing to spend on each vendor, you can make a list of potential vendors who fit within your budget.

Finding the Best Wedding Vendors For You

Final Thoughts on Vendor Selection

Tracking down and vetting wedding vendors may seem like a daunting prospect to newly-engaged couples. But when you know what you’re looking for, it can simplify the vendor selection process drastically.

Some of the most important qualities to look for in a potential wedding vendor are

• Works well with others

• Easy to get in touch with

• Passionate about their work

• Knows who the spotlight should be on

• Has actual wedding/event experience

• Has a good reputation

• And is within your budget

If you go into planning for your vendors with these qualities in mind, choosing the right vendors can be a breeze. Also, have fun with it! It’s not every day you get to plan a wedding. Savor the memories!

If you’re planning a Pittsburgh wedding and need some more guidance, we’re happy to help! Contact Loyalty Entertainment for Pittsburgh wedding DJs, wedding photography, photo booths, wedding planning, videography, dance lessons, or just to chat about how your big day can be the best day ever. 

Succop Nature Park: Natural, Elegant and Stylish

Another of Our Favorite Pittsburgh Wedding Venues

Succop Nature Park is one of our favorite venues for weddings in Pittsburgh (well, technically it’s north, just off of PA-8 N at 185 E Airport Rd, Butler, PA 16002). Our DJs love this spot, and the location is perfect for special couples that want to embrace the outdoors and nature when they say, “I do.”

The venue is open to the public from dawn to dusk, with impeccable outdoor spaces, ponds and walking trails for couples to explore.

Beautiful, accessible and open all year long, we’ve had the pleasure of having our Pittsburgh wedding DJs host a special event for a lovely couple. This couple loves being surrounded by nature and chose Succop for its pristine beauty and open spaces.

Open Spaces & Beautiful Places

A Backdrop for the Marcraig House

The park offers 50 acres of picturesque scenery, making it a phenomenal choice for wedding photography, dancing under the stars, and romance. Guest lists can include up to 300 people, but the couple of the night had a more intimate guest list.

Open spaces outdoors and the two ponds, along with older, mature trees, are a great opportunity to take pictures and are a videographer’s dream outdoor location.

Birds even fly over guests and fill the air with song. That’s something you can’t get with just any wedding venue.

Couples can use the outdoor spaces to host their reception along with string lighting, pitched wooden roofs and lush greenery surrounding the area. For our DJs that are used to hosting weddings in Pittsburgh, the Nature Park is a nice change of pace, with acoustics easily heard on the dance floor or for anyone walking on the fields.

1830s Mansion: Marcraig House

The impeccable Marcraig House (it’s really an old 1830s mansion) is the perfect place for guests to grab a cocktail, laugh and tell jokes. Marcraig House is one of the focal points of every outdoor picture taken along with the old willow trees that line the grounds.

Our couple of the night took exquisite photos going in and out of the mansion’s front door, with its intricate covering and paved walkways.

Wedding party members also took a long-range picture in front of the house, as couples often scurry away to the ponds that are perfect for golden hour photos and have surrounding willow trees that make for the picture-perfect wedding photo every couple envisions for their big day.

If you love the outdoors and the weather permits, Succop Nature Park is the perfect place to dance the night away. Filled with beauty and nature at every turn, the venue is best described as “unique” and expansive. 

Outdoor pavilions are the perfect space for a fairytale wedding, and the staff seems to be especially attentive to the needs of couples.

When we’re called out to host a wedding at Succop Nature Park, our entire team gets excited. The outdoor vibe, beautiful cool nights and scenery make the venue one of the special places that all of our team members want to visit.

It's a mix of beauty and charm that is set on a picturesque estate that very few venues in the Pittsburgh area can compete with.

Final Wedding Thoughts

We just wanted to say that we love what we do. Being a part of the best day of a couple’s life is something you can’t get in any other line of work. From wedding photography and videography to wedding DJing and MCing, we’ve been involved in many capacities in many, many Pittsburgh weddings. With the coming year, we’re looking forward to being involved in many, many more!

If you found some inspiration from this wedding blog, we’d love to hear about it! Contact Loyalty Entertainment for Pittsburgh wedding DJs, wedding photography, photo booths, wedding planning, videography, dance lessons, or just to chat about how your big day can be the best day ever.

When We DJ, People Dance

A Throw-Down at Oak Lodge

When we learned Kira and Steven’s wedding was going to be at Oak Lodge, we couldn’t wait for the big day. Granted, they were probably a little more excited than we were, but we had our sights set on that venue.

Only an hour outside of Pittsburgh, Oak Lodge is definitely a different atmosphere than many of the venues we frequent in the city. But as wedding DJs, it’s our job to be professional masters of ceremonies at any and every venue. Plus, we always enjoy getting to head out of Pittsburgh from time to time.

Upon meeting Kira and Steven, we knew right away we were in for a fun night. We had a great time going over music together and deciding all the nuances of the wedding day. It’s important to us to make those connections with all our couples. That’s how we’re always able to deliver the best results to our couples. It’s about making those connections.

Why Hire A Wedding DJ

A True Master of Ceremonies

There exists one main debate when it comes to planning for wedding entertainment: band vs wedding DJ. There are a couple of pros to getting a band, we won’t deny that. But we are firm believers that there’s no better MC for a wedding than a DJ.

Something else we firmly believe is that you should know everyone who’s involved in your wedding. We’ve even written extensively about how to find the vendors who would be the best for your big day. 

That philosophy extends to all of our couples also. We believe in working directly with every bride and/or groom. You should be able to get a feel for the voice on the other end of the mic before your big day. 

You DJ should be fluent in not only crowd control, but also your genres of music. That’s why we spend so much time making sure we get to know our couples and get a feel for their vibes. Then we’re able to seamlessly mix the music they select and a few surprises that get everyone on their feet.

One of the main things we love about DJing is seeing the dance floor go crazy. Whether it’s an awesome song that guests may have forgotten about or the surprise that happens when you flawlessly switch genres unexpectedly, seeing the guest’s reaction is something you can’t beat. That’s also something you can only get with a wedding DJ. 

Variety is the spice of life, and it’s also a leading cause of dance floor crowding. Having a wide variety of music is the best way to ensure everyone has their moment on the dance floor, from you and your dearly beloved to your great uncle.

That’s something you can only get with a skilled wedding DJ.

A Dancing Crowd

Some of Our Best Mixes

Though we frequently provide Pittsburgh wedding services other than DJing, this was one where we were just the DJ and MC of the night. When we’re only providing DJ services, we make sure to go 120% and make it the absolute best dance party on planet Earth. Which, we’re happy to say, is exactly what happened with this wedding.

Everyone (us included!) was sad then it was time to wrap things up and head home. We had people on the dance floor the whole night and had a blast entertaining them. We’ll admit it, DJing is a fun job. Getting people on their feet and seeing them have the time of their lives is a feeling that can’t be beaten. 

Final Wedding Thoughts

In closing, we just wanted to say thanks. Thanks to Oak Lodge for being so accommodating and so helpful and an even bigger thanks to Kira and Steven for letting us share their day here. We can’t thank them enough for letting us be a part of their wedding days. We always have the best time DJing at this amazing venue.

We also just wanted to say that we love what we do. Being a part of the best day of a couple’s life is something you can’t get in any other line of work. From wedding photography and videography to wedding DJing and MCing, we’ve been involved in many capacities in many, many Pittsburgh weddings. With the coming year, we’re looking forward to being involved in many, many more!

If you found some inspiration from this wedding blog, we’d love to hear about it! Contact Loyalty Entertainment for Pittsburgh wedding DJs, wedding photography, photo booths, wedding planning, videography, dance lessons, or just to chat about how your big day can be the best day ever. 

We Can’t Say Enough About Pinehall

A Wedding Venue on Their Game

In our time as Pittsburgh wedding DJs, we’ve seen a lot of venues and met a lot of venue owners. Some take a more hands-off approach and others are heavily involved in the wedding itself. Some are teams, and others are run by individuals. But something we don’t encounter all that frequently is a truly family-run venue.

Pinehall at Eisler Farms is a beautiful barn venue in Butler county just outside of the main Pittsburgh area. We’ve said it before, but it’s always a good time when we get to leave the city. Pittsburgh is our home-base and we have nothing but love for all the venues in the area that we frequent. But with that being said, we also love getting to see the Pennsylvania countryside.

Early Arrival For Sightseeing

We Couldn’t Get Enough

There are a few Pittsburgh venues we frequent where we make it a point to arrive early, whether it’s to take in the scenery or interact with some of our favorite vendors. Pinehall is one where we just need an extra few minutes to take everything in.

The barn itself is a kind of hybrid indoor/outdoor venue. With a barn door that opens directly onto a gorgeous patio, that hybrid mixture is something that couples definitely want to take advantage of.

A Wedding Venue With History

Another aspect of a venue that we appreciate is history. At Pinehall, there’s definitely no shortage of history. We’ve learned that the barn itself is more than a century old and that the venue has been in the family for generations. They even have their own family weddings there! That’s absolutely a sign that a venue is top-notch.

We’re not trying to say that new venues don’t have an appeal. We always have a great time at some of the more modern Pittsburgh venues. But something about the idyllic location combined with a legacy makes for a completely different experience. 

We’ve mentioned it before, but we know that choosing the right venue is the first step for the vast majority of Pittsburgh couples. The venue is the first impression arriving guests have of your wedding day. It also is important for determining things like guest count and flow of the day. Choosing the right venue is the first step towards drafting your full wedding vendor dream team. 

Our advice? If you’re looking for a rustic barn venue near Pittsburgh, touring Pinehall should be at the top of your list.

Some of the Best Staff We’ve Seen

We Don’t Say That Lightly

Not only was this one of the most aesthetic venues we’ve seen, but it also has some of the best staff. They’re organized, experienced, and professional. We’ve never felt like we were being rushed out so they could clean up and go home (which isn’t something that can be said about every venue, unfortunately). They’ve also been so on the ball when the day comes around that we knew we had to do a write-up about them.

We want all of our couples to have the best wedding experiences. Whether they’re just booking our Pittsburgh DJ services or we’re doing a full-service package with wedding photography, videography, and a photo booth, we want it to be the best day of their lives.

While we love being the wedding planner for our couples, more than anything we just want the day to go well.

You can immediately tell that everyone at Pinehall knows what they’re doing and is also committed to making every wedding the best day imaginable. That’s something you only get from passionate professionals. It’s what we always try to deliver, so we can recognize it in others also. And we’ve seen it time and time again here.

Final Wedding Thoughts

In closing, we just wanted to say thanks. Thanks to the Pinehall at Eisler Farms for being so accommodating and so helpful and an even bigger thanks to all the couples we’ve had who have brought us here. We can’t thank them enough for letting us be a part of their wedding days. We always have the best time DJing at this amazing venue.

We also just wanted to say that we love what we do. Being a part of the best day of a couple’s life is something you can’t get in any other line of work. From wedding photography and videography to wedding DJing and MCing, we’ve been involved in many capacities in many, many Pittsburgh weddings. With the coming year, we’re looking forward to being involved in many, many more!

If you found some inspiration from this wedding blog, we’d love to hear about it! Contact Loyalty Entertainment for Pittsburgh wedding DJs, wedding photography, photo booths, wedding planning, videography, dance lessons, or just to chat about how your big day can be the best day ever. 

A Full-Service Wedding at The Hilton Garden Inn

This One Took the Cake

A good wedding vendor is part of a team. They need to work well not only with the couple, but also with the other vendors on the big day. 

The best Pittsburgh weddings aren’t necessarily well-oiled machines. Something we’ve learned from being in Pittsburgh weddings as long as we have is it’s not so much about everyone doing everything 100% flawlessly. Rather, it’s more about the vendor team working well with each other and working well with the couple. Since there’s no way to plan for literally everything, there’s bound to be hiccups. But a good vendor team is able to work together to overcome them, solve any problems that arise, and redirect guests (if need be). When done successfully, the guests may not even know anything went wrong!

Our philosophy of what makes for a smooth wedding day is also what’s made us great wedding vendors. We always make it our top priority to get to know the bride or groom and the vendor team. That way, in the unlikely event anything does happen, we can work quickly and efficiently to make sure we get back to smooth sailing.

Complete DJ, Photo, and Video Service

For Deanna and Dylan’s wedding at the Hilton Garden Inn Southpointe, we were not only providing the music and MCing, we were also the wedding photographers and videographers. Being able to provide all of those services at one wedding is something we always look forward to, and it all turned out phenomenally. So phenomenally we knew we had to do a write-up about it.

The importance of vendor communication really can’t be overstated. But this is especially true for the DJ/photographer/videographer relationship.

The wedding DJ is typically the one who makes all the announcements and gets the couple and the guests into the right places at the right times. So without effective communication, half the guests may end up missing the first dance, or the couple is off taking pictures while the guests are waiting for a cake cutting. It’s part of the DJ’s responsibilities to make sure the other vendors are ready for the announcements that they’re going to make.

But when we’re able to be in charge of the DJing and the photography/videography, we can be 100% sure there won’t be any unnecessary surprises when it comes to announcements and the flow of the day. 

Everything being perfectly captured is exactly what happened with Deanna and Dylan. We don’t want to over-sell it, but with Loyalty Entertainment in charge of DJing, photography, and videography, we were able to expertly choreograph and preserve all the important moments with skill and finesse. Which translates to pictures and video that they’ll have for years and years to come that perfectly capture the emotions, sentiment, and joy of their wedding day. 

That’s something you just can’t get in any other line of work.

A Great Pittsburgh Wedding Venue

We often write about the importance of a good wedding venue. For many couples, the venue is the first thing booked and the aspect of the wedding that has the most thought put in it.

The venue is pivotal for good reason. It has to accommodate not only the couple, vendor team, and guests, but also look good in pictures and be relatively easy to navigate to. It’s also the first impression arriving guests have of your wedding day. 

The Pittsburgh Hilton Garden Inn checked all of our boxes for what constitutes a good wedding venue. The set-ups were gorgeous and the layout made it easy for us to navigate and coordinate everything.

There’s so many great Pittsburgh wedding venues that it’s hard to choose our favorites. As Pittsburgh wedding DJs, we’ve seen our fair share. But instead of writing a list or anything like that, we determined that whenever we encountered a venue we really liked and appreciated, we would mention them in a post. 

Final Wedding Thoughts

In closing, we just wanted to say thanks. Thanks to the Pittsburgh Hilton Garden Inn Southpointe for being accommodating and so helpful and an even bigger thanks to Deanna and Dylan. We can’t thank them enough for letting us be a part of their wedding day. We had the best time DJing and providing the photo booth for this amazing night.

We also just wanted to say that we love what we do. Being a part of the best day of a couple’s life is something you can’t get in any other line of work. From wedding photography and videography to wedding DJing and MCing, we’ve been involved in many capacities in many, many Pittsburgh weddings. With the coming year, we’re looking forward to being involved in many, many more!

If you found some inspiration from this wedding blog, we’d love to hear about it! Contact Loyalty Entertainment for Pittsburgh wedding DJs, videography, photo booths, wedding planning, photography, dance lessons, or just to chat about how your big day can be the best day ever. 

How to Pick Your Wedding Vendors: Your Guide to Finding Your Wedding-Day Vendor Dream Team

Finding (and Booking) the Right People For Your Big Day

So you just got engaged. Congratulations! But now comes the part that truly gives many couples butterflies (the unpleasant kind): planning the wedding. 

When it comes to choosing vendors for your wedding day, many couples don’t know where to start. It’s a concern we’ve encountered when we talk to our Pittsburgh couples many times. Luckily, there are some helpful guides that can steer you through this overwhelming time. This is one of them.

Within this guide, we’ll go over some of the more common questions we hear from newly-engaged couples just getting their feet wet with Pittsburgh wedding planning. Some of our top questions are

• What vendors do you need for a wedding?

• When should you hire your wedding vendors?

• How do you find the right wedding vendors?

• Can you negotiate with wedding vendors?

We know you’re probably anxious to get some answers, so we’ll just dive right in!

What Vendors Do You Even Need?

Where to Splurge and Where to Save

Going in knowing virtually nothing about the nuts and bolts of wedding planning, you may find that your first question is “what vendors are necessary for a wedding?” After seeing and hosting many Pittsburgh weddings ourselves, we’ve got a few ideas on which vendors you can splurge on and where you can trim some of your wedding expenses. 

Vendors to Splurge On: the Photographer

Our top recommendation for vendors to splurge on is the photographer. Your wedding day is one you’ll want to remember. So finding the right Pittsburgh wedding photographer can be crucial to having amazing printed memories from your big day.

A good wedding photographer will also capture moments you may have missed from the day. While you were busy greeting all of your adoring fans, some of the guests may have been getting into mischief sneakily documented by the photographer. This can make for many laughs when you go back and view your photos.

Your photos are also what you’ll have to show to family or friends who couldn’t make it to the wedding itself. These days, that can be of paramount importance. So your wedding photos are not only how you’ll remember your day in the years to come, they’re how you can show off your wedding day to anyone who asks.

Vendors to Splurge On: the DJ

Okay, we’re a little biased on this one. But being Pittsburgh wedding DJs, we’ve seen what can happen when the DJ or MC isn’t top-notch. A DJ who’s awkward on the mic or rocking busted speakers can quickly sour an otherwise perfect wedding day.

But a wedding DJ who knows what they’re doing and can read the room can make a great day even better. 

Reading the room and picking the right music is a skill that comes from a combination of talent and experience. Finding a Pittsburgh wedding DJ who’s able to do all of those things can seem like a tall order. The DJ isn’t just the music master, they’re also the voice on the other end of the microphone. If you’re the face of your wedding, your DJ is the voice. So it’s also crucially important that they not be awkward and uncomfortable.

The DJ will also be making announcements throughout the night and keeping everyone in the right places and moving them at the right times. They manage the flow of the day as a whole. We’ve seen cases where a family member is roped into making the announcements and MCing the wedding. While this can work, what we usually see happen is that family member getting tired of having responsibilities midway through the day and deciding they would rather just be a guest. Leaving the position of MC vacant. Which is not what you want on your wedding day.

Vendors to Splurge On: the Wedding Planner

Many couples these days elect to just plan their own weddings or have an aunt or other family member be a day-of coordinator when the big day comes. But trust us, there are other ways to save money on a wedding. These other ways also won’t deprive you of someone who can coordinate with all your other vendors, keep you on-budget, and keep the day on time.

Professional wedding planners are professionals and skilled at keeping everything on track. Even if something does go wrong on the big day (God forbid), an experienced wedding planner can get things back on track so efficiently, you probably won’t even know that anything went wrong in the first place.

They can also be irreplaceable in helping you find other vendors. They typically have lists (physical or mental) of other wedding vendors they’ve worked with and liked. This can cut down on vendor hunts, interviews, and emails.

Where to Save: the Decor

These days, one of the growing trends amongst young couples is doing your own decorations. With the advent of sites like Pinterest and Etsy, couples are more able than ever to find and craft their own wedding decorations that fit their own unique style and add something special to the wedding day.

Many wedding venues are very open to allowing couples to decorate as they will (within reason). Asking a venue if they’re open to you providing your own decorations can also be a good test to see how flexible they are in general. We’re not saying that if they don’t allow you to freely decorate you should head for the hills, though. Rather that the way they respond to that question can tell you a lot about the wedding venue itself.

For venues that allow it though, we definitely recommend adding your own little touches. 

When Should You Hire Your Wedding Vendors?

How Soon Is Too Soon?

“How far in advance do we need to book our wedding vendors” is another question we’re asked very regularly. We usually say it all comes down to the length of your engagement. The most common engagement length is ~1 year. So if we assume you have around a year to prepare, you can use this as a rough timeline to book your wedding vendors.

When Do I Book a Wedding Planner?

The wedding planner should be the first vendor you book. They’re going to help you find and contact other vendors, so it only makes sense to book them first. There are many great Pittsburgh wedding planners to look into (but ask yourself: have any written a guide this amazing?) so find one that fits your vision for your wedding day!

Booking time: ASAP

When Do I Book a Wedding Photographer?

As we’ve mentioned, the photographer is one of the most important members of your wedding dream team. They’re another one that you want to book as quickly as possible (and they book up fast!). If you’ve already booked your venue and your wedding planner, finding a wedding photographer in Pittsburgh should be next on your priority list. Of note, a videographer also falls into this category. Many Pittsburgh wedding photographers also offer videography services, so it may be wise to ask your photographer if that’s something they can include. If not, they’ll at least be able to point you in the right direction.

Booking time: ~10 months out

When Do I Book a Wedding DJ or Photo Booth?

If you’ve made it this far, you’re doing great! If you have your venue, planner, and photographer/videographer already booked, it’s smart for your next move to be your wedding entertainment. Finding a Pittsburgh wedding DJ doesn’t have to be a tedious task full of interviews and phone tag. We generally recommend 2 steps to finding the right DJ for your Pittsburgh wedding. First, talk with the DJ. See if you like their vibe and if you can imagine them on the other end of the mic. Second, see if they have any sample mixes or can give you an idea of what kind of music they typically play. Then you can make sure there won’t be any musical surprises.

Booking time: ~8-9 months out

When Do I Book the Rest of My Wedding Vendors?

The final touches when creating your vendor dream team should be your officiant, your florist, your baker, and your transportation (if applicable). Once you’ve successfully booked the last of these vendors, you can sit back and take a breath. Your vendor team has been assembled! Now you can focus on fun, extra things, like dance lessons or decor.

Booking time: ~6 months out

How Do You Find the Right Wedding Vendors?

Where to Look and Who to Ask

There’s more than one way to find a wedding vendor. Online is a great place to start, but there are many great vendors who may be perfect for you but aren’t the first search result. If you have your heart set on a specific vibe from a specific vendor, it may be wise to do a little digging.

The first step would be asking your current vendors for any recommendations. The Pittsburgh wedding vendor community is smaller than you’d think, and most of us know each other. So you can get an inside tip from a wedding insider if you ask the right people. Further, if you already like and mesh with the vendor you’re asking for a recommendation, you’ll probably like their recommendation, too.

Recommendations from Experience

If you know anyone who recently got married in Pittsburgh, you can also ask them for vendor recommendations. If they have a particular vendor who stood out to them or if you’re stuck finding one specific one, asking for suggestions can be a great way to find your perfect vendor.

Expos and Bridal Shows

If you wanted, you could probably find your entire wedding vendor team at a wedding show. With all the local vendors in one place, it can be a great place to get a feel for the different vendor personalities and see some of their work in action.

We can’t stress highly enough that it’s always smart to talk to your vendor before the big day. Even if it’s just a Zoom call or over the phone, get a feel for them. Someone may look great on paper, but when you talk to them, the energy is all wrong. The opposite may also be true. Take note of your first impressions of a vendor. That’s often the way guests will feel when they’re interacting with them, too.

Can You Negotiate With Wedding Vendors?

Is the Price the Only Price?

This final question is another that we’re frequently asked. We saved it for last because it’s probably the trickiest one to answer of the bunch. What we will say is: yes and no.

It’s perfectly fine to ask your vendor if they do discounts of any kind. Many will for things like booking from a bridal show, on an off date, or on a referral from another vendor.

But for many other vendors, the price is the price. What we would recommend instead of haggling is to just be upfront about your budget. You can’t go wrong with honesty, and if the vendor is looking for a wedding on your date, you may be in luck. Or if they’re out of your price-range, they may be able to point you to another amazing vendor they know who would be a better fit.

Ways to Cut Wedding Costs

If you found a vendor you adore but they’re just out of your price-range, another solution is to rework the wedding budget just a little. Costs can be cut by doing your own decorations or designing and printing your own save the date cards. We’ve had couples tell us they had a great time designing their cards and decorations, and it adds a little personal flavor to the day that guests always love.

Final Thoughts on Finding Pittsburgh Wedding Vendors

A Quick Summary

We know we hit you with a lot of information in a short amount of time. There’s a lot that goes into wedding planning, but it doesn’t have to be the cause of sleepless nights. Having a gameplan is one of the best first steps you can take when you’re planning anything, and a wedding is no exception.

Make a rough time-line of your engagement. How long do you have until the big day? Which weekends/days can you devote solely to wedding planning? When you know those things, you can work on when you should book certain vendors, and take steps to get those goals accomplished. Plus, it feels awesome to check things off a list.

In closing, remember that your wedding is about you and your significant other. Make a plan together of how you’re going to crush your engagement and your planning. Then put that plan into action!