A Complete Guide to Choosing and Vetting Event Vendors in Roanoke
Choosing the right vendors is one of the most important parts of planning your event. To select the best team, you should start by researching local options, reading recent reviews, and then interviewing your top choices to see who best fits your vision and budget. Asking detailed questions and carefully reviewing contracts will help you build a reliable team for your special day in Roanoke, VA.
Putting together a team of vendors—like a caterer, photographer, and florist—can feel like a big job. But when you find the right people, the planning process becomes much easier and more fun. In southwest Virginia, we’re lucky to have a lot of talented professionals who can help bring your wedding or party to life. This guide will walk you through how to find, interview, and choose the perfect vendors for your event at a place like Bent Oaks Manor.
Where Do You Start Looking for Vendors?
Finding good vendors is the first step. You want to create a list of potential people to work with. Luckily, there are many ways to find great local professionals in the Roanoke area.
Ask Your Venue First
Your event venue is the best place to start. Venues like Bent Oaks Manor have a list of trusted vendors they have worked with many times before. These are professionals who are familiar with the space, know the rules, and have a track record of doing a great job. Using a venue’s preferred vendor list can save you a lot of time and worry.
Get Recommendations from Friends and Family
Think about recent weddings or parties you’ve enjoyed. Who was the caterer? Did you love the music the DJ played? Word-of-mouth is a powerful tool. Ask friends and family who live in the Roanoke, Salem, or Blacksburg areas for their recommendations. People are usually happy to share their good experiences.
Look at Online Reviews and Portfolios
Websites like The Knot, WeddingWire, and even local Google searches can provide lists of vendors. When you look at their profiles, pay attention to a few things:
Portfolio: Look at their past work. Do you like their style? Does the photographer’s work look like what you want for your wedding photos? Do the floral arrangements match your theme?
Reviews: Read what other couples have said. Look for recent reviews to get the most current picture of their work. Pay attention to comments about communication, professionalism, and reliability.
Social Media: Check out their Instagram or Facebook pages. This can give you a behind-the-scenes look at their work and personality.
How Do You Interview Potential Vendors?
Once you have a shortlist of 2-3 vendors for each category (catering, photography, etc.), it’s time to set up interviews. This is your chance to get to know them and see if they are a good fit for your event. This can be a phone call, a video chat, or an in-person meeting.
Key Questions to Ask Every Vendor
No matter who you’re talking to, there are some basic questions you should always ask:
"Are you available on my event date?" This is the most important first question.
"Have you worked at my venue before?" A vendor who knows the venue layout, staff, and rules is a big plus.
"Can you describe your style?" You want to make sure their style—whether it’s for photos, food, or music—matches what you’re looking for.
"What is included in your packages?" Ask for a detailed list of what you get for the price. Are there different levels of service?
"What are your total costs, including taxes and fees?" You don’t want any surprises later. Ask for a full breakdown of costs.
"Do you have liability insurance?" Every professional vendor should have insurance. Venues often require it.
"What is your backup plan if you’re sick or have an emergency?" A professional will have a plan in place, like another DJ or photographer who can step in.
"Can I see a full gallery of a recent event you did?" For photographers, this is more helpful than just seeing their best highlight shots. For caterers, you can ask for sample menus.
Questions for Specific Vendors
For Your Caterer: "Do you handle rentals like tables, chairs, and linens? Can you accommodate dietary restrictions? What is the cost per person?" For more tips, check out our guide to planning an event.
For Your Photographer: "How many hours of coverage are included? When will we get our photos? Do you bring a second shooter?"
For Your DJ or Band: "How do you handle song requests? Can you act as the emcee for the reception? What kind of equipment do you use?"
For Your Florist: "What flowers will be in season in late summer in Virginia? How can we make the most of our budget? Do you handle setup and breakdown?"
What Should You Look for Before Signing a Contract?
Once you’ve chosen a vendor, they will send you a contract. This is a legally binding document, so it’s very important to read it carefully before you sign. Don’t be afraid to ask questions or request changes.
Key Things to Check in a Vendor Contract:
Your Names and Event Date: Double-check that all the basic details are correct.
A Detailed List of Services: The contract should clearly state everything the vendor will provide. If you discussed something verbally, make sure it’s in the contract. Vague terms like "full-day coverage" should be defined with specific hours.
Payment Schedule: It should be clear how much is due and when. This includes the initial deposit (often called a retainer) and the final payment date.
Cancellation Policy: What happens if you need to cancel or postpone your event? What happens if the vendor has to cancel? This section is very important.
Contingency Plans: The contract should mention what happens in case of an emergency (like the vendor getting sick). This is their backup plan.
Total Cost and Extra Fees: Make sure the final price, including all taxes, travel fees, and service charges, is clearly listed.
Red Flags to Watch Out For
No Contract at All: A professional vendor will always use a contract. If they don’t, that’s a major red flag.
Vague Language: If the contract is unclear about services or pricing, ask for it to be more specific.
Pressure to Sign Immediately: A good vendor will give you time to review the contract. Don’t feel rushed.
Cash-Only Payments: While some vendors may offer a discount for cash, be wary if it's the only option. Credit card payments offer you more protection.
Building Your Roanoke Event Team
Choosing your vendors is a big part of planning your event in the beautiful Blue Ridge Mountains. By doing your research, asking the right questions, and reading your contracts carefully, you can build a team of professionals you trust. This will help make your event at Bent Oaks Manor a fun and worry-free day for you and your guests, whether they're coming from Roanoke, Lynchburg, or further away.
For more ideas on how to make your event special, you might enjoy our post on creative party themes.
Vendor Selection FAQs:
Q: Where is the best place to start looking for wedding vendors in Roanoke?
A: The best place to start is by asking your venue, like Bent Oaks Manor, for their list of preferred vendors, as these professionals are already trusted and familiar with the location.
Q: What is the most important question to ask a potential vendor?
A: Always start by asking if they are available for your event date and if they have liability insurance.
Q: What's a major red flag when hiring an event vendor?
A: A major red flag is if a vendor doesn't provide a written contract. A professional will always use a contract to protect both you and them.
