Send the same brief
Give each supplier the same date, locations, guest estimate, service hours, transfers and requirements. Mark unknown details as provisional. Quotes covering different hours, staffing or deliverables cannot be compared on the headline total alone.
A simple comparison worksheet
Copy these headings into your shared notes: supplier and contact; service dates, locations and hours; included staff and items; exclusions; total and known extras; payment dates; final confirmation and change deadlines; delivery date; postponement, cancellation and replacement arrangements; questions still awaiting written confirmation.
Six useful questions for six teams
Photography and film: what happens if the named photographer is unavailable, and how will we be told?
Make-up: when must extra people or a changed ready-by time be confirmed?
Décor: what happens if venue access is late, including any extra staffing or time charges?
Outfits: who checks accessories and handover after final alterations?
Civil celebrant: who follows up the notice and certificate, and when will we receive an update?
Wedding cars: how are the model, capacity and price agreed if a replacement vehicle is needed?
Keep the agreement in writing
Add details agreed on calls to the written confirmation, with a date and version. Before paying, check the recipient, amount and terms. Ask about anything unclear rather than assuming similar package names mean the same coverage. Discuss separately whether and how your photographs or story may be used in publicity.
Bring the bookings into one plan
Put each team’s arrival, finish, removal and payment deadlines into one shared plan. Check for clashes, such as group photographs before make-up is ready or décor removal after venue handback. Clear handovers make separate bookings work together.
One small place to begin
Compare two quotes using the same headings, then turn the unclear points into three specific questions.
These are practical planning suggestions. Adapt them to your circumstances and confirm each supplier’s scope and terms directly.
