Your wedding day is likely to be one of the most significant events in your life, and the wedding vendors you choose to book and trust play a crucial role in bringing your vision to life. While most wedding professionals are talented, reliable, and genuinely care about your big day, there are unfortunately some who fall well short of expectations.

After speaking with thousands of couples as a celebrant and hearing both triumph and horror stories on our Unbridely Modern Wedding Planning podcast, we've compiled the 5 most common red flags to watch out for when hiring your wedding dream team.

Spotting these warning signs early can save you from a lot of stress, disappointment, and potentially, a lot of money too.

1. Vague or Nonexistent Contracts

The foundation of any successful vendor relationship is a clear, comprehensive contract. This document should outline exactly what you're paying for, when deliverables are due, and what happens if things don't go as planned.

What to watch for:

Resistance to providing a written contract – Verbal agreements aren't enough for something as important as your wedding. If a vendor seems reluctant to put terms in writing, consider it a major warning sign.
Missing key details – Your contract should specify dates, times, locations, quantities, specific services, and all costs (including taxes and potential overtime fees).
Ambiguous cancellation or postponement policies – In a post-pandemic world, understanding what happens if you need to reschedule is non-negotiable.
Unclear payment schedules – The timing and amount of deposits, progress payments, and final balances should be crystal clear.

"We signed with a florist who had beautiful work but a very basic one-page contract," shares Sarah, a recent Unbridely bride. "When COVID hit and we had to postpone, we discovered there was nothing in writing about rescheduling or refunds. It was a nightmare to navigate."

How to protect yourself:

Always request sample contracts before putting down deposits. Take time to read them carefully, and don't hesitate to ask questions about anything that seems vague. A professional vendor will appreciate your thoroughness and be willing to clarify any concerns.

2. Poor or Inconsistent Communication

The way a vendor communicates before you've signed a contract is often your best indicator of how they'll behave throughout the planning process and on your wedding day.

What to watch for:

Extremely delayed responses – While 24-48 hours is reasonable for most replies, consistently waiting a week or more for answers to simple questions is problematic.
Dismissive or condescending tone – Your vendors should treat your questions and concerns with respect, not make you feel like you're bothering them.
Vague answers to specific questions – If you ask about timing, costs, or logistics and receive only generalities in return, proceed with caution.
Communication channel restrictions – Be wary of vendors who refuse to communicate via email (leaving you without written records) or insist on only one form of contact.

"Our DJ seemed amazing in person, but then ghosted us for weeks after we paid the deposit," recalls Michael, who got married in Adelaide last year. "When we finally connected again, he admitted he was juggling too many clients. That pattern continued right up until the wedding day."

How to protect yourself:

During initial consultations, notice how promptly the vendor replies to your inquiries. Ask about their preferred communication methods and typical response times. Consider sending a follow-up question after your meeting to test their responsiveness before booking.

3. No Backup Plan or Emergency Protocols

Even the most reliable professionals can face unexpected emergencies. What separates truly professional vendors from the rest is having robust contingency plans.

What to watch for:

Evasiveness when asked about backup equipment – Photographers, DJs, and other equipment-dependent vendors should have duplicate gear readily available.
Solo operators with no assistant or substitute – While many independent vendors provide excellent service, they should have contingency networks for illness or emergencies.
No insurance – Professional vendors carry liability insurance at minimum. Some venues even require proof of insurance from all vendors.
Lack of emergency protocols – When asked what happens if they get sick or have an emergency, the answer should never be a vague "it will work out."

"Our photographer was amazing, but when I asked what would happen if she got sick, she had a detailed plan including three other photographers she had arrangements with who could step in with similar styles," shares Emma from Melbourne. "That level of preparation made us feel so much more secure."

How to protect yourself:

Directly ask each vendor: "What happens if you're ill or unable to be at our wedding?" and "What backup equipment or staff do you have?" Their answers will tell you volumes about their professionalism and preparation.

4. Portfolio Inconsistencies or Limited Work Samples

A vendor's portfolio is their resume. It showcases their style, skill level, and experience. Red flags in this area can indicate misrepresentation or quality concerns.

What to watch for:

Reluctance to show complete weddings – Photographers or videographers who only show "best of" collections but won't share full galleries may be hiding consistency issues.
Drastically different styles or quality levels – Some variation is normal, but significant inconsistencies might indicate they're showcasing work that isn't entirely their own.
Outdated portfolio – If all examples are from several years ago, the vendor might not be actively working in the industry or keeping up with current trends.
No reviews or testimonials – While new vendors may have fewer reviews, established professionals should have feedback from past clients.

"We hired a cake designer based on their Instagram portfolio, but when our cake arrived, it looked nothing like their photos," says Jade from Brisbane. "Later we discovered they'd been posting stock images and other bakers' work alongside their own without clarification."

How to protect yourself:

Ask to see complete projects, not just highlights. For photographers, request full wedding galleries. For caterers or bakers, ask about tastings. For planners or stylists, request to speak with past clients. Most reputable vendors will be happy to comply with these requests.

5. Pricing That Seems Too Good To Be True

While budget considerations are important, extreme pricing in either direction can signal potential problems.

What to watch for:

Significantly lower prices than competitors – Sometimes this indicates inexperience, cutting corners, or hidden fees that will emerge later.
Unusually high prices without clear justification – Premium pricing should come with premium service, experience, or unique offerings.
Pressure tactics around pricing – "This price is only good today" or similar urgency-creating statements often indicate sales pressure rather than client-focused service.
Refusal to provide itemized quotes – Transparent vendors will break down costs so you understand exactly what you're paying for.

"We booked a DJ who was half the price of others we'd researched," admits Tom from Sydney. "The reason became clear at the reception when his equipment kept failing, he didn't have many of the songs we requested, and he left an hour early because his contract only specified a shorter time than we'd verbally discussed."

How to protect yourself:

Always get quotes from multiple vendors in the same category to understand the typical price range. Ask for detailed breakdowns of what's included. Remember that while budget constraints are real, selecting vendors solely on price often leads to disappointment.

How to Move Forward When You Spot Red Flags

If you notice one or more of these warning signs during your vendor search, don't panic. Here's what to do:

Address concerns directly – Sometimes what appears to be a red flag is simply a misunderstanding that can be clarified through conversation.
Request modifications to contracts – Many vendors are willing to adjust terms if your requests are reasonable.
Check references thoroughly – Speaking with past clients can provide valuable insights into a vendor's reliability.
Trust your instincts – If something feels off despite reassurances, it's better to lose a deposit than deal with major problems on your wedding day.
Consider wedding insurance – For additional peace of mind, wedding insurance can protect your investment against vendor issues.

When asking important questions for your wedding venue or any vendor, pay attention not just to the answers, but to how willingly and transparently they're provided.

Final Thoughts

Remember that most wedding professionals are passionate, skilled individuals who genuinely want to make your day special. These red flags aren't meant to make you suspicious of everyone, but rather to help you make informed decisions with confidence.

By being vigilant during the hiring process, you'll build a vendor team you can trust, allowing you to focus on what truly matters—celebrating your love story surrounded by family and friends.

Looking for more wedding planning guidance? Check out our tips on how to avoid wedding planning time-sucks and secrets successful couples know to make your planning journey smoother.

This post was inspired by Episode 142 of the Unbridely Modern Wedding Planning podcast. Have you encountered other vendor red flags we didn't mention? We'd love to hear your experiences in the comments below!