PHOTOGRAPHY
Wedding Show Blueprint:
What to Ask, What to Collect, and What to Skip
Wedding shows are exciting, overwhelming, and full of possibilities, but once you step onto that vendor floor, it’s easy to freeze. Who do you talk to first? What do you ask? What do you take home? And what do you politely ignore?
As someone who has photographed many weddings in the last nine years, I’ve watched couples either walk in with confidence or walk out with a tote bag full of trinkets and zero clarity. This little blueprint is designed to help you be the first type: intentional, informed, and stress-free.
Before You Go:
What to Bring
A small amount of preparation makes the entire experience smoother. Bring:
Phone with storage space (for photos of swatches, florals, inspiration, and vendor booths)
Reusable tote or small bag (for brochures you actually want)
Notebook or phone notes app (for quick impressions: “loved the vibe,” “not our style,” etc.)
Address labels (great for giveaways and quotes, so you’re not writing your info 20 times)
Your wedding date & venue details (or at least a rough timeline/location)
A support person (your fiancé(e), a bridesmaid, or mom—just someone who knows your vision)
Pro Tip: Wear comfortable shoes. You’ll thank yourself later.
What Info Actually Matters (and How to Collect It)
There is a lot of noise at wedding shows. Focus on information that will help you make real decisions later:
Availability—If they’re booked on your date, it’s an easy filter.
Work Samples—Look for consistency in editing, style, and quality, not just a handful of favorites.
Reviews—Testimonials say a lot about communication and professionalism.
What Makes Them Unique— It might be style, offerings, approach, or experience levels.
Turnaround Time—When will you get photos, video, florals, or your dress after the wedding?
Contract Details—Especially payment terms, retainer amounts, and cancellation clauses.
You don’t need full packages from every vendor on the spot. Instead, snap a photo of their card and booth, jot a quick note about the interaction, and follow up later.
Remember: peace of mind is worth every penny.
What to Skip (Without Feeling Rude)
Wedding shows come with distractions, lots of them. Save your energy and skip:
Random freebies that don’t serve you (unless you love koozies and pens—no judgment!)
Vague pricing with zero clarity (if it’s very vague, that’s usually intentional)
Portfolios with only a few “best of” images (you want consistency, not one lucky gallery)
Booths that don't align with your aesthetic (your time matters)
Pressure sign-ups for “today only” deals (a real professional respects your decision-making)
This isn’t about being harsh—it’s about protecting your bandwidth.
When to Approach Popular Vendors
Wedding shows have a natural flow, and understanding that rhythm will help you have better conversations. Most couples rush the entrance as soon as the doors open, which creates a bottleneck at the well-known photographers, planners, florists, and caterers. Instead of jumping into the crowd, walk the floor once, get your bearings, and then circle back. Popular vendors are much more available mid-show once the initial rush spreads out. And if there are vendors you aren’t sure about, save them for later. You’ll make clearer decisions once you’ve seen what’s out there.
There’s a rhythm to wedding shows. Here’s how to make it work for you:
Avoid the opening rush—everyone floods in at once.
Mid-show is best—vendors have time to actually talk.
The end of the show is great for deals—especially rentals or DJs, since schedules fill fast.
If a vendor is swamped when you pass by, snap a photo of their sign, come back later, or get their card and follow up.
How to Ask About Pricing
(Without Feeling Awkward)
Talking about money can feel uncomfortable, but it absolutely doesn’t need to. Vendors expect these questions. It’s part of the process. You’re not being rude or presumptuous by asking for clarity; you’re being a smart, informed buyer. Instead of asking for a full price sheet (which many vendors don’t hand out at shows), ask for general ranges and what’s typically included.
This gives you a realistic understanding of whether they’re within your investment range without getting stuck in pressure conversations or deep dives you’re not ready for. A confident vendor will gladly give you a starting point.
Money questions can feel uncomfortable, but they shouldn’t; vendors are used to it.
Here are easy, classy ways to ask:
“Can you tell me what your packages generally start at?”
“What do most of your couples invest?”
“Is there a base package I can review online later?”
“Do you offer custom packages or à la carte options?”
“Is travel included for weddings in ______?”
If a vendor refuses to share any range or structure, take note. That usually means pricing transparency isn’t part of their business model.
Favor and Follow
(for Future Perks)
Think of wedding shows as the introduction—not the final decision. Once you’ve talked to someone who feels like a great fit, don’t lose them in the shuffle. A quick follow on social media (or a saved post) keeps their work in front of you later when you’re not overwhelmed by a loud expo hall. Vendors often reward couples who stay connected with things like planning guides, behind-the-scenes content, educational posts, flash availability updates, and sometimes even post-show perks or upgrades. It’s an easy, low-pressure way to narrow down your favorites over the next week or two.
Many vendors offer show-only bonuses—but they don’t always announce them out loud.
After talking to someone you genuinely like, do these two things:
Heart their booth (literally make a note or snap a pic)
Follow them on Instagram
Sign up for their email list intentionally (not just raffles)
Why? Because photographers, florists, DJs, and planners often release:
post-show discounts
new date availability
planning guides
style inspo
giveaways
This keeps you connected without needing to decide on the spot.
What Paperwork to Collect
(and What’s Irrelevant)
Paper clutter is real, and wedding shows are notorious for sending couples home with stacks of flyers and postcards they’ll never read again.
Be intentional about what you take. Real information (like pricing brochures, sample timelines, and business cards) will help you make decisions later. Anything that relies on memory to make sense (“Who was this again?”) isn’t worth carrying. Skip vague marketing pieces that could apply to any vendor or anything that doesn’t list services, a website, or investment starting points. Your goal is to walk away with clarity, not just a tote bag full of paper.
Take home only what serves your future self:
Collect:
Business cards
Pricing brochures
Sample timeline or service sheets
Contract preview if available
QR codes to full galleries or reviews
Notes about your impression
Skip:
Flyers with zero pricing or clarity
Paper samples you won’t remember later
Anything you only took because it was free
Remember: the goal is clarity, not clutter.
Closing Thought
Wedding shows should feel exciting and empowering — not overwhelming. With a little strategy, you’ll leave with vendors you genuinely connect with, not just a tote bag full of mystery papers.
If you ever want a photographer who doesn’t just show up for the wedding day but truly supports the planning experience, I’d love to be that resource for you.
READY TO WORK TOGETHER?
Get In Touch
I cannot wait to hear more about you!
Planning a wedding is a beautiful blend of excitement, decisions, and “how do people normally do this?” moments. If you’re still exploring venues, vendors, or timelines, you don’t have to figure it all out alone. I’ve photographed so many weddings across Washington for the last nine years, and I’m always happy to share what I’ve learned. Whether it’s vendor recommendations, venue insights, or simply helping you understand what will best support the experience you want.
If you’d like to chat and make sure we’re the right fit, I offer a relaxed video or phone consult where we can talk about your vision, your priorities, and the feel you want your wedding day to have. There’s no pressure or commitment, just a friendly conversation to help you move forward with confidence.
If that sounds helpful, you’re welcome to schedule a time that works for you.
An Elevated Photographic Experience
for Refined Couples
NAVIGATION:
CONNECT:
SERVICE AREAS:
|
|
|
|
An Elevated Photographic Experience
for Refined Couples
SERVICE AREAS:
LET'S CONNECT
