How to Find the Best Professional Wedding Vendors for Your Wedding in Buffalo, NY
Beautiful colorful wedding in modern elegant barn wedding venue in Buffalo, NY
Vendors pictured: Blossoms & Treasures Floral Studio, The Grazeful Gatherer, Little Finch Party, Chrusciki Bakery
Undoubtedly the most important part of your wedding planning in Buffalo, NY is finding the best professional wedding vendors. The quality of these vendors can make or break your big day, so choosing the right team is key. Here’s a guide to help you find the best wedding vendors in Buffalo for your dream day!
1. Start with Recommendations
Personal recommendations are the absolute best way to locate quality wedding vendors. Word-of-mouth recommendations are one of the best ways to find trustworthy wedding vendors. Begin by asking recently married friends, family members, or coworkers about their experiences with their wedding vendors. Did they love their photographer? Was their florist easy to work with? Was the end product what you anticipated? Was the package you booked a good value? Personal recommendations can give you great insight into a vendor’s reliability, style, and work quality.
When you book with Notting Hill Farm wedding venue in Western New York, you are booking three vendors at once—venue, caterer, and day-of coordinator!
Photo credits: Top photo - Lindsey Robinson Photography, Left bottom photo - MeganAnn Photography, Right bottom photo - Brittany Ford Photography
Did you know that here at Notting Hill Farm, when you book with us, you are booking THREE vendors at once—venue, caterer, and day-of coordinator, making your wedding planning so much easier?! We work with an exclusive catering partner, Zambistro, one of Western New York’s BEST caterers. When you book with us, your date is automatically secured with Zambistro, and we work hand-in-hand as a team to ensure a flawless day. No caterer shopping required! Also included in your venue rental fee, Notting Hill Farm’s experienced wedding coordinator will allow you, your family, and friends to enjoy every moment of your big day without a worry of background detail…you won’t lift a finger here!
As the venue is typically the first booked wedding vendor, when you book our venue at Notting Hill Farm, we will provide you with a list of tried-and-true vendors, from photographers to DJs to dessert companies and more, who we have worked with many times over and can attest to their professionalism and quality. We have firsthand experience with most of the vendors in our area, and guide you in finding those that will give you the best overall experience.
2. Do Your Research
We strongly recommend utilizing local internet search results to locate and research local wedding professionals, and strongly caution against using the larger wedding website aggregators like Wedding Wire and the Knot. These websites offer paid listings, giving top ranking to those who spend the most, and then awarding "Top Rated" or "Best of" awards to vendors paying for premium listings or advertising, not just the quantity and quality of reviews. This makes it harder for couples to find vendors that are truly the best fit for their needs, as opposed to the ones with the biggest advertising budgets. For vendors who don’t pay for premium listings, it can be difficult to stand out, and couples may struggle to find quality vendors amidst the vast sea of options. This can lead to frustration, as not every vendor listed will necessarily be a good fit for every couple. In her recent blog post, Didi Russell, wedding industry expert and self-described “Wedding Nerd”, states “By using major wedding websites that rely on these exploitative practices, couples inadvertently contribute to these issues—resulting in inflated costs and, more often than not, a mediocre experience.” You can read Didi’s blog post here: https://weddingvenueowners.com/wedding-venues-near-me/
While you can also look at the vendor’s Google or Facebook reviews, unfortunately, these reviews are not entirely reliable and should not be the basis for your decision making. Some businesses may post fake reviews to boost their reputation or create false negative reviews to harm competitors. While Google does have systems in place to detect fake reviews, they aren’t foolproof, and some fake reviews slip through the cracks. Additionally, some vendors may incentivize customers to leave glowing reviews, which can skew the overall ratings. Poor reviews are typically not from the couple themselves, and more often from wedding guests who don’t understand the vendor-client relationship, what was contracted, or what is expected of a wedding vendor, and their perspective may not fully reflect the quality of the service. Google reviews may lack the context you need to truly understand the experience. For example, a customer may leave a review about a wedding vendor, but without information about the specific package they booked, the size of their wedding, or how much customization they requested, it's hard to assess whether the service would meet your expectations or needs.
DJ Michael Khoury gets the party going at the Notting Hill Farm, the best barn wedding venue in Buffalo, New York. Photo by Honeyed Photo & Film.
Once you have a list of potential vendors, it’s time to dig deeper. Visit their websites and social media pages to get a feel for their style and the quality of their work. Look for wedding blogs or portfolios showcasing their past events. Check for consistency, professionalism, and a style that aligns with your vision.
3. Set Your Budget
Weddings can get expensive quickly, so it’s crucial to set a budget early on. Be realistic about what you can afford and how much you’re willing to spend on each vendor. Wedding professionals typically offer different pricing packages based on the size of your event, the services you need, and their experience. Note: While it is tempting to go for vendors advertising the term “affordable”, this term is often used by inexperienced vendors new to the wedding industry and may not have the equipment or resources to offer the same level of service as more expensive counterparts, which could impact their experience and ability to handle a variety of challenges that might come up during your wedding day.
Also, be wary of vendors who offer lower prices by booking more weddings, which can lead to them being overworked or having limited time to devote to each individual wedding. This could result in a rushed process, with less attention to the details that matter most. They could also be stretched thin if they’re handling multiple weddings or events on the same day, potentially leading to rushed or lower-quality service.
When reaching out to potential vendors, make sure to ask for detailed pricing, and let them know what your budget is. While some vendors might offer a la carte services, others may provide bundled packages that can save you money, and your “favorite” vendor might be able to create a package that will fit your needs and budget. Having a clear budget in mind will help you narrow down your options and avoid overspending.
4. Schedule Interviews or Consultations
Meeting vendors in person or via video call is crucial. It’s your chance to ask questions, see their portfolios, and assess whether their personality meshes well with yours. Weddings are highly personal events, and you’ll want to feel comfortable with your vendors. What is their experience, and how many years’ experience in the wedding space do they have? Are they easy to communicate with? Do they listen to your vision? How do they handle stress or last-minute changes?
For each vendor type (photographer, florist, caterer, etc.), be sure to ask the relevant questions:
Venues: Can they comfortably accommodate your guest count (without crowding or breaking down tables for dancing)? Do they have sufficient staff to manage your wedding? Is a coordinator provided?
Caterers: Ask for specific menu samples; caterers should be able to provide several samples. What is included in the per person pricing? What are the other fees that may be hidden? Ask if you have to pay for equipment, vehicles, or travel. Do they include water and coffee service?
Photographers: What’s their shooting style? Can you see a full gallery from a recent wedding? Do they have a second shooter?
Florists: Can they work within your theme and budget? Do they have experience with the types of flowers you want?
5. Check Availability
Before you get too attached to any particular vendor, be sure to confirm their availability for your wedding date. The best vendors often book up months (or even a year) in advance. If you have a specific vendor in mind, be ready to secure their services as soon as possible. If they’re unavailable, don’t worry – use it as an opportunity to explore other talented professionals!
6. Review Contracts and Policies
Once you’ve found the vendor of your dreams, be sure to carefully review their contract before signing. Pay attention to the terms regarding deposits, cancellations, and refund policies. A professional vendor will be transparent about their policies and pricing and happy to clarify anything you don’t understand.
Make sure everything you discussed is written into the contract, from deliverables to timelines. This will help ensure there are no surprises on the big day.
7. Trust Your Instincts
While it’s important to do your research and evaluate vendors carefully, sometimes it comes down to trusting your instincts. If a vendor makes you feel confident and excited about your wedding, that’s a good sign! However, if you feel uncomfortable or that a vendor doesn’t understand your vision, or if there are communication issues from the start, it’s okay to move on and continue your search.
Remember, your wedding day should be a reflection of you and your partner. Surrounding yourself with professionals who support your vision and bring your dream wedding to life will make the entire planning process smoother and more enjoyable.
Final Thoughts
Finding the best wedding vendors takes time, but it’s worth the effort. When you have the right team in place, you’ll be able to relax and enjoy the planning process knowing that your vendors will deliver their best work. Remember to stay organized, communicate openly, and trust your instincts to create a seamless and unforgettable wedding experience.
We hope you enjoyed this blog about how to find the best wedding professionals in Buffalo, NY. Personal recommendations, professional portfolios, and in-person meetings are key to ensure you're making a well-rounded and informed decision for your big day.
Happy planning!
Supporting Local
At Notting Hill Farm, we’re committed to raising awareness about the importance of supporting locally owned wedding venues. You can make a difference by writing a Google review, following these venues on social media, and sharing recommendations whenever you can. Your support means the world to us and to small business owners across the country. We’re excited to give a heartfelt shoutout to some of our incredible venue owner colleagues nationwide. If you’re planning your big day, consider choosing a locally owned venue—find some of the best through the Wedding Venue Map. https://www.somosfamilync.com/, https://ameliagrove.com/, https://sageviewranch.com/, https://22acresfarm.com/weddings, https://www.coldspringbarn.com/, https://roughandreadyvineyards.com/, https://theestateatriverrun.com/, https://www.irishhillsweddingbarn.com/, https://roughandreadyvineyards.com/, https://www.theballroomatparklane.com/
