In case you haven’t visited my social media channels recently… I recently got married! And while it was the most magical day (and everything we could have dreamed of), planning it was a real eye-opener.
As someone who spends every day working with small businesses, I couldn’t help but notice the same common mistakes popping up again and again. Little things that might not seem like a big deal from the supplier or service provider’s side, but can be a massive turn-off for couples trying to make decisions.
So, if you’re working in the wedding industry – whether you’re a photographer, planner, florist, dressmaker, caterer, or anyone else helping to bring those big days to life – here are a few insights from someone who’s been on both sides of the enquiry form.
Because first impressions matter, and a smooth, confident process can make all the difference between a booked client and a missed opportunity.
1. Show Your Pricing Up Front
Let’s start with a big one – pricing.
As a bride, there’s nothing more frustrating than landing on a supplier’s website, falling in love with their work, and then… nothing. No hint of what it might cost, no ballpark figures, not even a “prices start from” line. Just a big, awkward “get in touch for a quote” button.
I get it – every couple’s needs are different, and you might not want to lock yourself into fixed rates. But here’s the thing – no one likes wasting their time. Couples want a rough idea of what to expect before they take the time to reach out, and the ones who can afford you won’t be put off by a starting price. In fact, it saves you both from those awkward conversations where a couple’s budget just doesn’t match your rates.
At the very least, give people a ballpark figure – something like “packages start from…” or “most couples spend around…”. It helps manage expectations, filters out the people who genuinely can’t afford you, and means the couples who do enquire are more likely to book.
It’s not about putting people off – it’s about attracting the right clients from the start. And trust me, that small bit of transparency goes a long way.
2. Make It Easy to Book a Call
There’s nothing more frustrating than trying to book a call with a supplier and getting caught up in a long email chain, bouncing dates back and forth like you’re trying to plan a reunion meal with some old friends.
If you offer a pre-booking consultation, discovery call, or even just a quick catch-up before the big day, make it easy. Use a tool like Calendly or even a simple Google Calendar link so couples can pick a time that works without all the back-and-forth.
It’s a small thing, but it shows you’re organised, professional, and respectful of your client’s time – which is exactly the kind of first impression you want to give.
And, honestly? It’s a huge time-saver for you, too. Less inbox ping-pong, more time doing what you actually love.
3. Automate Your First Response
Timing is everything. When a couple enquires, they’re excited – they’ve likely just come off a wedding planning spree, with 10 tabs open, a dozen ideas spinning in their heads, and a Pinterest board that’s getting dangerously full.
If you can strike while the iron’s hot, you’ll have their attention.
The suppliers who really stood out to us were the ones who got back to us quickly – not with a full quote or a personalised response (we know that takes time), but with a friendly, automated message that acknowledged our enquiry and gave us something to dig into while we waited.
It doesn’t have to be anything overly complicated or fancy – just a quick, thoughtful message that:
- Sets expectations – let them know when you’ll get back to them.
- Shares something valuable – like a welcome guide, recent blog post, or a client gallery that shows off your work.
- Keeps you front of mind – so they’re still thinking about you the next time they sit down for a planning session.
It’s a small touch, but it makes a huge difference. It shows you’re on it, gets couples excited about hearing from you, and makes a great first impression – all without you lifting a finger.
4. Follow Up (and Show You Care)
Wedding planning is crazy and, even as someone who’s pretty damn organised, things can get hectic. We massively appreciated it when suppliers followed up to give us a nudge if we hadn’t responded to something – it felt like they were excited to be part of our day, not just going through the motions to grab a new client.
The suppliers who took the time to check in – whether it was a quick “Just wanted to see if you had any questions!” or a friendly reminder about their availability – genuinely stood out. They felt more invested, more engaged, and more professional.
It gave them a huge bump up in the rankings when we were making our shortlists!
So, don’t be afraid to follow up. It’s not about pestering people; it’s about showing that you care, staying at the front of your new clients' minds, and making sure couples feel valued from the very first enquiry to their big day.
5. Be Clear About Your Process
One of the most refreshing things as a bride/wedding planner/organiser was working with suppliers who laid everything out for us from the start.
Right from the start, those who told us what info they’d need, when they’d need it, when payments would be due, and what to expect at each stage, were front-runners. They made everything run so much more smoothly.
We could get all the info together in advance, avoid those last-minute panics, and we were ready and waiting for their invoices to drop into our inbox to make sure they’re paid on time. No awkward chasing, no crossed wires – just a clear, straightforward process that made us feel like we were in safe hands.
It might feel like overkill to you – maybe you're a “it’s all in the contract” kinda person – but that bit of upfront clarity makes a huge difference. It sets the tone for a great working relationship and makes clients feel more relaxed, organised, and ready to pay on time.
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6. Show Real Enthusiasm
Be enthusiastic and curious! This was huge in our decision-making process.
Every single one of the suppliers we booked came across as super excited about our big day. They asked questions, shared ideas, and made us feel like our wedding was as big a deal to them as it was to us. They made us feel special, like we weren’t just another couple in their diary – and that meant everything.
In contrast, the suppliers who felt a bit… detached? The ones who fired over a price list with a copy-paste message or barely engaged with what we were planning? They didn’t make the cut.
We get it – you do this day in, day out. It’s just another Thursday on your calendar. But for your clients, it’s one of the biggest days of their lives, and they want to work with someone who’s going to be just as excited as they are.
So, bring the energy. Ask questions. Share ideas. Make it feel personal. Because a little genuine enthusiasm goes a long way.
7. Be the Expert, Not the Yes Person
Be assertive. We didn’t want a “yes” person – we wanted experienced professionals who would step up with advice and recommendations, even if that meant gently telling us when something wouldn’t work or offering a better idea.
The suppliers who stood out weren’t afraid to speak up. They had the confidence to say, “Actually, that might not work as well as you’re imagining – but here’s what I’d suggest instead.” And we loved them for it.
We didn’t want someone who would just nod along to every idea – we wanted someone who cared enough to guide us, share their insights, and make sure our day ran smoothly, even if that meant a little pushback.
So don’t be afraid to push back if a couple suggests something that you know from experience won’t work. Trust me – they’ll thank you for it when their day runs more smoothly as a result.
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8. Don’t Assume Small Means Cheap
Small wedding does not always mean small budget. This one frustrated us a lot.
We chose to invite only our nearest and dearest – just 30 guests – because that’s what felt right for us. But for some suppliers, that was just too small. They wouldn’t even entertain our enquiry.
Had they delved a little deeper, they’d have realised that we had a healthy budget and were more than happy to pay for quality. Not all couples choose a small wedding because they have a small budget – sometimes it’s about intimacy, atmosphere, or just personal preference.
We were so grateful to the suppliers who took the time to understand what we wanted and worked with us to find ways to meet their minimum charges, despite our smaller guest list. It made us feel valued.
So, don’t write off small weddings too quickly – you could be turning down a dream client without even realising it.
9. Charge What You’re Worth (and Don’t Apologise for It)
For us, making decisions didn’t come down to cost – it was about finding the best value for money. And there’s a big difference between the two.
It actually made us a bit sad to see so many suppliers clearly in a race to the bottom with their pricing. We even discounted a few straight away because they were just too cheap – it made us worry about reliability, quality, and whether they’d even still be around by the time our big day came around.
As a small business owner, I (of all people!) know that no one can run a successful business on bargain basement rates, and the last thing you want on your wedding day is a supplier who’s spread too thin because they’ve priced themselves into a corner.
The suppliers that got our attention were those who really communicated their value; they detailed what was included, their experience and what made them unique. Some of them did it so well, we didn’t even care if they were out of budget, we already decided in our heads we wanted to book them!
So, charge what you’re worth. The right clients will see the value, appreciate the quality, and happily pay for it.
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Final Thoughts (and a Little Advice)
Planning a wedding is intense – and couples want to feel confident, valued, and looked after from the very first enquiry.
If you can show your value, stay organised, and genuinely engage with your clients, you’ll stand out from the crowd and book more of your dream weddings. It’s not about bending over backwards or cutting your rates – it’s about building trust, creating a seamless experience, and making every couple feel like their big day matters.
Whether it’s putting your prices up front, being a little more assertive, or simply following up with a friendly nudge – these small tweaks can make a big difference to how clients feel about working with you.
How Ashwood VA Can Help
If you’re a wedding supplier and want to streamline your processes, manage your enquiries, or just free up more time to do what you love, Ashwood VA can help. Let’s make your business feel as effortless as it looks - get in touch!
Our Amazing Wedding Suppliers (in case you were wondering who made the cut!)
We simply couldn't have wished for more. Every single one of our suppliers was absolutely AMAZING! If you're planning your big day, I wholeheartedly recommend checking them out:
Venue: Lanwades Hall
Photographer: Tom Jeavons Photography
Videographer: Heartwood Wedding Films
Registrar: Suffolk Registrars
Dress: Dando London via Vow Bridal
Hair and Makeup: Makeup by Sam
Accessories: Tiffany & Co., Lace & Favour, Lily & Roo
Suit: Moss Bros
Flowers: Lucy's Blooms
Styling: Party Squared
Cake: HoneyShed Bakery
Caterer: Portfolio Events
Cellist: Ezmecello
Interactive Painting: Make Your Mark Events
And if you want to see more photos from our big day, head over to my Instagram here!
