Before you start requesting quotes or scrolling endlessly through vendor directories, the first step in choosing the right vendors is knowing exactly what you want your event to feel like and ensuring that vital aspects will be covered. At Villa Russo, we’ve learned through decades of experience that misaligned vendors can lead to stressful, disappointing outcomes.

Don’t just hire vendors because their packages look good on paper. Ask how they’ll work with your venue, how they adapt to timelines, and whether they’re flexible with setup and breakdown. If they can’t answer clearly, it might be time to keep looking.

Vendor Red Flags to Watch Out For

Even the most beautiful event design can fall apart if your vendors aren’t professional, prepared, or aligned with your vision. After hosting thousands of events at Villa Russo, we’ve seen patterns that help us identify vendor red flags early on, and now we’re sharing them with you.

1. Poor Communication

If a vendor is vague, slow to respond, or avoids your questions, it’s a red flag. You deserve someone who’s clear, responsive, and willing to explain every detail of their process. A DJ who won’t walk you through music selections? A florist who won’t share photos or discuss timing? Move on.

2. Overpromising Without Delivering

We've seen vendors show up with elaborate equipment, extra lights, massive speaker towers, flashy setups, only to use none of it. These distractions often clutter the space and cause stress. Instead, ask vendors to coordinate with your venue beforehand to align expectations and practicality.

3. No Insurance or Professional Standards

Especially for DJs and entertainers, liability insurance is a must. At Villa Russo, we often require vendors to have proper insurance due to equipment and electrical needs. Vendors should also show up dressed professionally, yes, even if they're “behind the scenes.” It’s your elegant celebration, not a rehearsal.

4. No Backup Plan

What if your photographer is sick? What if a piece of the DJ’s equipment fails? Reputable vendors have contingency plans and clear protocols. If they don’t, ask why.

Real Talk: We once hosted a flawless wedding where everything from the flowers to the cake was on point, but the music? The hired DJ didn’t know the couple’s cultural preferences, and the dance floor stayed empty. That one misalignment changed the entire mood. Don’t let that happen to you.

Vendor Must-Haves

Now that we’ve covered red flags, let’s talk about what you should expect when hiring key event vendors. These aren’t “nice to haves” they’re baseline standards that ensure a smooth experience and keep your event stress-free.

1. DJ/MC

Should include MC services or offer a DJ/MC combo.
Must provide their own equipment; never assume the venue supplies it.
Should carry liability insurance (especially important for venues like Villa Russo).
Must be willing to walk the venue before the event for setup planning.
Flexible with timing and space limitations, some events have tight transitions!

2. Photographer/Videographer

Must offer a clear package (hours covered, number of edited images, delivery time).
Should show a solid portfolio and real client testimonials.
Needs to be proactive: guiding poses, reading the room, capturing emotion.
Ideally, a single company handles both photo and video for better coordination.

3. Florist/Decorator

Should request a walkthrough of the venue before the event.
Must work within the venue's timeline, decor can’t delay the party.
Needs a clear plan for breakdown and removal after the event.
Flexibility is key: weather, changes, or last-minute tweaks happen!

4. Cake & Dessert Vendors

Must coordinate timing of delivery with venue access hours.
Should provide sturdy transportation and refrigeration (if needed).
Elegant presentation matters, desserts are often photo-worthy moments!
Confirm portion counts and serving tools ahead of time.

5. Entertainment (Photo Booths, Dancers, Musicians)

Must arrive early for setup, test all equipment, and know your event layout.
Ideally, they’re familiar with your venue’s ambiance and space.
Added bonus: vendors who can engage your guests in a classy, fun way.

Final Thoughts & How to Start Planning

Hiring the right vendors doesn’t mean chasing trends; it’s about aligning your vision with professionals who will execute it flawlessly. At Villa Russo, we’ve seen firsthand how the right team can elevate a celebration… and how the wrong one can unravel it!

Your venue should never just hand you a list of names and walk away. Our banquet managers work hand-in-hand with clients, offering insider tips, timeline coordination, and trusted recommendations from our preferred vendor list, based on performance, not commission.

✨ Planning your event? Whether it’s a wedding, Sweet 16, or elegant shower, we’re here to guide you. Schedule a consultation with our event team, review our vendor checklist, and let’s make magic.

Planning an event? How to Choose the Right Vendors