1. Questions for Venues 🏛️
Venues = hidden fees galore. Don’t miss these!

1. Have you hosted a multi-day South Asian wedding before?
2. What is your guest count limit?
3. What is your pricing structure
    a. For hotels especially: Do you have a food & beverage minimum (by day or cumulative)?
    b. Do you allow outside catering, and if so, is there a surcharge?
    c. What kind of rental fees are involved?
    d. Are there any labour or staff charges (service charges)?
    e. What’s your cancellation & rescheduling policy?
    f. Do you charge additional setup, power, or early-access fees?
4. Do you require an on-site coordinator or planner?
5. Do you have decor or flame restrictions (e.g., open flames for havan)?
6. What kind of insurance requirements do you have for vendors, if any?
7. What are parking costs for guests (especially overnight rates)?
8. For hotels, what is the preferred pricing offered for room blocks?
9. What does the rain plan look like for outdoor events?
10. Do you have a preferred vendor list that we’re required to choose from?


2. Photographer & Videographer 📸🎥
You’re trusting them to capture once-in-a-lifetime memories, so don’t skip these:

1. Have you shot South Asian weddings before? Are you familiar with key moments like varmala, milni, or other steps to your ceremony?
2. What is your process to get to know us and our style as a couple leading up to the wedding so our photos turn out authentic instead of unnatural?
3. What is your pricing structure:
    a. Are there overtime fees charged if we run late? If so, how much are the fees?
    b. Are travel fees, hotel accommodations and check-in luggage included?
4. Will you be the lead photographer/videographer, or will someone from your team handle my wedding?
5. How big is your team and how many shooters will there be at each event?
6. Do you do editing in-house, and what are your turnaround times for edited photos and video like?
7. Knowing details may change over the course of planning, do we have flexibility in changing hours of coverage once the contract is signed?
8. Are you insured? (if your venue requires insurance)
9. Can you share full galleries or highlight films from similar weddings?


3. Decorator & Floral Designer 🎭🌸
A big part of that “WOW” factor comes down to decor. Here’s how to get the full picture:

1. Do you have experience with South Asian wedding decor (e.g., mandaps, sangeet backdrops) and have you ever worked a wedding at the venue I have selected?
2. How does your pricing work:
    a. Do you charge extra for early-morning setups or late-night room flips? 
    b. Is your pricing consistent if we use the same inventory across multiple events?
    c. For costs dependent on guest count, when do you require the final guest count by?
    d. How do labour costs influence the final cost? 
3. For multi-day events, will you need storage space at the venue?
4. If you don’t carry inventory items, will you source? Or will you set them up if we bring them to you?
5. Is there any part of decor you do not provide (i.e. fresh florals, chairs, dance floor?)
6. Knowing details may change over the course of planning, what type of contract flexibility do we have after we sign? When is the last possible day we can make changes to my designs?
7. Are you insured? (if your venue requires insurance)


4. Hair & Makeup Artist 💄
South Asian bridal looks require pros who can nail long-lasting, cultural styling.

1. Have you worked with South Asian brides, and do you handle dupatta setting and jewelry placement?
2. Do you travel to the venue or out of town?
3. How does your pricing work:
    a. How does your pricing differ between bridal hair & makeup, and wedding party hair & makeup
    b. Do you charge travel fees and early morning surcharges?
    c. Do you offer trials, and are they included in your package?
4. Based on the size of my party, how many stylists would be required?
5. What’s your timing for hair-only, makeup-only, and both together?
6. For morning of, between getting ready shots and the start of the ceremony, do you help with final touch ups?


5. DJ & Entertainment 🎧🥁
Your DJ sets the tone for the party—make sure they’re fluent in Desi beats.

1. Do you have experience blending Bollywood, Bhangra, and Western music at South Asian weddings?
2. How does your pricing work:
    a. What is included in your base package
    b. What’s your overtime rate if events go past the scheduled time?
    c. What do you charge if the venue is out of town?
3. Do you bring your own sound system, facade, lighting, and microphones?
4. How do you coordinate with dhol players or live musicians we bring in?
5. Can you provide a sample playlist from a past South Asian wedding?
6. Are there any power or outdoor restrictions we should know about for the baraat or outdoor events?
7. Do you bring a truck or car for the baraat, or are we responsible for sourcing that for you?
8. Do you cut and mix music for dance performances?
9. Do you take live guest requests during the events?
10. Are you insured? (if your venue requires insurance)


6. Caterers & Food Vendors 🍽️
Food is king at South Asian weddings. These questions help you avoid surprise costs.

1. Do you have experience with South Asian weddings and have you ever worked a wedding at the venue I have selected?
2. Can you accommodate specific dietary restrictions (eggless, vegan, Jain, etc.)?
3. What’s your pricing model (per person, per hour, package)?
4. Do you offer tastings before we sign a contract?
5. Do you offer live cooking stations?
6. Is there any equipment you require which you will not provide?
7. How early will your team arrive to set up at each event? Do you need kitchen access, and how will you handle a case where you will not have access?
8. Are you insured? (if your venue requires insurance)


7. Wedding Planner or Coordinator 📋
Your planner is the glue holding it all together—make sure they can handle multi-day weddings.

1. Have you worked on multi-day South Asian weddings before?
2. What services are included: vendor sourcing, design, logistics, day-of coordination?
3. Will you personally be onsite for the full event or will someone from your team lead?
4. How many assistants will you bring for a multi-event weekend?
5. Do you handle vendor management & timeline enforcement directly?
6. What’s your flexibility for last-minute timeline changes?
7. Can you coordinate directly with my vendors?
8. When do you start getting involved and how do you go about taking over? (for day-of coordinators)


8. Henna Artist (Mehndi) 🎨
💡 Bridal mehndi is a must-have, but so is making sure guests don’t wait forever in line.

1. Have you done bridal mehndi?
2. How long do you anticipate for bridal mehndi?
3. Based on my guest count, how many artists would be required?
4. How much time should I plan to allocate based on my guest count?
5. What’s your pricing model (per hour, per person, minimum hours)?
6. What do you need for set up (i.e. tables, chairs, tissue papers)
7. Do you charge for travel or stay?
8. Can you share photos of bridal mehndi you’ve done recently?


💡 Pro Tip from My Own Wedding:
Most vendors don’t advertise their hidden fees up front—these questions helped me avoid unexpected costs when I planned my wedding!
Looking for vendors who are already used to answering these kinds of questions? Check out Plan My Desi Wedding.

Ultimate Guide for Questions to Ask Your Wedding Vendors (South Asian Edition)

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1. They Aren’t Curious to Learn
💡 It’s not a deal breaker if they’ve never done a Hindu, Sikh, or fusion wedding—but if they aren’t asking the right questions, that’s a red flag.
Why it matters:
• South Asian weddings come with unique rituals (e.g., milni, varmala, baraat) and timing quirks (e.g., early-morning muhurat starts).
• Vendors who don’t have experience should at least be proactive and culturally curious.
🚩 Red flag: “We’ll figure it out on the day!” (Nope.)
✅ What to look for instead: Someone who says, “I’d love to know more about your specific traditions—can we chat about key moments?”


2. Their Communication is Inconsistent or Vague
💡 I knew a vendor wasn’t for me when I’d get responses days later or half-answered questions.
Why it matters:
During your wedding week, you’ll want fast, clear communication, not back-and-forth over logistics.
🚩 Red flag: Delayed replies, missing details, or “ghosting” after an initial quote.
🚩 Red flag: Invoices or proposals that feel incomplete or lack clear deliverables.
✅ What to look for instead: A vendor who clearly outlines timelines, fees, and next steps upfront.


3. They Don’t Offer a Written Contract
💡 This sounds basic, but you’d be surprised how many vendors operate informally.
Why it matters:
South Asian weddings can get complicated with multiple events, so you need clarity on what’s covered and what’s not.
🚩 Red flag: “Don’t worry, we’ll sort it out verbally” or “Let’s just handle it over text.”
🚩 Red flag: No terms listed for overtime, travel fees, or extra services.
✅ What to look for instead: A formal contract that covers deliverables, pricing, timelines, cancellation policy, and extra fees.


4. They Push a One-Size-Fits-All Approach
💡 Your wedding isn’t cookie-cutter, so your vendor shouldn’t treat it like one.
Why it matters:
If a vendor doesn’t tailor their services to your vibe (modern, traditional, fusion, etc.), it can make your wedding feel generic.
🚩 Red flag: “This is just how we do it for everyone.”
🚩 Red flag: No flexibility for unique cultural touches or non-traditional elements.
✅ What to look for instead: Someone who asks, “How can we personalize this for your family and events?”


5. They Upsell Without Listening to Your Budget
💡 I once got quoted for upgrades I never asked for—and it blew up the proposal by thousands.
Why it matters:
A good vendor respects your budget and works within your priorities, rather than inflating quotes.
🚩 Red flag: Constant upsells and suggesting packages outside your budget range.
🚩 Red flag: Pressure to book services you didn’t request.
✅ What to look for instead: A vendor who suggests creative alternatives to stay on budget.


6. They Can’t Provide Past Wedding References
💡 Photos and reviews on Instagram are great—but so is hearing from past couples.
Why it matters:
You need first-hand insights on how the vendor handled real weddings, especially under time crunches or family pressure.
🚩 Red flag: Dodges the request for references or says, “We don’t really do that.”
🚩 Red flag: Only shares staged content with no real feedback from couples.
✅ What to look for instead: A vendor who happily shares contact info or testimonials from past clients.


7. Your Gut Says It’s Off
💡 Energy matters! Vendors will be around you for some of your most emotional and exciting moments.
Why it matters:
You want someone who makes you feel at ease, understood, and excited. If you feel uneasy or pressured, trust that.
🚩 Red flag: They seem dismissive of your ideas or make you feel like a burden.
🚩 Red flag: Personality clash that feels like it would cause friction on the day.
✅ What to look for instead: A vendor who listens, reassures, and genuinely aligns with your vision.
Think about it like this: you’re hiring more than just a service—you’re hiring a partner to help bring your wedding to life. Trust your gut, ask the tough questions, and don’t be afraid to walk away if it doesn’t feel right.
💡 Want a short-list of pre-vetted vendors who already understand South Asian weddings? That’s why I built Plan My Desi Wedding.

Vendor Red Flags: How to Spot When a Wedding Vendor Isn’t the Right Fit

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1. Venue-Related Hidden Costs 🏛️
Just because a venue gives you a price doesn’t mean that’s the final cost—always check for these extra fees!
• Vendor Insurance Requirements 🛡️ – Some venues, especially hotels, require vendors to have minimum liability coverage. If your vendor doesn’t meet it, they’ll have to increase their insurance policy—at your cost.
• Fire Permit Fees 🔥 – If your Hindu wedding ceremony involves an open flame (havan) or you’re using candles for decor, some venues require a permit for fire safety.
• Power Fees ⚡ – Some venues charge extra for electricity usage, especially for DJs, large lighting setups, or elaborate catering stations.
• WiFi Fees for Vendors 📶 – If your vendors need internet access for streaming, digital equipment, or credit card transactions, the venue might charge for WiFi usage.
• Parking Costs for Guests 🚗 – Always check overnight and valet parking fees. Some venues charge $20+ per car, which can be an expensive surprise for guests.
• Set-Up Fees for Decorators 🎭 – Some venues charge decorators extra if they need additional hours for setup or require the decor to be removed immediately after the event.


2. Vendor-Related Hidden Costs 📸
Your vendor contract may not include everything you need—always confirm what’s covered.
• Travel Fees for Out-of-Town Vendors ✈️ – If you’re hiring a photographer, makeup artist, or decorator from another city, don’t forget that their check-in luggage (for equipment or products) will need to be reimbursed.
• Overtime Charges ⏳ – Many vendors, including photographers, videographers, and DJs, charge by the hour. If your event runs longer than expected, you’ll be billed extra for overtime.
• Assistant Fees for Hair & Makeup 💄 – If you have a large bridal party, your makeup artist may require an extra artist to get everyone ready on time. This is usually an added fee not included in the base package.


3. Guest & Hospitality Costs 🏨
Your guest experience is important, but there are small costs that add up quickly.
• Hospitality Room for Guests 🛋️ – If you’re booking a separate space with drinks, snacks, or lounge seating for guests between events, some venues charge extra for this.
• Phone Charging Stations 🔋 – If your venue doesn’t have enough outlets, you might need to rent portable charging stations for guests.
• Sunglasses & Umbrellas for Outdoor Weddings 🕶️ – If your wedding is outside, consider providing shaded seating, umbrellas, or sunglasses—it’s an extra cost, but your guests will thank you!


4. Post-Wedding Costs 📝
You think you’re done spending once the wedding is over? Think again!
• Marriage License & Legal Fees 📜 – Some states or provinces charge higher fees for expedited processing or additional copies of your marriage certificate.
• Cleaning Fees for DIY Decor 🧹 – If you bring in DIY decor, centerpieces, or custom signage, your venue may charge a cleanup or storage fee if it’s not removed immediately.


✨ Ask These Questions Upfront to Avoid Cost Surprises!
Wedding budgets can spiral quickly when hidden costs sneak up on you—but asking the right questions early can help you avoid the extra stress.

💡 Looking for vendors who actually help you stay on budget? Check out Plan My Desi Wedding.

Hidden Wedding Costs That Catch Every South Asian Couple Off Guard

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Behind the Veil

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Plan My Desi Wedding

A tell-all blog to help tomorrow's brides navigate the nuance of South Asian Weddings. ‪‪Written with ♥‬ by former brides.

Behind the Veil

Featured Posts

Ultimate Guide for Questions to Ask Your Wedding Vendors (South Asian Edition)

Vendor Red Flags: How to Spot When a Wedding Vendor Isn’t the Right Fit

Hidden Wedding Costs That Catch Every South Asian Couple Off Guard