Wedding shows can feel like speed-dating for your entire vendor team. Dozens of booths, hundreds of business cards, and a blur of promises that all start to sound the same.
But here’s the thing: wedding shows can be incredibly valuable when you go in with a plan.
This guide will help you cut through the noise, ask the right questions, and walk away with clarity instead of chaos.
Before You Go: What to Bring
The couples who get the most out of wedding shows come prepared. Here’s your quick checklist:
On your phone or printed:
- Wedding date (or target window)
- Venue name and location (if booked)
- Estimated guest count
- Coverage needs (ceremony, cocktail, reception)
- Any “must-have” priorities (lighting, photo booth, live music)
Also helpful:
- A notes app or small notebook to jot impressions
- A way to organize business cards (a labeled envelope works)
- Comfortable shoes (you’ll be walking)
The Smart Approach: Don’t Try to See Everyone
It’s tempting to hit every booth. Resist that urge.
Instead:
- Get the vendor list ahead of time (most shows publish it online)
- Prioritize by category: focus on the vendors you’re actively searching for
- Flag 2–3 “must-visit” booths per category
- Skip categories you’ve already booked
You’ll have better conversations, and you’ll remember more, when you’re not sprinting from table to table.
What to Ask Every Vendor (Quick Qualifying Questions)
You don’t need to grill everyone. But a few smart questions will separate the pros from the “we’ll figure it out” crowd.
For any vendor:
- “Are you available on [date]?”
- “What’s your typical booking process after today?”
- “Who will be on-site at my event? Will it be you?”
- “What’s included in your base package?”
For entertainment vendors (DJs, bands, MCs):
- “How do you handle timeline coordination with other vendors?”
- “What backup equipment do you bring?”
- “What’s your MC style: minimal or more interactive?”
Pro tip: If you want to go deeper, we have a full list of questions to ask a wedding DJ with red-flag answers to watch for.
Red Flags at the Booth
Not every vendor at a wedding show is equally prepared or professional. Watch for:
- High-pressure tactics: “This deal is only good today” is a warning sign, not a perk.
- Vague answers: If they can’t explain what’s included, that’s a problem.
- Evasive about who shows up: You should know whether the person you’re talking to will actually be at your wedding.
- No backup plan: Professionals have contingencies. Ask about them.
- Disorganized booth: If their setup is chaotic, their event execution might be too.
How to Evaluate Entertainment Vendors
Entertainment is one of the highest-impact decisions you’ll make. The DJ/MC sets the tone for your entire reception.
Here’s what to look for:
Look for process, not just personality
A great DJ doesn’t just “get everyone dancing.” They:
- Help you build a timeline
- Coordinate with your planner and photographer
- Handle ceremony and toast audio cleanly
- Read the room and adapt in real time
Ask about coordination
Your entertainment vendor will interact with almost every other vendor: planner, photographer, caterer, venue. Ask how they handle that.
Check for partnership affiliations
Some DJs work with trusted booking partners who vet quality and provide backup support. For example, I do most of my bookings through Burnside Events, a family-owned company with shared standards for client care and consistent execution.
Whether you book through a partner like Burnside or directly, look for vendors who can clearly explain their process and accountability.
After the Show: How to Compare Without Overwhelm
You’ll leave with a stack of cards, a full inbox, and maybe a few samples. Here’s how to sort through it all:
Within 48 hours:
- Review your notes while memories are fresh
- Send a quick follow-up email to your top 2–3 vendors per category
- Request formal proposals with clear pricing and inclusions
Before you commit:
- Compare apples to apples: Make sure you understand what each package includes
- Ask for a phone or video call: A 15-minute conversation reveals more than an email chain
- Trust your gut: The vendor you’ll work with for months should feel easy to communicate with
A Note About “Show-Only” Deals
Many vendors offer discounts for booking at the show. These can be legitimate, or they can be pressure tactics.
Good signs:
- The discount is clearly defined (e.g., “$200 off if you book within 2 weeks”)
- There’s no penalty for asking questions after the show
- You can still do a consultation before signing
Red flags:
- “Sign today or lose the deal”
- No contract review period
- Unclear about what’s actually included
A good vendor will give you space to make a thoughtful decision.
The Bottom Line
Wedding shows work best when you treat them as reconnaissance, not a shopping spree.
Go in with a plan. Ask the right questions. Take notes. And don’t let high-pressure tactics rush you into decisions you haven’t thought through.
The vendors who are confident in their work will give you space to compare, and they’ll welcome your questions.
Ready to Skip the Show?
If you’d rather have a direct conversation about entertainment for your wedding, or you connected with Burnside Events at a show and want to learn more about how we work together, I’m happy to talk through your vision.
Next step: Check availability.
FAQs
How early should we arrive at a wedding show?
Arrive when doors open if possible. Booths are less crowded, vendors are fresh, and you’ll have time for real conversations before the rush.
Should we book at the show or wait?
There’s no wrong answer, but don’t let urgency override due diligence. A legitimate discount will usually have a reasonable window (a week or two) rather than expiring the moment you leave.
What if we’re not sure what we need yet?
That’s okay. Wedding shows are great for discovery. Focus on learning what’s possible and what resonates with you, then follow up with specific vendors later.
Is it okay to ask for pricing at the booth?
Absolutely. Most vendors expect it. If they won’t give you a ballpark, that’s worth noting.
What’s the best way to remember who we liked?
Take a quick photo of each booth you visit, then jot 2–3 notes in your phone right after the conversation. “Great energy, asked good questions, available Oct 15” is more useful than a pile of cards.