How to Choose Your Wedding or Event Suppliers (and Avoid Scams!)

Planning your big day is exciting—but let’s face it, it also comes with stress, especially when it comes to choosing the right suppliers. From caterers and florists to bands and photographers, your suppliers can make or break your event. So how do you choose wisely and avoid getting scammed? Here are some friendly, practical tips based on real experiences in the Philippine event scene:

1. Do Your Research

Start by listing the services you need, then look up potential suppliers online. Don’t just go with the first name you see or the one with the most followers. Check their websites, social media pages, and credentials. See how long they’ve been in the business and how active they are in the events community.

If they’re relatively new, that’s not necessarily a bad thing—just make sure to review their recent work, read feedback, and consider whether you’re willing to take a chance. Some clients choose newer suppliers because of lower rates or the desire to support up-and-coming talents—and that’s perfectly fine. What matters most is that you’ve done your homework and asked around—not just about their skills, but also about their work ethic.

2. Read Reviews (and Make Sure They’re Real and Fair)

Reviews can be incredibly helpful—but only if you know how to read between the lines. Look for:

• Detailed feedback (not just “They were great!”)

• Reviews posted across different platforms (not just their own page)

• Photos and tags from real clients

Also, don’t hesitate to ask for referrals or contact past clients for honest feedback.

But here’s the catch: not all reviews are reliable. Some might be overly personal or emotionally charged, especially in public forums. And keep in mind—some negative reviews may have already been deleted, so it’s important to do thorough research. If you find a complaint, verify it first before making any judgments.

In a perfect world, you’d want a supplier with a spotless record—but in reality, some negative feedback can come from misunderstandings or even ulterior motives. If it’s just one isolated issue and everything else checks out, it may be worth digging deeper. But if you see multiple red flags from different clients, it might be safer to look elsewhere.

My advice? Do your in-depth research on a good coordinator. If you find someone with a solid reputation, chances are, they’ll be able to guide you toward other reliable and trusted suppliers too. Reduces the hassle, right? :)

3. Join Supplier Directories and FB Groups (But Vet Them, Too)

Facebook groups and supplier directories can be goldmines for honest feedback and verified suppliers.

One group I can vouch for is BWESO (Baguio-Benguet Wedding and Event Suppliers Organization, Inc.) — we are a SEC-registered organization recognized by the City Government of Baguio, and our members are active and duly registered professionals in the local events community.

That said, you can explore other groups as well—just be sure to check the legitimacy of the group itself. Is it moderated well? Are there real professionals engaging in discussions? Do they address complaints fairly and professionally? Some groups end up as cluttered marketplaces with random services and products being promoted, which can lead to choice paralysis and make it hard to narrow down your options. In that case, consider joining a focused community instead—it may be more helpful in answering your questions and pointing you in the right direction.

Also, check the way suppliers handle online feedback—whether praise or criticism—can reveal a lot about their work ethic and professionalism.

4. Always Have a Signed Contract

Never finalize a booking without a signed contract. This is your mutual agreement and protection. It should clearly outline inclusions, payment schedules, timelines, and cancellation policies.

Even for small bookings or family events that involve outside suppliers, having a contract helps avoid misunderstandings—and gives you something solid to fall back on if expectations aren't met—even if the supplier is your friend.

5. Understand the Area's Payment Culture

In areas like Baguio, it's common to settle balances on the day itself, after services have been delivered. This is a fair practice that builds mutual trust.

However, based on recent (2025) experience in other areas—especially in Southern Luzon or Metro Manila—some suppliers may request full payment 24 to 48 hours before the event.

Why? While I don’t want to speak on their behalf, I’ve been told that some suppliers have unfortunately experienced non-payment—either directly from clients or from “coordinators” who claimed they hadn’t received the funds. Understandably, this has led some of them to ask for full payment ahead of time as a precaution.

Still, I see this as a two-way trust issue:

• As a client or coordinator, you want to ensure that services are delivered properly before payment.

• But suppliers also want assurance they’ll be paid—especially if they’ve been burned before.

So it’s really about balance and communication. Before settling any down payment, clarify the supplier’s payment process:

Is it down payment now, full on the day? Or full payment before the event?

If you're not comfortable with a “pay before the event” rule, and you haven’t sent any down payment yet, that gives you room to look for another supplier whose terms match your expectations—rather than feeling forced to comply simply because the down payment is non-refundable.

And yes, always check the payment terms—because most down payments (DPs) are non-refundable.

Quick explanation why: A DP serves as a reservation fee. When you book a supplier, they block that date for you, which often means they decline other potential clients. That’s why it’s considered fair for suppliers to retain the DP—it covers the opportunity cost of holding that date. Again, always check your contract for these terms before paying.

And if full pre-event payment is required, make sure to verify their legitimacy through reviews, credentials, and past client feedback—and request an official receipt. While most suppliers issue an acknowledgement receipt for a down payment, full payments ahead of time should come with proper documentation.

6. Settle Balances Smartly and Safely

Once you’ve agreed on terms, stay organized with your payments—especially on the event day.

Even if you trust your suppliers, avoid rushed undocumented payments. The best practice is to prepare ahead and coordinate carefully:

• Withdraw funds 2 to 3 days before the event, especially if it’s a weekend or a holiday.

• Place payments in clearly labeled envelopes.

• On the morning of the wedding or event, endorse the envelopes to your coordinator, along with a payment acknowledgment form to be signed by each supplier upon release.

• Your coordinator will monitor that services are properly rendered before releasing payments. This adds a layer of accountability and minimizes stress on your part.

Practical examples:

• Cake: Usually paid upon delivery, before the reception starts so should be on hand once delivered.

• Band: If they’re playing only during cocktails and dinner, we settle with them after their last set—not hours later when the program ends because of course they are allowed to leave once services are rendered fully.

Preparedness shows professionalism—and helps everything flow smoothly.

7. Work with a Legit and Trusted Coordinator

This might be your most important decision. Even if you’re only hiring for partial or on-the-day coordination, a trusted coordinator helps with:

• Payment schedules

• Supplier red flags

• Reliable recommendations

• Crisis management

They act as your quality control and support system—especially helpful if this is your first time planning an event.

Final Thoughts

These tips, while helpful, don’t guarantee a scam-free or problem-free event. There’s no perfect formula—but taking the time to find legit and trusted suppliers, especially a reliable coordinator, makes a huge difference.

At the heart of it, clients and credible suppliers want the same thing: a successful, joyful event. With clear communication, smart preparation, signed agreements, and mutual respect, you can build a team that you can truly count on.

Get it in writing. Protect your payments. Do your homework. And when in doubt—ask, verify, and trust your gut.

Happy planning! :)