Wedding Vendor Checklist

Planners can source vendors, negotiate contracts, manage design and keep the day running, but not every wedding needs full support. Deciding early matters because a full-service planner is most useful from the start, while a coordinator can join later. Planners are especially helpful when you’re planning from another city or country, using several locations, hiring many independent vendors, or short on time.

• A venue coordinator usually looks after the venue, not your whole wedding, so ask what they cover.

• “Does the venue coordinator stay for the whole event or just the venue side?
• “Which tasks are we dreading most?

A full-service planner adds the most value before big decisions like the venue are made, since they can suggest options and negotiate terms. Partial planners and coordinators can join later, but good ones book up. Knowing exactly what your planner will handle, and until when, helps you avoid gaps on the day and in the months before.

• “How many weddings do you take on the same weekend?
• “Who will be there on the day if you’re unwell?
• “Do you receive commission from vendors you recommend?

What your venue includes varies a lot. A hotel may supply almost everything, while a field, barn or private garden may supply nothing at all. Tents, generators and portable restrooms are often limited in number and book up for peak dates. Sorting rentals now shows you the real cost of your venue and avoids discovering missing essentials close to the day.

• Often forgottenRentals usually need to be counted and returned in a specific state, so someone needs to own the pack-down after the celebration ends.
• For tents and outdoor evenings, plan lighting early; it shapes the mood and your photos once the sun sets.
• Ask your venue about power capacity and rigging rules before booking lighting or a generator; a site visit often saves surprises.

• “When can we change quantities, and is there a minimum order?
• “Do you deliver, set up and collect, or is that extra?
• “What happens if something is damaged or goes missing?
• “Do you need a site visit before quoting a tent?
• “Can the venue’s power supply handle lighting, sound and catering at once?

By now the big bookings are usually done, and what’s left tends to be smaller services: a photo booth, stationery designer, childcare, a late-night food truck. It’s easy to keep adding extras. Checking each one against your shared priorities keeps the budget steady and the planning manageable, and booking now still leaves good availability.

• Check your running budget total before each new booking.

• “Would we actually miss this if we didn’t have it?
• “Does the venue need proof of insurance from this vendor?

Venues often have rules that affect your plans in quiet ways: no open flames, no loose confetti, a strict music curfew, a preferred supplier list, or a requirement for vendors to hold liability insurance. Finding these now, before you finalize décor and book more vendors, avoids buying things you can’t use or booking someone the venue won’t allow.

• Often forgottenCouples often forget to ask whether confetti or petals are allowed, and what type.

• “Is there a list of suppliers we must use or avoid?
• “What proof of insurance do vendors need to provide?
• “What time must music stop and guests leave?
• “Are there any fees if décor isn’t cleared on time?

Photographers, musicians and coordinators often work long days with little chance to eat. Planning their meals keeps them energized and focused. Some contracts require a meal, so arranging this now avoids surprises and makes sure the caterer includes them in counts and timings.

• Often forgottenSome vendor contracts require a meal, and it is easy to miss until the day.
• Serve photographers when guests start eating, so they’re ready for speeches.

• “Do any of our vendors need dietary alternatives?
• “Can vendors eat at the same time as guests?

Caterers order food, venues arrange staffing and rental companies prepare stock based on these numbers. Missing a deadline can mean you’re charged for an earlier estimate or that a supplier can’t accommodate changes. Sending clear, written numbers to everyone at once keeps the kitchen, the floor staff and the rental team aligned, and gives you a record if anything is questioned later.

It’s worth confirming your final guest count first so you only send numbers once.

• Often forgottenCake and dessert suppliers often need the final number too, not only the main caterer.
• Use one message template so every supplier gets the same information.
• Mark severe allergies clearly and separately from preferences.

• “Is this number final, or can we adjust it later?
• “How will allergies be labeled or served on the day?
• “Does this change the final balance we owe?

Each vendor sees only their part of the day. A shared timeline shows the photographer when speeches happen, tells the caterer when the ceremony ends and lets the DJ know when to announce dinner. Sending it two weeks out gives vendors time to raise conflicts, and it becomes the single version everyone works from.

You’ll need a finished wedding-day timeline before sending it to vendors.

• Label the file as final with the date, so older versions don’t get used.
• Send later changes only to the day-of contact, who can pass them on.

• “Does this timing work for you, or is anything too tight?
• “Is there anything you need from us before the day?

Details shift over months of planning: a vendor changes staff, a venue entrance changes, or an email gets missed. A short reconfirmation catches those problems while there’s still time to solve them. It also reassures you that everyone is expecting the same date, the same place and the same services.

• Often forgottenSome venues need certificates of insurance from vendors before they can set up, and these are easy to overlook.

• “Who from your team will be there on the day?
• “Is there anything outstanding you need from us?
• “What happens if your lead person is unwell?

Rentals and décor often arrive from several suppliers on the same morning. Confirming each delivery now avoids missing chairs, wrong linen colors or a collection time that clashes with the venue’s curfew. It also tells your day-of contact what to expect and who to call if something doesn’t arrive.

• Often forgottenRental agreements sometimes require items to be rinsed, stacked or packed before pickup.

• “What time will you deliver and collect?
• “Do items need to be rinsed or packed before collection?
• “Who should sign for the delivery?

In the last days, your phone should be for family, friends and each other. Once vendors know to contact your coordinator or day-of contact, small questions get answered without interrupting you. It also means one person holds the full picture of arrivals, changes and payments on the day.

You’ll need to choose your day-of contact before handing anything over.

• Often forgottenClose family are the people most likely to come straight to you, so tell them who to ask instead.
• On the day, a simple line helps when someone asks you: “Our coordinator has all the details.”

• “Is there anything you need from us before you take over?

A short call the day before catches the small things that slipped: a delivery time that moved, a vendor who hasn’t confirmed, a room that opens later than expected. It also lets you hand over the last loose ends so you can stop thinking about them. Your coordinator walks into the day knowing exactly what you want, and you walk into it knowing someone else has it covered.

• Often forgottenConfirming who will pack up and remove your belongings at the end of the night.
• Send your coordinator the latest timeline again, even if nothing changed.
• If you don’t have a coordinator, have this conversation with your day-of contact.

• “Is there anything you’re still waiting on from a vendor?
• “What do you need from us tomorrow, if anything?
• “Who should guests go to if they have a question?

Rental agreements often have firm return dates, and late or damaged returns can mean extra charges or a lost deposit. Items also have a habit of scattering between cars, homes and the venue after a wedding. A clear return plan, ideally assigned to someone other than the two of you, means everything goes back on time and in good condition.

• Often forgottenItems borrowed from friends or family, which rarely have a formal return date and are easy to forget.
• Keep the rental contracts in one folder with the return dates highlighted.

Most couples chose their vendors partly because of other people’s reviews, and many vendors are small businesses that rely on word of mouth. A specific, honest review helps future couples decide, and it’s a meaningful thank-you for the people who made your day work. If something went wrong, calm and factual feedback is more useful than a rushed rating.

• Mention details future couples look for, like communication, punctuality and flexibility.
• Credit the photographer if you share their images alongside your review.