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ChecklistCategory · Vendors

Wedding Vendor Checklist

You don’t need every wedding vendor, only the ones that support what matters to you. These tasks cover planners, rentals and remaining services, plus the confirmations that keep everyone in sync.

Create my planSee all 14 tasks

By The ReadyToWeddy Team · Updated

Quick answer

What should be on a wedding vendor checklist?

Decide which services you actually need, then book in order: your venue first, then vendors who work one wedding per day, such as photographers, planners and entertainment, usually 9–12 months ahead. Send final numbers by each contract deadline, usually 1–3 weeks before, and reconfirm every vendor about two weeks out.

Vendors checklist: 14 tasks in order

  1. Getting Started

  2. 12+ Months Before

    Hire your planner or coordinator

    Compare services, style and contract terms before you hire

    12+ months before

  3. 9–12 Months Before

    Book rentals and equipment

    Furniture, linens, tents and power for blank-canvas venues

    5–12 months before

  4. 6–9 Months Before

    Check venue rules for vendors and décor

    Noise curfews, candles, confetti and required suppliers

    3–11 months before

  5. 1–3 Months Before

    Arrange vendor meals

    Check contracts and add vendors to your caterer’s numbers

    1–3 months before

  6. 1 Month Before

    Send final numbers to vendors

    Headcount, meals and dietary needs by each contract deadline

    1–3 weeks beforeEssential

  7. 2 Weeks Before

    Send the final timeline to vendors

    Arrival times, addresses and your day-of contact’s details

    1–3 weeks beforeEssential

    Reconfirm every vendor

    Date, arrival time, address, services and on-site contact

    1–3 weeks beforeEssential

    Confirm rental and décor deliveries

    Quantities, delivery times, drop-off point and collection

    1–3 weeks before

  8. Wedding Week

    Hand over vendor communication

    Vendors now go to your day-of contact, not you two

    1–7 days beforeEssential

  9. The Day Before

    Check in with your coordinator

    Run through timeline, deliveries and who handles what

    1–2 days before

  10. First 48 Hours After

    Return rentals and borrowed items

    Meet each contract’s return date to avoid late fees

    Up to 2 days afterEssential

  11. First Month After

    Leave reviews for your vendors

    Share specific details that will help future couples

    Up to 3 months afterOptional

Vendors guides

Step-by-step help for the biggest vendors decisions.

All planning guides

Frequently asked questions

What vendors do you need for a wedding?

It depends on your plans. Most weddings need a venue, an officiant and food. Many couples also book a photographer, music, flowers, attire, hair and makeup, and transport. Skip anything that doesn’t matter to the two of you.

In what order should you book wedding vendors?

Book your venue first, then vendors who can only serve one wedding per date, such as photographers, videographers, planners and bands. Florists, rentals, cake and beauty often follow, with smaller suppliers booked later.

Do you need a wedding planner?

Not always. A full planner helps if you’re short on time or planning from afar. Partial planning or a day-of coordinator can suit couples who enjoy planning but want someone else running the day.

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