As you’re planning for your wedding, there are a lot of things on your mind. And when your day finally arrives, we don’t want you to have to worry about anything. It’s your time to enjoy all the little moments, say ‘I Do’ and celebrate! With wedding day bliss as the ultimate goal, here are a few vendor-related considerations that should be made ahead of time so your day runs smoothly and everyone is happy. Remember, part of a Wedding Planner’s responsibilities include vendor coordination. If you’re hiring a Wedding Planner for full wedding planning services or month/day-of coordination, they will take care of vendor relations for you!

@youbymia in action

@youbymia in action

Five things to remember about your vendors on your wedding day.

1. Your vendors need to eat dinner.

While you might think these folks are super-human based on their incredible craftsmanship and expertise, they need fuel to keep them going just like the rest of your guests. Make sure you include them in your final meal numbers and ask them what they’d like to eat. This includes any vendors who will be present at the reception - photographers, videographers, wedding planners, DJs, etc.

Most of the time, these vendors have been on their feet all day to ensure your wedding is perfect. They likely haven’t had lunch or much of anything to eat. It’s important to refuel them so they can give your day their full attention. When planning your wedding meal with the venue or caterer, ask them about “vendor meals.” Vendor meals are often half the price of a guest meal because they may not include certain items (i.e. the omission of a lobster tail or chicken instead of steak) and will not include alcohol.

2. Your Vendors need a spot to sit/eat within your guest seating plan.

Include your vendors when planning your seating chart. Include their full names on your seating chart so they know where they are sitting, but there is no need to include name cards or wedding favours for each. For the most part, they’ll be on their feet taking care of business. But for those few moments in between, having a space for them to take a quick break is important.

When planning their table, keep in mind that vendors need to sit where they can be present and see what’s going on. Having a small table off to the side of the reception might work best - the vendors will have a space to themselves but still be available to do their job when needed. There have been times when we’ve been seated so far away from the reception - one time, upstairs and outside on the patio. We had to keep running back and forth and making sure we weren’t missing anything. Did I mention it was very early Spring and as the night went on, it got colder? Oi!!

photo by @daniellearnoldphotography

photo by @daniellearnoldphotography

3. Your Vendors need to be provided a Day-Of Schedule.

Make sure you give everyone the day-of schedule even if they don’t really need it. Better to be over organized than have someone miss something. Having everyone on the same page will make things move smoothly. Send the day-of schedule directly to each vendor a few weeks before your wedding. This is something a Wedding Planner will create and distribute as part of their day/month-of coordination services.

4. Your vendors need a day-of point of contact.

Who will be your vendor’s contact on your wedding day? Please don’t be the point person(s) yourself, you’ve worked hard enough and it’s time to enjoy the day. Also try and avoid someone who has a lot on their plate already, like a wedding party member or close family member. If you hired a Wedding Planner, this is a big part of their job. If the venue has provided you with a coordinator, ask them if they will take on this responsibility.

You or your Wedding Planner will touch base with each vendor a few weeks before your wedding day to discuss final details and day-of logistics. At this time, capture the following information from the vendor:

  • Full Name of Vendor Contact (i.e. Jane Smith)

  • Vendor Name (i.e. Blush Flowers)

  • Vendor Responsibility (Florist)

  • Email

  • Cell Number

Remember to get a named individual as a point of contact if the company has multiple staff. Getting a secondary contact isn’t a bad idea either. When you send a follow-up email confirming all the day-of details, remember to also include the above information for who the vendor should contact on the day of (i.e. a Wedding Planner or venue Coordinator).

Kristen of @weddingsbywildfower photo by @bkphoto

Kristen of @weddingsbywildfower photo by @bkphoto

5. Your vendors need to get paid.

Oftentimes the remaining balance owing for each vendor is due just before the wedding date, or on the wedding day. Refer to your payment schedule and double check with the vendors how and when they want to be paid. Write out any cheques ahead of time, and be sure to confirm details like who it’s payable to. If you have a Wedding Planner, managing a payment schedule and ensuring everyone gets paid on time is part of their job.

Your vendors are such an important part of your day. They keep your day moving smoothly and are there for you when you need them. They want to succeed and do their absolute best job to ensure your wedding is perfect. Making sure you have them covered will help them do just that!

Need additional help planing your wedding? Be sure to check our website to see what planning, decor and coordination assistance we can provide you with.

Amelia PurdyComment