The Ultimate Wedding Vendor Checklist + Downloadable

Did you know that couples typically hire around 14 wedding vendors for their big day? There are actually even more types of vendors out there, which might leave you asking, “Which ones do I need?” and “which are the right vendors for me?”. To help you out, we’ve put together a handy wedding vendor checklist for you to use as you start planning.

We’ll go through all the potential vendor categories so you can create a list that fits your unique needs and priorities. Think of this as your ultimate guide to wedding vendors. We’ve also put together a handy wedding vendor checklist for you to use as you start planning.

Oh and if that’s not enough, we’ve also created the ultimate downloadable + Editable vendor checklist

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Why Do you Need a Wedding Vendor Checklist?

When planning a wedding, keeping track of all the details can quickly become overwhelming. A vendor checklist helps you:

Stay Organized: Track the status of each vendor, including contracts, payments, and communication.
Avoid Overlaps: Ensure that no two vendors are providing the same service, and avoid potential conflicts.
Ensure All Aspects Are Covered: Make sure you’ve thought of every detail, from the cake to the transportation.
Simplify Communication: Have a clear record of who’s responsible for what, making it easier to manage and coordinate.
Reduce Stress: With everything documented and organized, you can focus on enjoying your big day.

Wedding Vendor Checklist:

1. Venue

Although vendor isn’t technically a ‘vendor’ , it’s probably the most important aspect of your wedding so you want to make sure you’ve got all areas covered. For example, remember when you tour venues, be sure to ask your wedding venue the right questions to make sure they’re the perfect venue for your wedding.

Things to Consider:

Research & Visit Venues: Explore options that fit your style and budget and guest list
Book the Venue: Reserve your date and pay the deposit.
Verify Services Included: Confirm what the venue provides (tables, chairs, linens, etc.).
Review Venue Policies: Understand restrictions (e.g., catering, decor, noise levels).
Schedule a Walk-Through: Do a final review of the layout and logistics.
Provide Final Guest Count: Ensure the venue is prepared for the number of guests.

2. Caterer

It’s generally expected to serve your wedding guests food on the big day. From appetizers to dinner and dessert, a good caterer is essential for creating dishes that your guests will rave about.

Things to Consider:

Research Caterers: Look for recommendations and review menus.
Schedule Tastings: Sample the food to ensure quality and flavor.
Discuss Menu Options: Consider dietary restrictions, preferences, and special requests.
Finalize Menu: Confirm choices and discuss quantities.
Review Service Details: Confirm the number of staff and service style (buffet, plated, etc.).
Confirm Timeline: Ensure the caterer knows the schedule for serving food.

3. Photographer/Videographer

Wedding photographer is among the most crucial vendors for your big day since their photos will become treasured memories that last a lifetime. But with so many wedding vendors, how do you find the right photographer to truly capture your story and deliver extraordinary wedding photos? Understanding what drives them is essential. Really get to know your photographer.

Things to consider:

Research and Meet Photographers/Videographers: Check portfolios and reviews.
Book Your Photographer/Videographer: Secure your date and pay the deposit.
Discuss Style and Preferences: Share your vision and preferred styles.
Create a Shot List: List must-have photos and video moments.
Schedule a Pre-Wedding Consultation: Discuss the timeline and any special requests.
Confirm Final Details: Ensure the photographer/videographer is clear on the schedule and location.

4. Floral Designer

Calling them “florists” doesn’t do justice to wedding floral designers. These essential pros are artists, using flowers to create stunning works of art. Each designer has a unique style and approach to making your day beautiful. When searching for the perfect floral designer for your wedding, it’s important to get to know them and see if they fit well with the rest of your vendor team and ultimately be able to create your wedding vision.

Things to consider:

Research and Meet Florists: Review portfolios and get quotes. Explore their social media pages to see if their style matches your vision.
Discuss Your Vision: Share your color palette, flower preferences, and style.
Choose Floral Arrangements: Decide on bouquets, centerpieces, and decorations.
Review Contract and Pricing: Confirm costs and delivery details.
Schedule a Final Consultation: Go over the final arrangements and delivery time.
Confirm Delivery and Setup: Ensure the florist knows the venue details and timing.

5. DJ/Band

Music and entertainment are essential at most weddings. But just playing a music playlist won’t get the party started. To really set the vibe and keep the dance floor packed, you need to book a talented wedding DJ to spin at your reception. Or if you opt for a live band, make sure you choose a band who specialises in the type of music you desire.

Things to consider:

Research and Meet Entertainment Options: Listen to samples and check references. Check out their social media presence, what are people saying about them online?
Book Your Entertainment: Secure your date and pay the deposit.
Discuss Music Preferences: Share your preferred genres, special songs, and do-not-play lists.
Review Setup and Equipment Needs: Ensure the DJ/band has the necessary space and equipment.
Confirm Timeline and Breaks: Discuss the schedule for music and any breaks.
Plan for Special Requests: Make arrangements for any special performances or announcements.

6. Cake Baker

Ending your wedding with a slice of cake crafted by a skilled baker is the perfect sweet finale. Wedding cake bakers play a unique and joyful role, delighting both couples and guests with their delicious creations. However, lots of bakers have different styles and designs, so make sure you consider everything below to choose the perfect baker for you!

Thinks to consider

Research and Meet Bakers: Look at portfolios and sample cakes.The cake tasting is the best part of this process, so enjoy it!
Discuss Cake Design: Share your vision, flavors, and size requirements.
Choose Cake Flavors: Decide on flavors for the tiers and any fillings.
Review Pricing and Delivery: Confirm the cost and delivery arrangements.
Schedule a Final Tasting: Ensure the cake meets your expectations.
Confirm Delivery Details: Ensure the baker knows the delivery time and venue.

If you want more insight in how to pick the best baker for your wedding cake, check out this article

7. Hair and Makeup Artist

This is probably one of the most personal choices you’ll make for your wedding day. There’s a host of hair and makeup artists out there however its important to choose artists who match your vision. e.g. if you’re looking for natural glam, don’t choose a makeup artist who specialises in full glam.

Things to consider:

Research and Meet Artists: Check portfolios and read reviews. Check out their instagram pages too to understand their style.
Book Your Artist: Secure your date and pay the deposit.
Book Trials: Trial run hairstyles and makeup looks before the wedding. Tip : Your trial is the time to really play around with styles to see what you like best.
Discuss Styling Preferences: Share your desired look and any specific needs.
Confirm Arrival Time: Ensure the artist knows when to arrive on the wedding day.
Plan for Touch-Ups: Discuss any touch-up services needed throughout the day.

8. Transportation Services

If you have many out-of-town guests and family members, your ceremony and reception are at different locations, or you’re concerned about guests drinking and driving, arranging transportation is a must.

Things to consider:

Research and Book Transportation: Look into options for limousines, shuttles, or classic cars.
Confirm Pick-Up and Drop-Off Times: Ensure transportation matches your schedule.
Discuss Special Requests: Make arrangements for any special requirements (e.g., decorations, refreshments).
Review Contracts and Pricing: Confirm the cost and terms of service.
Plan for Guest Transportation: Arrange shuttles or other transport options for guests if needed.

9. Officiant or Celebrant

Who will actually marry you and your partner at your wedding ceremony? While some couples choose a friend or someone from their wedding party as their officiant, hiring a professional wedding officiant is a wise choice to ensure the ceremony runs smoothly.

Things to consider:

Research and Meet Officiants: Look for recommendations and discuss your preferences. Ask celebrants for clips of recent weddings they have officiated so you can get a jist of their style of service
Book Your Officiant: Secure your date and discuss the ceremony details.
Plan the Ceremony: Discuss the structure and any personal touches or readings.
Confirm Legal Requirements: Ensure the officiant is authorized to perform weddings in your area to present you with a marriage license.
Schedule a Pre-Wedding Meeting: Go over the final details and rehearsal plans.

*Tip : If you’re having a destination wedding make sure you research whether its possible to get legally married in the country of your choice, and if it is, check the requirements needed to ful-fill this.

10. Stationery

Stationery and calligraphy are important vendors to consider for your wedding. After all, you’ll need a way to communicate with your guests. From wedding invitations to day-of signage and paper items like programs, there are several paper elements that are traditionally part of the celebration.

Things to consider:

Design Invitations: Choose your design and finalize the text.
Order Invitations and Save-the-Dates: Print and send out your invitations.
Create Programs: Design and print ceremony programs if desired.
Prepare Place Cards and Seating Charts: Design and print place cards and seating charts.
Review Proofs: Check for any errors before final printing.

We love Etsy shops The Invite Shack and Party Print Studio

11. Rentals

What chairs will your guests sit in at the wedding? What plates will they use for dining? Rental companies might not be top of mind before getting engaged, but they’re essential for any wedding vendor checklist.

Things to consider:

Identify Rental Needs: Determine if you need additional items like tents, chairs, or tableware.
Research Rental Companies: Compare options and get quotes.
Review Rental Agreements: Confirm the cost, delivery, and setup details.
Schedule Delivery and Pickup: Ensure the rental company knows the timing for setup and removal.
Confirm Inventory: Double-check that all items are accounted for and in good condition.

Some of our favourite rental companies: Wed Head, Rock My Wedding

12. Wedding Planner/Coordinator

Wedding planners are the maestros who turn your carefully planned nuptials into a seamless reality. They’re the essential link that keeps everything running smoothly. Essentially, wedding planners are crucial vendors, and it’s wise to hire them early on so they can provide expert advice with everything from crafting your personalized vendor checklist to ensuring a flawless timeline on your wedding day. They will be there to hold your hand throughout the wedding planning journey.

However, finding the right planner who can bring your vision to life authentically is key. You need someone who understands your dreams and is excited to help you achieve them. Also If you want a detailed breakdown of the difference between a wedding planner and coordinator to figure out which is best for you, check out our latest article.

Things to consider:

Hire a Planner/Coordinator: Decide if you need full-service planning or day-of coordination. How much help do you need in the wedding planning process?
Discuss Your Vision: Share your preferences, wedding style and ideas for the wedding.
Create a Detailed Timeline: Work with your planner to develop a detailed wedding timeline for the big day.
Coordinate Vendor Details: Ensure your planner is in touch with all vendors and manages the schedule.
Attend Final Consultations: Go over the final details and address any last-minute changes.

13. Favors and Gifts

Guests love a surprise and delight! Favors and gifts can be a great token of appreciation to your guests. However make sure you choose favors that reflect you as a couple, your wedding theme and your vibe for the day. Places like ETSY are great for finding personalised favors and gifts.

Things to consider:

Choose Wedding Favors: Select small gifts for your guests as a token of appreciation. Choose gifts that match your theme, personality or love story.
Order and Personalize Favors: Customize and order the favors.
Plan for Packaging: Ensure favors are packaged and ready for distribution.
Prepare Bridal Party Gifts: Choose and order gifts for your bridal party.

If you’re looking for some inspo for wedding favors, check out our latest article ’25 Unique Wedding Favors your guests will love’

14. Lighting and Decor

Wedding décor companies elevate any celebration from ordinary to extraordinary. They add personality and emotion through carefully crafted designs, helping you achieve the exact look and feel you envision. Finding the right décor company is crucial, as they play a significant role in bringing your personal style and vision to life.

Things to consider:

Plan Your Decor: Decide on the overall look and feel of your venue.
Arrange Lighting: Choose lighting options that enhance the ambiance (e.g., fairy lights, uplighting).
Coordinate Decor Setup: Confirm the timing and setup details with your decor team.
Review Final Details: Ensure all decor elements are in place and meet your expectations.

15. Additional Considerations

Here are some vendors you may not have considered for your wedding but could defintely make a big difference to your wedding day

Things to consider:

Insurance: Consider purchasing wedding insurance to protect against unforeseen issues.
Legal Requirements: Ensure all necessary permits and licenses are obtained.
Emergency Kit: Prepare a wedding day emergency kit with essentials (e.g., first aid, sewing kit).

Downloadable + Editable Wedding Vendor Checklist

To make planning even easier, we’ve created a printable PDF version of this vendor checklist. You can download and print it to keep track of all the details in one place. Here’s how you can use it:

Print Multiple Copies: Keep a copy at home and another in your wedding planning binder.
Check Off Tasks: Use the checklist to mark off completed tasks and track progress.
Keep Contact Info Handy: Note vendor contact details and important dates directly on the checklist.
Customize It: Add any additional vendors or details specific to your wedding.

Download Your Ultimate Wedding Vendor Checklist PDF (Insert PDF link here)

Conclusion – Wedding Vendor Checklist

Planning a wedding involves juggling numerous tasks, and keeping everything organized is key to a smooth and enjoyable process. The ultimate wedding vendor checklist is your go-to tool for managing all the details, ensuring nothing gets overlooked, and helping you stay on top of your planning.

With this checklist, you can confidently navigate the complexities of wedding planning, ensuring that your special day unfolds just as you’ve dreamed. Don’t forget to download the printable PDF version to keep track of everything and make your planning journey a little easier. Happy planning, and here’s to a beautiful wedding day filled with love and joy!

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