The Ultimate Wedding Vendor Checklist

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Choosing wedding vendors can feel exciting and overwhelming at the same time.

You’re building the team that will bring your vision to life. The florist sets the mood. The photographer captures the memories. The caterer fuels the celebration. The DJ shapes the energy of the night.

I truly think vendor selection is one of the most important parts of wedding planning. When your vendors are aligned, communicative, and reliable, everything feels easier. When expectations are clear, stress naturally decreases.

This complete wedding vendor checklist walks you through which vendors to book, when to secure them, what questions to ask, how to stay organized, a DIY planning-day food idea to keep you fueled, common mistakes to avoid, and how to create a vendor team that supports your dream day.

Let’s build your wedding team thoughtfully.

Why a Wedding Vendor Checklist Matters

Vendors are the backbone of your wedding day. Without a clear plan, contracts and deadlines can blur together.

I personally love when couples feel confident about their vendor decisions — not rushed, not pressured, just aligned. Preparation creates that confidence.

A wedding vendor checklist helps you:

 • Book key vendors early

 • Compare contracts carefully

 • Clarify expectations

 • Track deposits and due dates

 • Communicate timelines clearly

Organization removes guesswork.

The Complete Wedding Vendor Checklist

Use this guide to determine who you need and when to book them.

12–10 Months Before the Wedding

Venue

Secure your ceremony and reception venue first. Confirm:

 • Capacity

 • Setup and breakdown times

 • Included rentals

 • Catering restrictions

 • Sound limitations

The venue influences almost every other vendor choice.

Wedding Planner or Coordinator (Optional)

If hiring one, book early. They can help guide vendor selection.

10–8 Months Before

Photographer

Review full galleries, not just highlight images. Ask about:

 • Delivery timeline

 • Backup equipment

 • Contract terms

 • Second shooter availability

Photography often books far in advance.

Caterer

Schedule tastings and confirm:

 • Menu options

 • Dietary accommodations

 • Service style

 • Staffing

Videographer (Optional)

Confirm style and editing turnaround time.

8–6 Months Before

Florist

Discuss:

 • Seasonal blooms

 • Budget parameters

 • Setup logistics

 • Breakdown details

Entertainment (DJ or Band)

Ask about:

 • Equipment

 • Setup timing

 • Song requests

 • Emcee services

6–4 Months Before

Rentals

Secure:

 • Tables

 • Chairs

 • Linens

 • Specialty glassware

Baker or Dessert Vendor

Confirm cake style, flavor, and delivery timing.

Hair and Makeup Artists

Schedule trial appointments.

3–2 Months Before

Transportation

If needed, arrange guest shuttles or bridal party transportation.

Officiant

Confirm ceremony script and requirements.

1 Month Before

Confirm All Vendor Details

Reconfirm:

 • Arrival times

 • Setup needs

 • Contact person

 • Final payment dates

Share Final Timeline

Provide vendors with a unified schedule.

Week of the Wedding

Final Confirmations

Reach out briefly to confirm:

 • Date

 • Location

 • Arrival time

Prepare Payment Envelopes

Organize labeled envelopes for gratuities.

Assign a Vendor Point Person

Choose someone other than you to handle day-of vendor communication.

I personally believe this step makes the biggest difference in wedding-day calm.

Questions to Ask Every Wedding Vendor

Regardless of category, always ask:

 • Are you available on our date?

 • What is included in your package?

 • What is your cancellation policy?

 • How many weddings do you handle per weekend?

 • What is your backup plan for emergencies?

Clear communication now prevents stress later.

DIY Planning-Day Fuel: Mediterranean Power Wraps

Vendor meetings and tastings can stretch for hours. Having balanced food ready at home keeps energy stable and prevents rushed decisions.

These Mediterranean power wraps are simple, customizable, and easy to prep in advance.

1. Choose a Whole-Grain Wrap

Start with:

 • Whole wheat tortillas

 • Spinach wraps

 • Gluten-free wraps (if needed)

2. Add Protein

Choose one or mix:

 • Grilled chicken

 • Roasted chickpeas

 • Hummus

 • Turkey slices

Protein keeps focus steady.

3. Layer Fresh Vegetables

Include:

 • Sliced cucumbers

 • Spinach

 • Cherry tomatoes

 • Shredded carrots

 • Red onion

Fresh vegetables add texture and brightness.

4. Add Healthy Fats

Top with:

 • Feta cheese

 • Avocado slices

 • Olive oil drizzle

Healthy fats support sustained energy.

5. Roll and Slice

Wrap tightly and slice into halves or pinwheels.

They’re easy to grab between vendor calls.

I personally love having these ready during planning weeks — they feel nourishing without being heavy.

Common Wedding Vendor Mistakes (And How to Avoid Them)

Booking Without Reading the Contract

Review cancellation policies and payment schedules carefully.

Not Comparing Multiple Options

Even if you fall in love with the first vendor, compare at least two for clarity.

Ignoring Communication Style

If responses are slow or unclear early on, that may continue.

Focusing Only on Price

Value includes reliability, professionalism, and experience.

Failing to Share Your Vision Clearly

Provide inspiration photos, color palettes, and clear expectations.

Overloading Vendors with Last-Minute Changes

Confirm details early to avoid stress.

Building a Vendor Team You Trust

Your wedding vendors should feel like collaborators, not stressors. When contracts are clear, timelines are shared, and communication is open, your planning journey feels steady.

I truly believe the right vendor team creates a ripple effect. When everyone knows their role, your wedding day flows naturally. You feel supported. Guests feel comfortable. The celebration unfolds with ease.

Preparation builds confidence. Confidence allows you to enjoy every moment.

Wishing you the best at your beautiful wedding! ✨

Warmly,

Jenna