Let’s talk vendors.
One of the most common challenges couples face isn’t finding vendors—it’s keeping track of all the communication that comes with them.
Here’s a simple, game-changing tip:
Create a dedicated email address just for your wedding. Use it to:
- Contact and manage vendors
- Collect RSVPs
- Store gift registry confirmations
- Document planning details and contracts
- Keep all wedding-related correspondence in one clean, searchable space
Within that inbox, create folders for each vendor so you can quickly find quotes, updates, or past conversations when needed.
Trust me… it’s a small step that makes a huge difference, because when it comes to vendors, communication and clarity are everything.
Booking Timeline: Who Comes First?
Booking vendors can feel like a sprint, but with the right order, you can make clear, confident decisions, like a well-paced marathon. Here’s the order I recommend:
First Wave: The Foundation
These vendors lay the groundwork for your day:
- Venue: Secures your date, time, and location
- Planner: Offers guidance, coordination, and support from day one
- Photographer / Videographer: Documents your day and helps shape the timeline
Pro Tip: If possible, book your engagement session with the same photographer who’ll shoot your wedding. It gives you time to build rapport and helps them learn how best to capture you as a couple. Many offer combined packages, which can also be a great value.
Ask your planner and venue for trusted vendor referrals. Planners often have vetted lists of professionals who match your wedding style. Venues, in particular, will know which photographers are already familiar with the property’s layout, lighting, and best photo locations, making your day run even more smoothly.
Second Wave: The Atmosphere
These vendors influence the guest experience and overall feel:
- Catering & Bar: Food is the way to everyone’s heart, make sure it leaves a delicious impression
- Florist: Brings your vision to life and makes the wedding venue your wedding space
- Music / Entertainment: Shapes the flow of your reception and guest experience
- Rentals & Linens: Little details that customize a space to your wedding day
These are often recommended by your planner or even your venue. Ask for trusted referrals, they’ll save you time and guesswork.
Final Wave: The Finishing Touches
These vendors usually are booked closer to the wedding date and may come from personal referrals:
- Hair & Makeup
- Officiant
- Transportation
That said, don’t leave these too late, especially if your wedding falls on a peak date or holiday weekend. The sooner you book, the sooner they are secured, and that to-do item can be crossed off the list!
Your Vendor Team = Your Support System
Every vendor you hire is there to support your vision and should align with your values.
You deserve a team that advocates for you and your vision. I often remind my couples: “We’re Team Bride and Groom.”
That includes setting boundaries with well-meaning family or friends who want to make suggestions. As your planner, I’m here to be the firm voice when needed, so you don’t have to play referee during the planning process and, most importantly, the day of.
Your vendors should lift the stress, not add to it.
Available Tools
Included in our Grand Planning Spreadsheet is a Vendor Tracker, a spreadsheet-style template that helps you track and organize vendor info and stay on budget as you book!
Track who’s been booked, note payment deadlines and balances, keep key contact info at your fingertips, and monitor who needs what information and when.