Vendors can make or break your wedding. Imagine spending time, efforts and money into this big wedding, this huge reception, only for your decorator to screw up the lights or colour, or for your MC to not show up… Yeah, that’s not very relishing, I agree. This is why choosing and managing wedding vendors well is crucial for a smooth and stress-free planning (and wedding) and excellent results. In today’s article, I will walk you through every thing you need to know about vendors, what questions to ask, when to book and overall vendor management.
Before diving into each vendors specificities, let’s review the general tips and info you must not forget:
1- Book Early: especially photographers, venues, and planners. But before spending a dime, make sure to refer to the part 5 of my guide to budgeting a wedding to know how to find and decide on affordable and high quality vendors.
2- Always Have a Contract : with clear deliverables, cancellation policy, insurance (if applicable), and payment schedule. This way, everything is set and the expectations are known by all parties involved.
3- Clarify Communication Channels: you must set up a specific communication channel so that these important conversations don’t get lost into all your other discussions. The best way you can go about it is having a dedicated mail address for vendor management. It keeps all documents and conversations organised in one place.
4- Ask About Backups: especially for key vendors like the DJ, photographer.
5- Plan Check-ins at key milestones (1 month out, 1 week out, etc.).
6- Have a Day-of Contact: ideally your planner/coordinator — not you! You can also dedicate it to a family or wedding party member if you don’t have planner (if you don’t have a planner, I still recommend you get a day-of coordinator so you and your guests can fully enjoy the day).
Now that we have the basics covered, let’s get down to business.
Role: It’s the space for the event (ceremony and/or reception). It sometimes includes tables, chairs, staff, decor.
When to Book: 9–18 months in advance.
What to ask:
Tips: Visit in person. Ask to see photos/videos of past events. Get everything in writing.