Your Go-To Wedding Vendor Checklist | Wedgewood Weddings
Your Go-To Wedding Vendor Checklist
Which wedding vendors are must-haves? How do you choose? When should you book ‘em? Find answers in this wedding vendor checklist.
Inspiration & Ideas
8 min read•December 26, 2024
VendorsPlanning Tips
You're engaged. You celebrated. You set a budget and created a guest list. Now what? It's time to run through your wedding vendor checklist: the venue, décor, music, caterer, and more. Yes, it's a lot. That’s why at Wedgewood Weddings, we offer it all—from the venue, catering, and planning to the florals, cake, and entertainment. With five-star vendors at your fingertips, you can rest assured that these aspects are taken care of—and that your vision will come to life on your wedding day. Today, we’re sharing our top wedding vendors, so you know what to look for and prioritize to build your own team.
Vendor Checklist: The Top 10 Suppliers to Prioritize
Each vendor has their own level of importance. Some you need to book asap, while others can be done a couple of months into the planning process. Below are the top 10 suppliers that should sit on top of your wedding vendor checklist:
1. Officiant
Your officiant is an important vendor for your wedding day. After all, you need someone to lead the ceremony and marry you! There are several types of wedding officiants: religious officiants, civil officiants, and professional officiants. Heck, even a family member or friend can marry you as long as they're willing!
We recommend researching your options, chatting with them (to see if there's a connection), and assessing their pricing before booking. If you're getting married on a popular day, it's also best to book your wedding officiant early, about 4-12 months in advance.
2. Venue
Another must-have vendor is your venue and it’s the first thing you need to do in order to finalize your wedding date. Venues book up early, so we recommend exploring your options in advance!
Of course, you have plenty of options based on the size, style, and budget of your wedding. Before signing papers, we recommend touring the venue and asking lots of questions.
3. Caterer And Bar
Weddings come in all forms—and so do their catering and bar services. While we consider this a must-have, you can customize your catering and bar packages to your wedding.
Traditionally, couples will provide dinner, dessert, and drinks. Dinner could be a sit-down affair or it could be buffet-style. You could hire a bartender and offer an open bar or set up a no-host bar where guests purchase their own drinks. It totally depends on your budget and priorities.
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4. Photographer & Videographer
Your wedding is a once-in-a-lifetime experience. You'll have memories that you'll cherish forever. But let's be honest, they'll get a little fuzzy without photos and videos.
In one, five, and ten years down the road, you'll be happy you spent the money on a photographer and videographer for your wedding. Photographers have different styles and processes—so it's best to review their portfolios and meet with them to hear how they work before booking.
5. Florist
If décor and ambiance are important to you, then a florist should be a priority on your wedding vendor checklist. A DIY approach can be very tricky—especially if you're hosting a large wedding.
Florists have an eye for detail and won't miss a thing. They truly create that "wow" moment at weddings.
You can check out some of our go-to florist partners here.
6. Cake Baker
A wedding cake is no longer a must-have, but many couples still enjoy this tradition. Your wedding cake becomes a piece of décor in itself. Plus, cake-cutting photos are the cutest (and hilarious if you dare to shove a piece in your partner's face!)
But choosing a cake baker requires a lot of decisions. You have to consider the cake style, frosting, and flavor. Once you've whittled down your options, try the baker's creations before booking them for your wedding. Now that's the ultimate test.
7. Musician/DJ
Imagine a wedding without music. Yes, exactly, something would be off, right? It's important to have someone controlling the music—not only for the ceremony and first dance, but also for the late-night macarena!
With that said, you have many options. You can hire an acoustic band or singer for the ceremony and a DJ for the reception. Or, if this is less of a priority, you can set up a playlist for the entire event.
8. Hair/Makeup Artist
Hair and makeup artists are a high priority for some and a lower priority for others. The important thing is that you and your soon-to-be spouse feel your best on your wedding day.
Our two cents? Your wedding is a day for you to feel pampered and stress-free. Even if you're great at doing hair (and makeup), it may be nice to leave it in someone else's hands (and leave yours free to hold a mimosa!).
Like most vendors, make sure to try them out before committing. Pro tip: make the most of it and book your trial before a fancy date night or perhaps an engagement shoot.
9. Transportation
Depending on where your wedding is, you may want to prioritize transportation for your guests. If it's easy for them to get home (via transit or rideshare) and there's ample parking, then this is totally a nice-to-have. But if it's in a remote location, providing transportation is a must. You'll want to feel at ease knowing that your guests will have a safe ride home.
10. Wedding Planner
To some, a wedding planner is a nice-to-have. To many, it's a must-have. As you can see from this vendor list, there are so many variables to research when planning a wedding. A wedding planner can take care of all that for you—while listening to your needs and staying within budget.
Now, there are different types of wedding planners. You could hire a full-service planner who tackles it all from the get-go, or you could narrow it down to month-of or day-of services. Of course, when you choose Wedgewood Weddings, you get a full team of experienced planners plus all the on the day support you need!
Ready to start your search?
When booking specific vendors, it's essential to look at reviews, book trials, meet them in person, and consult their availability. Book the highest-priority vendors first, then secure the nice-to-have vendors based on your budget. Review the fine print and ask questions and remember to ask for contracts and receipts.
Crafting a Harmonious Bond with Your Wedding Allies
Building rapport with your vendors is a reciprocal endeavor. Embrace openness, honesty, and prompt communication. Express gratitude for their expertise and dedication. Trust their professional guidance while still asserting your preferences. Together, you'll weave a collaborative and harmonious bond that paves the way for an unforgettable wedding experience.
As you embark on this enchanting planning adventure, prioritize the cultivation of genuine connections with your vendors. Your wedding celebration resembles a beautifully synchronized performance, with your vendors as talented dance partners who bring your vision to life. From the ingenious planner to the artistic florist, skilled photographer, and culinary maestro, these experts work their magic behind the scenes. However, there's a secret ingredient that elevates your wedding planning journey: cultivating a genuine connection with your vendors.
Unveiling Your Unique Vision- By forging a bond with your vendors, they'll gain deeper insight into your personal style and aspirations. This understanding allows them to offer tailored suggestions and bring your distinctive vision to fruition, ensuring an extraordinary celebration that authentically reflects your love story.
Effortless Communication- Nurturing a rapport establishes an open line of dialogue. This enables you to express your thoughts, ideas, and concerns comfortably. Transparent and fluid communication guarantees that you and your vendors remain perfectly aligned throughout the process, preventing any missteps along the way.
Trust and Assurance- Trust is the cornerstone of any successful relationship. Cultivating a rapport instills confidence in your vendors' abilities, allowing you to relinquish control and embrace the journey. Knowing that they genuinely care about your happiness and will go the extra mile ensures a worry-free planning experience.
Personalized Attention- Beyond being mere service providers, your vendors become trusted confidants. A genuine connection ensures they remember the little details that make your wedding unique. Expect personalized touches, thoughtful recommendations, and a level of attentiveness that makes you feel cherished and celebrated.
Collaboration and Creative Solutions- Weddings can pose challenges, but a solid bond with your vendors empowers you to tackle obstacles together. They become your creative comrades, offering innovative solutions and working tirelessly to ensure a seamless and stress-free experience.
Authentic Recommendations- A strong rapport allows your vendors to go beyond their roles and become valuable sources of referrals. Based on their understanding of your style and preferences, they can guide you to other exceptional vendors, streamlining your search and saving you valuable time.
Cherished Memories- Your wedding day is a treasured milestone, and building rapport with your vendors creates lasting memories. These cherished moments extend far beyond the wedding day itself, serving as a testament to the beautiful journey you embarked upon together.
Next steps: take a look at our vendor list to get inspired and build a wedding vendor checklist based on our recommended local experts. Or browse our award-winning venues and find a place fit for your celebration so you can cross that one off your list. Reach out to us today and we’ll match you with an expert to make event planning a breeze!
