Let’s get one thing straight: your wedding vendors matter. Not just for their skills but for their energy. These are the people you’ll share laughs, timelines, and probably a few emotional moments with. That’s why creating a solid wedding vendors checklist isn’t just helpful, it’s absolutely essential. You’re not just hiring pros, you’re building a vendor team who will shape your entire special day.
YOUR SIMPLE WEDDING VENDORS CHECKLIST
To keep things easy, split your wedding vendors checklist into three groups:
Must-haves (non-negotiables)
- Venue (ceremony, reception, or both)
- Officiant
- Photographer or videographer
- Wedding planner or coordinator
- Catering or wedding food vendors
Photo from: Loon Weddings
Style-makers
- Florist
- DJ or musicians
- Hair & makeup
- Wedding decor vendors
- Wedding cake vendors
Add-ons (budget-allowing)
- Photo booth
- Transportation
- Lighting and effects
- Signage or calligraphy
- Specialty rentals (lounges, bars, tents)
Photos from: Loon Weddings
QUESTIONS TO ASK WEDDING VENDORS
Don’t skip this part—it saves you from big regrets. Here are some smart questions to ask wedding vendors before signing anything:
Photo from: Loon Weddings
Questions To Ask All Vendors
- How long have you worked in weddings?
- Do you have backup plans in case of emergency?
- Are there any hidden fees?
- Can we read your contract before booking?
Questions To Ask Specific Vendors
- Photographers/Videographers:
- Can we see full galleries or videos from past weddings?
- Wedding food vendors:
- Do you offer tastings? How do you handle allergies?
- Wedding cake vendors:
- How do you deliver and set up the cake? Can you do custom designs?
Photos from: Loon Weddings
- Wedding decor vendors:
- Can we use our own items along with yours? Do you offer mockups?
- DJs/Musicians:
- Do you take song requests? What happens if your equipment fails?
- Hair & Makeup:
- Do you do trial runs? How many people can you accommodate?
VENDOR BOOKING TIMELINE TO STAY ON TRACK
Booking everyone all at once? Nope. Here’s a smart booking flow:
Book these ASAP (12 months out)
- Venue
- Planner
- Photographer/Videographer
- Wedding food vendors
- Wedding cake vendor
Photo from: Loon Weddings
Next up (8–10 months out)
- DJ or musicians
- Hair & makeup
- Florist
- Wedding decor vendors
- Rentals
Photos from: Loon Weddings
Closer to the day (5-6 months out)
- Transportation
- Lighting
- Photo booth
- Extras like signage or dessert bars
KEEP YOUR VENDOR RELATIONSHIP STRONG
Once booked, treat your vendors like creative partners. Here’s how:
- Share inspiration boards or color palettes
- Keep them updated on changes
- Be clear about timelines and expectations
- Respect their process—they’re juggling lots
The more you communicate, the more they’ll show up for you.
Photo from: Loon Weddings
CURATE YOUR DREAM VENDOR TEAM
Think of your wedding vendors like a band. Sure, you can hire great solo acts, but when they know how to harmonize together? That’s when your wedding flows like magic. If your photographer has worked with your florist before, or your DJ already knows the planner? You’ll feel the difference in the energy.
Pro tip: Ask each vendor who they’ve loved working with in the past. They’ll usually name others who are communicative, talented, and team players.
Photo from: Loon Weddings
WHAT TO SKIP WHEN CHOOSING WEDDING VENDORS
It’s easy to get swept up in Instagram-perfect feeds or celebrity endorsements. But here’s what to skip:
- Don’t hire based on looks alone
- Don’t ignore red flags in communication
- Don’t stretch your budget past comfort just for trends. Check out our how to budget for a wedding blog post to help you manage your money easier.
- Don’t skip contracts. Ask questions when you’re not 100% sure.
You’re not looking for “Pinterest-perfect.” You’re looking for your kind of perfect.
WEDDING VENDOR QUESTIONS MOST COUPLES FORGET TO ASK
Some questions don’t seem important—until they really, really are. Make sure to ask these too:
- What’s your cancellation or rescheduling policy?
- Do you carry insurance?
- Can you walk us through your day-of process?
- How do you handle last-minute changes?
These small things add up to peace of mind.
Photo from: Loon Weddings
FINAL THOUGHTS
Designing your wedding dream team isn’t about hiring “the best.” It’s about finding people who get you. People you trust. Vendors who care about your love story as much as you do.
Yes, planning can feel like a lot, but with the right folks on your side? It turns into something beautiful. A process you’ll actually enjoy.
Start slow. Choose with intention. And don’t forget to breathe. You’ve got this.
Photo from: Loon Weddings
HOW WEDEVERYTHING CAN HELP
With WedEverything, you don’t need to track this all on paper scraps or a dozen spreadsheets. Use our wedding vendor master questions checklist and comprehensive planning videos and resources all in one place. Your dream team? Organized, simplified, and totally under control.
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✅ Our Signature Wedding Planning Checklist
✅ A Step-by-Step Breakdown of The Wedding Day
✅ Top 10 Mistakes Made When Planning a Wedding
✅ Custom Built Wedding Planning Tools & Resources
✅ Tutorials On: Creating Your Wedding Budget
✅ Tutorials On: Building Your Wedding Itinerary
✅ Tutorials On: Designing Your Wedding Venue
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