ultimate wedding vendor list
Congratulations! You’re engaged!
Now comes the fun and excitement of planning your wedding. Are you unsure of where to start and who to hire? If you are feeling overwhelmed and confused about how to plan your dream wedding then you are not alone. Couples today want to produce a wedding experience that is true to their love story which means sifting through thousands of vendors to find the ones that match your vision. Your wedding vendor team makes all the difference on your wedding day so it is worth taking the time to find the vendors that are reliable, connect with you, inspire you, and understand your vision. In this blog post, I highlight all the vendors that will potentially work to bring your wedding to life. Keep in mind that not all couples hire all these vendors, and you should hire vendors based on your needs and priorities.
Wedding Planner: I often hear from my clients that hiring a wedding planner was the best decision they made. A wedding planner is there to help you start to finish. They find the right vendors, create an effective timeline, organize all the details, help create a cohesive design, and alleviate the stress of wedding planning. A planner’s goal is to to make your life easier so the wedding planning is joy-filled and exciting. A good planner has solid connections in the wedding industry and will offer you pre-screened vendors who fit your wedding vision. It is wise to hire your planner first. They can help you create a budget, find your venue and all the other vendors who will be your dream team.
Wedding Coordinator/Manager: A wedding manager/coordinator is different from a planner and should not be confused with a venue coordinator. A wedding manager typically step in 2-3 months before your wedding date and help wrap up all the final details of your wedding planning. They will take over communication with all the vendors you have hired and will create a awesome timeline for your wedding day. If you feel like you have all the planning in hand but don’t want the day of tasks to fall to a family member or friend then a wedding coordinator is for you. You do not need both a wedding planner and a wedding coordinator.
Photographer: This is one of the most important vendors a couple can hire. The photographer will capture your day and give you tangible memories to share for years to come. Take time to find a photographer who will tell your story well. Find a photographer that you connect with and whose photos blend with your aesthetic. Then book them right away because they can only do one wedding, and you want to secure them for your day!
Venue: Where will you be holding your wedding and reception? Are they in the same location or will your guests need to travel from ceremony to reception? Everything else you plan hinges on your venue. A venue search starts with deciding on what you want your atmosphere be. Do you want a casual coastal vibe, and elegant ballroom feeling, or a romantic garden atmosphere? Sit down with your partner to discuss what environment you want and how many guests you plan on having. This will help narrow down the venue search. Choose your favorite 3 and select a time to tour them. Continue to narrow down your choices until you find the perfect place!
Videographer: Not all couples choose to hire a videographer, but all the couples that do express gratitude for having one. Your wedding day will go by so quickly, and you will miss so much. It is a gift for you to be in the moment, but you will appreciate having someone record all the special moments. Do your research to find someone that matches your style and aesthetic.
Band or DJ: Music is important to your wedding and definitely helps with the flow of the ceremony and reception. You can choose either a DJ or a band and both have their benefits so it really is your personal choice. A live band is a bigger financial investment than a DJ so it may also be a budget choice. Again, do your research, check out reviews, talk to other brides, and make sure you connect with their style. They are bringing the entertainment so you want to be sure they fit your style.
Caterer: This is most likely going to be the biggest budget item for your wedding, and you want to feed your guests well. People love to celebrate with good food. Take your time finding a caterer who has a good reputation not only for delicious food but also great hospitality. Take the time to do a tasting to make sure the menu flows well and the flavors are complimentary.
Bar services/alcohol: Some venues include this in their wedding services, but if they don’t, you may be quickly overwhelmed with the myriad of mobile bar options. If you do not have a planner who can help you find bar service, ask your caterer for recommendations. Often, the caterer can include this in their offerings. Choose a couple of signature drinks and make sure you have enough. Consult your planner, the caterer, or the venue if you need help determining exactly what you will need for the celebration.
Florist: This one often overwhelms my couples because there are so many choices. So many different flowers and combinations/arrangement options can make choosing the florals one of the most exciting but also the most stressful parts of wedding planning. A good florist will listen to your vision and be able to create a design that matches what you desire. Some florists will offer examples via their portfolios and others will create centerpiece and bouquet samples. Ask questions and make sure you are happy with the answers before hiring your florist.
Bakery: Everyone loves dessert! There are so many options. Choose the type of dessert that you enjoy the most. You can do a beautiful statement cake, a smaller cutting cake with a dessert bar, or just a dessert bar. Most bakeries offer taste testing; don’t skip this. Taste the different frostings, sauces, and desserts to ensure you get a dessert that looks the way you want but also tastes amazing!
Officiant: I believe that this is one of the most important vendors. Take your time and do your research. Maybe you have a friend or family member who will be perfect for this roll. If not, you want someone who will learn your story and lead your ceremony with ease. You want someone who will make your ceremony flow along with your loves story, not someone who sounds scripted and stiff. They will be conducting a very special moment in your life so make sure you connect well.
Hair and Makeup: This vendor will help make you look and feel your best on your wedding day. Find a hair and makeup team who will offer you a trial run so you can feel completely confident on your wedding day. There are many hair and makeup artists so I recommend consulting your planner for recommendations. If you do not have a planner, talk to other brides/vendors and read reviews to help you make your decision.
Stationary: There are many options for stationary. Many couples choose to use an online service like Etsy, the Knot, or Canva. This choice is more budget friendly and works well for many couples. Other couples want stationary that is higher quality that matches their personal vision and aesthetic. I enjoy working with a professional stationary artist and calligrapher. Something about it is classic, timeless, and incredibly personal. Either way, you can create some wildly beautiful invitations.
Rentals: Your rental needs are dependent entirely on your venue. If you are doing a tented estate wedding, you will need to find rental companies that provide everything: tent, lighting, chairs, heaters (if wedding is in the fall or winter), linens, etc. Many venues provide tables, chairs, linens, and chinaware. The rental decisions cannot be made until you secure your venue and determine everything that is included in your venue rental. When looking for a rental company, ask your planner. If you don’t have a planner ask the venue. Read reviews to ensure that your rentals will show up in good condition. Consider rentals that will enrich the guest experience like a photo booth or games.
***When choosing your vendors, it is important to look for professionals who are licensed, insured, and have a contract. Do not work with any vendors who do not offer you a contract.
Do you want to talk further? I would be happy to schedule a complimentary discovery call with you to help you figure out what vendors you need. Head over to my contact page, and let’s chat.
Other vendors to consider:
Live Artist
Transportation
Hotel
Favors
Second Photographer
