How to Manage Your Wedding Vendors Like a Pro

You’ll typically work with anywhere from 3 to 33 vendors to bring your wedding to life.
So how do you stay organized with such a team, without missteps or mishaps?
Here are 5 pro tips.

comment gerer ses prestataires de mariage comme un·e pro — Feeligrans

What is a vendor?

A vendor is someone responsible for delivering a service, supplying an item, or performing a specific task.

Vendors are here to ensure your wedding is a success, in exchange for compensation.

You’ll be hiring people who don’t know each other but will work together so that your wedding turns out exactly the way you want it.

1 – COMMUNICATE

Always notify all your vendors about all relevant information!

Things to remember:

Always restate the date and location in every exchange
Keep a written trace of every agreement
Send a recap
Send a reminder 8 days before the wedding (or according to the agreed timeline)

2 – ORGANIZE

Arrange an on-site meeting with everyone.
(Or at least with the key people.)

Questions to clarify:

Where will the equipment be set up?
Where are the power outlets?
Is there enough electrical capacity?
Can a truck unload easily?
Can the food truck park here?
Where to place the ceremony so nobody stares into the sun?
What color was Henry IV’s white horse?

Not everyone needs to attend this meeting.
But make sure to share the meeting notes with those who couldn’t make it.

3 – ASK FOR THEIR REQUIREMENTS

Checklist:

Number and power of electrical outlets needed (yes, it comes up often, and for a reason!)
Does the DJ need a table?
Who is responsible for each installation?
Does the caterer have a refrigerated vehicle? A holding cabinet?

4 – TAKE CARE OF YOUR VENDORS

Yes, it needs to be said.

Simple common-sense rules, but on a busy wedding day, they’re easy to forget.

Offer drinks (especially in hot weather)
Provide a decent meal (it doesn’t have to be the €150-per-person menu)
Smile and say THANK YOU
Pay on time

5 – APPOINT A TRUSTED PERSON

coordination jour j toulouse — Diane BARBIER

Someone who:

Knows the timeline by heart
Knows where the cake topper is
Signals when it’s time for the First Dance
Knows where the drinks are stored
Has the babysitters’ contact info
Can answer any question

Of course… it’s much easier if that trusted person is a Wedding Planner!

Need support managing all the moving parts of your wedding day?

Our team of professional Wedding Planners is here for you.

Explore our coordination services and discover how we can simplify your special day.

And if you want to go even further, here’s our vision of what coordination truly means.