The Ultimate Wedding Vendor Checklist

Ever wondered how to build the perfect wedding vendor checklist for your big day without breaking a sweat?

Now, I know from personal experience that piecing together all the vendors needed for your wedding day can feel like trying to solve a 1000-piece puzzle without the box cover—overwhelming, right?

Well, stress no more!

I’ve crafted this wedding vendor checklist to not only save your sanity but also to ensure you’re covered from the “I dos” to the last dance.

It’s your favorite third wheel Ayla here, and it’s my mission to walk you through the wedding vendor checklist, pointing out the best vendors who’ll make your day unforgettable.

Whether you’re diving into vendors needed for wedding planning for the first time or just making sure you’ve covered all your bases, this wedding vendor checklist is designed to keep the chaos at bay and ensure every detail is perfect.

So, let’s dive right in so you can master your wedding vendor list without dropping a sweat—or a fortune!

I’ve sprinkled some affiliate links throughout this post for stuff I totally adore (like, seriously). Clicking on these won’t cost you a penny extra, but if you do make a purchase, I may earn a tiny commission which goes straight to feeding my fur babies.

Understanding Your Wedding Vendor Needs

Assessing Your Wedding Scale

Let’s figure out what you’re throwing, and I’ll tell you who’s making the guest list cut.

Dream big, but keep it real, okay?

Here’s a detailed table that outlines typical vendor needs by wedding size, helping you plan according to the scale of your event:

• Essential Vendors: These are the vendors you need to ensure your wedding functions smoothly. They cover the basic needs of any wedding, regardless of size.
• Recommended Add-Ons: These vendors enhance the experience and aesthetics of your wedding. They are typically considered when the budget allows for a bit more flexibility.
• Optional Luxuries: These are high-end options that can make your wedding stand out and provide an exceptional experience for you and your guests. They are ideal for large weddings or when you want to go the extra mile in creating a memorable event.

Setting a Budget

This part’s as fun as a root canal, but it has to be done.

Dive into those numbers like you’re on a treasure hunt—except it’s for saving coins, not spending them!

Essential Wedding Vendors

1. The Wedding Venue

Picking the right venue isn’t just about finding a place that looks good in photos (although, let’s be honest, that’s pretty damn important).

It’s about finding a space that feels right, fits your vibe, and doesn’t make your wallet cry itself to sleep.

Here’s the scoop: your wedding venue sets the stage for your entire wedding, and it’s more than just a backdrop.

It’s the holder of your memories, the canvas of your big day.

So, think about what really matters to you.

Is it the location, the view, the amenities, or all of the above?

Some wedding venues are all-inclusive, meaning they’ve got everything from tables and chairs to linens and even a wedding coordinator.

Others might give you the freedom to bring your own vendors.

Both have their perks, but it’s like choosing between a set menu and going à la carte—what really works best for you?

Why I Chose Plum Guide

it’s a Godsend.

When planning my pre-destination wedding reception, I knew I wanted something more than just a standard venue.

Choosing Plum Guide for my pre-wedding reception was a no-brainer after discovering their collection of high-quality, vetted homes.

They literally test every single home available to ensure it meets their high standards—the kind of standards you want when you’re looking to make your wedding extra special.

2. Caterers

Food is the real MVP of any wedding.

Get this right, and you’re golden.

We’re not just talking about feeding the masses here—we’re talking about a culinary experience that’ll have your guests raving for months.

Trust me, the last thing you want is your cousin twice-removed moaning about the menu at your epic bash.

What to Consider When Picking Your Wedding Food Guru:

1. Taste Test: Always, and I mean always, do a taste test. If they don’t offer one, that’s your cue to sprint in the opposite direction.
2. Menu Flexibility: Got vegans, vegetarians, and meat-lovers attending? Make sure your caterer isn’t a one-trick pony. Look for someone who flexes their menu muscles to accommodate all your guests’ dietary quirks.
3. Service Style: Are you about that buffet life, or are sit-down meals more your jam? Maybe you’re envisioning fancy stations or a family-style feast? Whatever your style, get a caterer who nails it.
4. Reviews and Referrals: Dive into those reviews like they’re the last piece of wedding cake. And don’t just stop there—ask for referrals.

Picking Your Perfect Caterer

1. List top 3 caterers ➜ 2. Schedule tastings ➜ 3. Check reviews ➜ 4. Compare quotes ➜ 5. Make decision

3. Photographers

Between the whirlwind of emotions, the blur of happy faces, and like, a gazillion moments you’ll be too busy soaking up, you need a kick-ass photographer to capture it all.

Picking the right wedding photographer isn’t about just finding someone who can take pretty pictures (though, obvi, that’s super important).

It’s about finding someone whose vibe matches yours, who gets your style and can tell your story the way you feel it.

It’s like picking a new bestie who you’ll spend one of the most important days of your life with—no pressure, right?

Here’s the deal: When you’re scrolling through portfolios, look for a photographer who makes you feel something when you look at their pictures.

Did you catch yourself smiling at a stranger’s wedding photo?

Yep, that’s the good stuff.

And don’t just stop at their Instagram or website.

Dive deep.

Read the testimonials—do people rave about how they barely noticed the photographer was there?

That’s a sign of a pro who can weave through your wedding like a ninja—seen, felt, but never in the way.

And let’s be real, this is one area where you don’t wanna skimp.

This isn’t the time for your cousin who just got a camera last Christmas to step in.

Trust me, you want someone with the skills to handle whatever lighting nightmare or weather chaos the day throws at them.

And once you find ‘the one,’ lock them down!

Good photographers get booked faster than you can say “I do.”

Your wedding photos are going to be your go-to gems for years to come, sparking joy and a little bit of that “dayum, we did that!” feeling every time you flip through them.

So make that choice count!

My Wedding Photo Faves

4. Florist

Choosing Your Style

Flowers can say a lot, like, “I love you” or “I spent too much.”

When you’re diving into the floral fantasy of your dream wedding, you don’t just want any florist; you need a floral artist.

Someone who gets that your bouquets and centerpieces aren’t just decor but are part of the storytelling of your day.

They have to speak your style, whether that’s boho chic, modern minimalism, or glam all the way.

Find a florist who gets your vision and doesn’t push you toward the peonies if you’re more of a daisy gal.

Floral Must-Haves

• Bouquets
• Centerpieces
• Ceremony backdrop

Working with Florists

Now, when you meet with potential florists, don’t just talk shop.

Get personal!

You want someone who gets the vision in your head.

Bring pictures, color swatches, and maybe even that Pinterest board you’ve been hiding.

Be clear about what you love, but more importantly, what makes you cringe.

Be upfront about what you can spend and see if the florist can work their magic within your means.

A great florist will give you the world, or at least make it look like they have, without breaking the bank.

Also, think beyond the bouquet! Ask about rental items, setup fees, and take-down fuss.

You don’t want to be worrying about who’s going to collect all those fancy vases at midnight.

5. Wedding Officiant

This is the person who’s gonna make it all official, so you better believe choosing the right one is a big deal.

It’s not just about finding someone who can legally say, “You may now kiss each other silly”.

It’s about snagging someone who feels like they get you as a couple and can convey your love story like they’ve been in the front-row seat all along!

If you’re going all traditional, you might opt for a religious leader from your faith community.

But if you’re looking to mix things up or go non-traditional, there are tons of options.

And let’s not forget—the meet and greet is crucial!

You wouldn’t buy a car without test-driving it first, right?

The same goes for your officiant.

Grab a coffee with them, chat about your love story, your ideal ceremony, and see if the vibe checks out.

You want someone who makes you feel comfortable and understood, not like you’re just another appointment in their planner.

Now, a quick pro tip: always have a backup plan.

Sometimes life throws a curveball, and Aunt Sally who promised to officiate catches a nasty flu.

Make sure you have a plan B, maybe a super articulate friend who can step in or a local officiant on speed dial just in case.

6. Wedding Cake Baker

First up, let’s be real: the cake tasting is arguably the best part of the wedding planning process.

You get to sit down and stuff your face with a variety of flavors, frostings, and fillings—oh my!

But it’s not just about indulging your sweet tooth.

This is where you get a taste (literally) of the baker’s skills.

Can they craft a flavor that pops?

Is the frosting so good you could eat it with a spoon?

If yes, you might be onto a winner.

Now, the wedding cake isn’t just a dessert; it’s a centerpiece.

It has to look stunning and match your wedding theme.

Rustic chic, glam, minimalist—whatever your wedding style is, your baker needs to get it and be excited to bring it to life

And let’s talk about reliability.

This isn’t a job for your cousin who likes to decorate cupcakes.

Professionalism matters because you need someone who shows up, delivers on time, and doesn’t turn your three-tier dream into a leaning tower of “oops.”

7. Hair and Makeup

let’s chat about the glam squad—your hair and makeup artists.

Professional glam squads are worth their weight in gold (and hairspray).

Choosing the right hair and makeup artist is not just about looking good; it’s about feeling like the best version of yourself on your big day.

When scouting for your beauty team, remember that your wedding ain’t a time to gamble on a newbie or that cousin who’s “really good at makeup” (unless they actually slay, then go for it!).

Look for artists with a robust portfolio—bonus points if their Instagram is a gallery of bridal masterpieces.

You want to see diversity in their work that shows they can handle your unique skin tone, hair type, and personal style.

And here’s a hot tip: schedule a trial run a few weeks before the wedding.

It’s like a test drive but for your face and hair.

This is your chance to communicate your likes, dislikes, and tweak things before the day.

Trust me, it’s worth the extra cash to avoid any “what the fluff” moments when you finally get in the chair.

Music and Entertainment Wedding Vendors

7. DJs vs. Bands

It’s the ultimate showdown.

It’s like choosing between a killer playlist and a live concert—both can amp up your wedding vibes but in totally different ways!

DJs: The Spin Masters

They’re the perfect pick for a seamless night of bangers, offering a variety that spans decades and genres at just a tap of a button.

Why go with a DJ? Here’s the rundown:

• Endless Variety: A DJ can switch from Top 40 to 80s hits faster than you can say “I do,” ensuring the dance floor stays packed.
• Space Savers: Got a cozy venue? No problem. DJs don’t need much room. Just a corner for their decks and they’re good to rock.
• Budget-Friendly: Generally speaking, DJs cost less than live bands. I went DJ because I decided to splurge in other places. So, if you’re trying to make your wedding dollars stretch, a DJ might be your best bet.

Bands: Live and Kicking

On the flip side, if you want to bring the energy of a live concert to your wedding, then a band is your go-to.

• Unmatched Energy: Bands interact with your guests and feed off the crowd’s energy, which can turn your reception into an unforgettable live event.
• Personal Touch: First dance to a live serenade? Yes, please!
• Aesthetic Appeal: A band setup can add an element of style to your venue décor. Those instruments on stage? Pure wedding aesthetic gold.

So, What’s the Best Beat for You?

Choosing between a DJ and a band comes down to what feels right for your vibe, venue, and budget.

Grab this guide to ask all the right questions before you hire someone to handle wedding planning journey for your big day.

8. Photo Booth

Listen, if you’re thinking about skipping this, let me stop you right there.

Imagine this: after a couple glasses of bubbly, even your Great Aunt Mildred might be throwing on a feather boa and making duck faces.

That’s gold, baby, pure gold!

Fun snaps with props?

Yes, please!

Plus, instant wedding favors!

Nice-to-Have Wedding Vendors

If your wallet allows, these vendors add that cherry on top of your big day sundae.

Wedding Videographer

here’s a hot tip from your no-BS bridal buddy (yep, that’s me!):

When you’re chatting up potential videographers, ask to see full wedding videos, not just the highlight reel.

You need to be sure they can tell the whole story beautifully, not just the flashy bits.

Plus, discuss how they coordinate with photographers.

It’s like a duet—they need to work in harmony to ensure they capture every angle without stepping on each other’s toes.

Remember, loves, this film is your love legacy.

When you’re bawling your eyes out on your 10th anniversary, you’ll thank me.

Transportation

Whether you’re rolling up to the ceremony or making a grand exit, the transportation you choose can add that extra layer of wow to your wedding.

But wait, are you really going to settle for your cousin’s beat-up old sedan with a malfunctioning GPS system?

Heck no!

This is where you go big – think vintage Rolls Royce, a stretch limo, or heck, even a decked-out party bus for the whole squad.

Choosing the right chariot (aka your wedding transport) means considering a few key things:

1. Size Matters: How many people are we talking about? Just the two of you, sneaking off in a sleek convertible? Or do we need something that can handle the whole bridal party? Make sure there’s room for everyone to sit comfortably, especially if those dresses have more layers than a wedding cake.
2. Timing is Everything: Coordinate your timelines like a boss. You don’t want to be late to your own party because the limo was stuck in traffic. Work out the routes beforehand and maybe add a little buffer time for peace of mind.
3. Style for Miles: What’s your wedding vibe? If you’re all about that vintage glamour, a classic car might be your ride. Going modern and chic? Look into something sleek and shiny that turns heads.
4. Budgeting for the Journey: Let’s be real; those fancy rides aren’t running on love and happiness. They cost a pretty penny. Set aside a realistic budget for transportation to avoid any last-minute financial surprises.

Why I Went With Blacklane

Enter Blacklane.

They are the fairy godparent of your wedding transportation dreams.

With their sleek sedans and professional drivers, they take the stress right out of the equation.

And let me tell you from personal experience—when I used Blacklane for my own wedding, it was nothing short of fabulous.

I booked them for the whole shebang—picking up my in-laws from the airport, shuttling the wedding party to the wedding ceremony, and, of course, that dramatic, to my reception.

Every car was spotless, the drivers were punctual and knew the best routes to avoid traffic, and the peace of mind?

Priceless!

Blacklane doesn’t just offer rides; they deliver experiences.

You can book rides in advance, manage everything online, and even customize your service.

Want a bottle of bubbly waiting in the car?

They’ve got you.

Need a last-minute change to your itinerary?

No problem.

Let’s just say, choosing Blacklane means no one’s getting lost on the way to the chapel, and you’re not stuck waiting for that one lost cousin who still uses a paper map.

Stationery Artist

From wedding invitations to save-the-dates, it’s all in the details.

When I was gearing up for my wedding date, I thought, “Ayla, how hard can it be? Pick a pretty template, hit print, and call it a day, right?”

Wrong!

My first batch of DIY invites looked like they were color-blind tested in the dark—absolutely tragic.

That’s when I discovered Prints of Love, and let me tell you, it was like swiping right on the perfect match!

Easy upload, fast delivery, and you’re not even paying for shipping.

That’s right, shipping’s on them, and it’s faster than a bridesmaid bolting for the bouquet!

Choosing Prints of Love was a game-changer for me.

Every invite was a showstopper, setting the stage for the day with the right mix of elegance and a hint of “wait till you see the real deal.”

6: Legal and Logistical Considerations

When you’re lining up your dream team of wedding vendors, understanding the fine print isn’t just smart—it’s a must to avoid any “I thought this was included!” mini-meltdowns.

Understanding Vendor Contracts: Your Safety Net in Fine Print

When you’re swooning over stunning floral arrangements or mouth-watering menu tastings, it’s easy to skim the boring contract stuff.

But let me tell you, those documents are your best friends.

They lay out what’s what, who’s responsible for what, and what happens if things go sideways.

Key Contract Terms and Why You Should Care:

Here’s the breakdown to keep you savvy and safe—no law degree needed.

No contract?

No guarantee.

And trust me, you don’t want your big day turning into a game of “Where in the World is My Photographer?”

Wrapping It All Up

And there you have it, my loves—a complete guide to nailing your vendors list for wedding without a hitch.

If you’ve stuck with me this far, you’re now armed with the know-how to recruit the dream team that will bring your vision to life!

• Communicate Clearly: Be as specific as possible about your needs and expectations.
• Read Reviews: And not just the good ones. How a vendor handles criticism says a lot.
• Get Everything in Writing: Because memories are less reliable than you’d think, especially when it comes to refunds. Remember, this day is all about you and your boo. Keep it real, keep it fun, and don’t let the stress steal your sparkle. Start early, stay organized, and keep those communication lines open.

Ensure you have all areas covered with this final sweep:

• Contracts signed and double-checked
• Deposits paid
• Schedules confirmed
• Plan B in place for each category (because life happens)

Oh, before you go!

Check out these posts to make sure you have everything covered:

• 7 Killer Tips For Working With Your Wedding Vendors

Ayla Banks

Ayla is a 20-something-year-old wife and mother who planned her own wedding in 2022. Join Bohovows.com to learn how to fire your expensive wedding planner and plan your dream wedding independently and confidently. With a no-nonsense approach, Ayla offers tools, resources, and insider tips—from decoding vendor contracts to curating the perfect venue—making wedding planning accessible and stress-free.