The Ultimate Wedding Vendors Checklist
Your dream wedding relies on the dream team that brings it all to life. From florists to photographers, securing and coordinating your wedding vendors is one of the most important parts of the planning process. This wedding vendors checklist will help you keep track of who you need to hire, what to ask, and when to book each vendor.
💡 Pro Tip: Print this list to make sure you don’t forget to book any of your must-have vendors! You can find the printable copy on Etsy.
Must-Have Wedding Vendors
- Venue(s) — ceremony and reception spaces
- Photographer — for candid moments and portraits
- Videographer — optional, but wonderful for reliving the day
- Caterer — food and beverage service
- Planner or Coordinator — full planning or day-of support
- Florist — bouquets, centrepieces, ceremony flowers
- Hair and Makeup Artist — beauty team for the wedding party
- Entertainment — DJ, live band, or ceremony musicians
- Officiant — religious or civil celebrant
- Baker — wedding cake and/or desserts
- Stationery Designer — invitations, signage, menus
- Transport Provider — car hire, buses, or guest shuttles
- Rental Company — furniture, décor, lighting (if not provided by venue)
Optional & Speciality Vendors
- Photo Booth Hire — fun guest entertainment
- Calligrapher — for signage and personal touches
- Stylist or Designer — for overall aesthetic support
- On-the-day Content Creator — social media-ready footage
- Custom Favours Provider — edible treats, keepsakes, etc.
- Dog Chaperone — if your pet is part of the day
Vendor Booking Timeline
- 12+ Months Out: Venue, planner, photographer, videographer
- 9–11 Months Out: Caterer, florist, entertainment, officiant
- 6–8 Months Out: Hair and makeup, stationery, rentals, baker
- 3–5 Months Out: Transport, extras like favours or photo booth
- 1–2 Months Out: Confirm final numbers and logistics with each vendor
Vendor Details to Track
- Contact names and phone numbers
- Booking confirmation and contract status
- Deposit amount and payment deadlines
- Delivery and setup times
- Final balances due
- Gratuities or thank-you gifts
💡 Try This:
Download your printable Wedding Vendor Checklist to keep everything organised in one place — grab it here.
📌 Pin This Post
Pin this checklist now so your vendor bookings stay stress-free and on schedule.
Amy x
Owner of The Fabled Designs on Etsy – custom wedding stationery for your special day!
P.S. Explore more planning guides and printable tools across the blog to build your dream wedding day!
