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Wedding Vendor Checklist to Ensure You Don’t Miss a Thing

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Planning a wedding is no easy task – but this wedding vendor checklist will ensure you get the wedding of your dreams! From caterers and photographers to DJs and florists, hiring the right people can take the pressure off the couple. That way, you can relax and actually have time to enjoy all the amazing moments of your big day.

Wedding Vendor Checklist

Thankfully, there are lots of online platforms to help you find people to help you out for your big day, like the Knot. You can also use these sites to design a website, create a gift registry, or just get wedding planning advice.

But before you start browsing different vendor lists, it’s important to have a general idea of what you need to book. These vendors won’t apply to every wedding, but you can still use them as a reference when planning.

Wedding Planner

Not every couple needs a wedding planner. However, having one can take the stress out of organizing and planning. You can think of them as your wedding day fairy godmother (or godfather!).

A professional wedding planner can help in the months leading up to the wedding and on the big day itself. From decorating and budget-setting to vendor coordinating and scheduling, wedding planners can help with a variety of different tasks. Some people hire them for everything, while others just need a day-of-event coordinator!


One of the very first things to check off your wedding vendor checklist is the venue. Choosing a venue and date usually should be done before hiring any other vendor on this list (except for a planner). Keep in mind that some venues book out years in advance. If you have your heart set on a special place or date, then you’ll want to reserve that ahead of time.


A garden florals romantic white gray design

Once you have the date and venue picked out, then you can start working on the save the dates and invitations. There are lots of great websites and online tools to help you design these on your own. Otherwise, you can always work with a printer or supplier that specializes in weddings.

In addition to the invite, you should also design RSVP cards (if using mail-in RSVPs), menu cards, and thank you cards. That way, you have one cohesive design.

"Amara" - Folded Wedding Thank You Cards in Sand by Robert and Stella.

Caterer and/or Bar Service

For many couples, food is one of the biggest and most important investments for a wedding. Some venues include catering as part of their package, while others require you to hire an outside company. But caterers aren’t just in charge of meals and drinks. In most cases, they also provide staffing, tables, linens, and dishware.

Cake Designer

A wedding cake isn’t just dessert – it’s a piece of art! Therefore, it’s crucial to look for a baker or cake designer to create the perfect confectionary of your dreams. Some caters can do this, although it’s more likely you’ll need a specialized wedding cake designer.


Choosing a photographer is another important task for your wedding vendor checklist. There are so many different styles of photography out there, so it’s important to look for one that fits your aesthetic. And on top of that, you should make sure you like the photographer themselves. The more at ease you are with them, the more comfortable you’ll be in front of the camera!

Like wedding venues, photographers can also book out in advance, so make sure to do your research early!


Many couples also like to have a videographer in addition to a wedding photographer. That way, you’ll have your wedding vows, speeches, and first dance to look back on. If you can’t find a videographer you like, ask your photographer. They usually have good recommendations or connections to other people in the creative industry.


If your wedding design includes flowers, then you’ll want to hire a florist or floral designer. Not only can they create beautiful arrangements for your décor and table centerpieces, but also for your bridal bouquet as well. They can also make a matching boutonniere that works with your groom’s tux.

As hiring a florist can be expensive, you can also DIY your own wedding décor to save money. For example, you may consider purchasing your own candles, vases, or table numbers.


Make your special evening one that all your guests will remember with a good DJ or musician. A lot of people love to dance during the reception, so look for someone who can set the right mood for the festivities. If you prefer live music, then having a wedding band can also be a way to get the party started.

And don’t forget about music for your ceremony, cocktail hour, and dinner. Whatever type of music you choose, aim to create a nice ambiance for all the different parts of your wedding.

Make-Up and Hair

Twigs & Honey Blooming Magnolia Bridal Crown - wedding vendor checklist

Every bride wants to look their best on their wedding day. And while some women are talented enough to do it themselves, many people prefer to leave it to the professionals.

Many make-up and hair stylists will offer trials so you can perfect your ideal bridal look. You can also use this trial to ensure it’s everything you imagined. Make sure to bring accessories like hairpieces or veils (if you have one) and any make-up or bridal hairstyle ideas you have in mind!

Beauvoire Chapel Veil - wedding vendor checklist

We know first-hand how overwhelming it can be to plan a wedding. But this wedding vendor checklist can make sure you’re prepared for the big day (and the rest of your marital journey!). Remember, hiring the right people can make things less stressful, so do thorough research and make sure to book in advance! And if you want to add some DIY elements to your wedding – that’s okay too! There are lots of ways to save money on wedding essentials to help you stay within your wedding budget.

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