Wedding Vendor Checklist: Best Wedding Suppliers in 2023 to Know

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Your wedding day is one of the most important days of your life, and you want everything to go as smoothly as possible. However, finding the right wedding vendor checklist can be difficult. Don’t worry; we’ve got your back! Viva Wedding Photography suggests tips for finding the best wedding vendors, including photographers, caterers, florists, DJs, etc. With our assistance, you can locate the ideal vendors to make your dream wedding a reality. Begin wedding planning right away!

4 Key Elements Before Finding The Wedding Vendor Checklist

Key Elements For Vendors Needed For Weddings
Key Elements For Vendors Needed For Weddings – Photo by: Zola

Not Only Meet Your Specific Needs

You should consider hiring a wedding vendor team to help you realize your vision when planning your wedding. So, a wedding planner, florist, caterer, musician, photographer, and hair and makeup artist are all important vendors to consider.

Look for a wedding vendor who meets your specific needs and preferences and brings creativity and expertise to the table, enhancing and elevating your wedding day ideas. This will help to ensure that your special day goes off without a hitch, leaving you and your wedding guests with priceless memories.

Purchase Vendor Insurance

You must prioritize protecting yourself and your wedding-day investment by purchasing wedding vendor insurance. This insurance can protect you against any potential property damage or other liabilities during the ceremony or reception.

By taking this precaution, you will be able to relax, knowing that you are prepared for any unforeseen circumstances, and will be able to enjoy your special day with peace of mind.

Budget, Location, And Specific Requirements

To ensure a successful and stress-free wedding, start the vendor selection process with your partner by determining your budget, wedding location, and specific requirements. Following that, you must confirm and consult with your chosen wedding venue to identify any vendor restrictions or regulations that must be considered. Following these steps will help you streamline your vendor search and selection process, ensuring that you find the wedding vendor checklist, perfect fit your budget, and adhere to the guidelines of your venue.

Wedding Vendors Tipping

As you finish your wedding planning, remember to thank the vendors who helped make your day so special by providing them with tipping.

How To Find The Right Wedding Vendor Checklist

When it comes to wedding planning, the right wedding vendor team is critical to making your vision a reality. One of the most important decisions you will face as you embark on this journey is deciding which vendors to include on your list. This necessitates careful consideration of your individual needs and preferences and an understanding of the types of vendors required to ensure the success of your big day.

List Of Vendors For Wedding
List Of Vendors For Wedding – Photo by: Small Business

By selecting the right wedding vendor, you can enjoy a seamless and unforgettable celebration that reflects your style and personality. And now, let’s take a look at the vendors below and the notes to keep in mind when choosing them!

Wedding Planner

For several compelling reasons, a wedding planner should be at the top of your list of wedding vendors. They bring invaluable expertise in managing timelines, resolving any issues that may arise on your big day, and helping you stay organized and on budget throughout the wedding planning process.

Besides, investing in a professional planner, whether a full-service planner or a month- or day-of coordinator, significantly reduces stress levels and ensures your wedding day runs smoothly. Also, while hiring a planner has a cost, the peace of mind and expert advice they provide are unquestionably worth the investment.

Their services may include:

  • Meet with the couple to understand their wedding vision.
  • Creating a wedding budget and assisting the couple.
  • Identifying and selecting vendors who meet the couple’s needs and budget.
  • Locating and selecting the ideal venue and coordinating all aspects of the venue’s services.
  • Creating the wedding’s overall aesthetic and theme.
  • Managing wedding day logistics.
  • Managing the guest list.
  • Managing wedding vendor payments and resolving any outstanding issues.
  • Coordination and management of the wedding rehearsal.

Questions you may ask them before renting:

  • What qualifications and experience do you have as a wedding planner?
  • Do you have any references from previous clients?
  • What services do you provide, and what does each package include?
  • How do you handle a wedding budget?
  • How do you choose vendors, and do you have preferred vendors with whom you regularly collaborate?
  • How do you deal with any problems that may arise?
  • How many weddings have you planned in the past, and how successful have you been?
  • What is your fee schedule, and are there other fees or charges I should know about?

Recommend Rental Period: Least 6-12 months before the special day.


A talented wedding photographer is a crucial factor that you should consider when choosing for wedding vendor checklist.

Whether planning a grand celebration or a simple elopement, your wedding day is one of the most important days of your life. Hence, a skilled photographer will capture your big day’s special moments and memories, so hiring an experienced professional is essential. Unsurprisingly, more than 90% of engaged couples hire a wedding photographer to capture their special day(According to the Newlywed Report of Wedding Wire).

Their services may include:

  • Pre-wedding consultation and planning
  • Full-day wedding coverage
  • Engagement photo session
  • Second shooter or assistant photographer
  • High-resolution digital images
  • Professional photo editing and retouching
  • Online gallery for viewing and sharing photos
  • Print products, such as albums, prints, and canvases
  • Save the dates and wedding invitation design and printing
  • Boudoir photo session
  • Trash the wedding dress photo session
  • Day-after photo session
  • Pre-wedding preparations photo coverage
  • Live photo slideshow during the reception

Questions you may ask them before renting:

  • Can I see examples of your previous work?
  • What style of photography do you specialize in?
  • Will you be the photographer on my wedding day, or will it be someone else?
  • How many hours of coverage are included in the package, and what is the cost for additional hours?
  • What is your cancellation policy in case of an emergency or unforeseen circumstance?
  • Do you offer print products such as albums, canvases, or prints?
  • Do you have liability insurance?
  • When Will the Photos Be Available?

Recommend Rental Period: Least 6 – 9 months before the big day.

>>> Maybe you love: Comprehensive Wedding Planning Checklist For A Perfect Day

Wedding Venue

If you are searching for a wedding vendor checklist, it is important to remember that securing your wedding venue should be your priority. Your venue is the central focus of your special day, and choosing and booking the perfect venue early in the wedding planning process is crucial to ensuring everything runs smoothly. To ensure availability, it is recommended that you secure your venue before sending out any save-the-date cards.

Before making any payments, ensure you have all the necessary information and that the venue suits your ceremony and reception. Take the time to research and select a venue that fits your desired style and budget, as this will set the tone for the rest of your wedding celebration.

Their services may include:

  • Ceremony and reception space rental
  • Catering and bar services
  • Decor and lighting
  • Accommodations for guests
  • Audiovisual equipment rental
  • Transportation services
  • On-site ceremony options (e.g., outdoor garden or chapel)
  • Rental of tables, chairs, linens, and other event equipment
  • Cleanup and setup services

Questions you may ask them before renting:

  • Is the venue available on my preferred date?
  • What is the rental fee for the venue, and what is included in the price?
  • Are there additional fees, such as service charges, taxes, or gratuities?
  • How many guests can the venue accommodate?
  • Is there a minimum or maximum rental period?
  • What is the cancellation policy?
  • What are the venue’s alcohol policies?
  • What are the restrictions on decor and entertainment?
  • Is there on-site parking or nearby parking options?
  • What is the venue’s backup plan in case of inclement weather?

Recommend Rental Period: Least 9 – 12 months before the big day.

Hair Stylist And Makeup

A professional hair stylist and makeup artist can help you look and feel your best on your wedding day. According to the Newlywed Report of Wedding Wire, 80 percent of couples on their wedding vendor list include these professionals.

Besides, with abundant inspiration on platforms like Pinterest, Instagram, and YouTube, discovering your perfect bridal makeup look is easier than ever. Whether you have a precise vision of your desired wedding day appearance or need help bringing it to life, you can easily find someone capable of making it a reality.

Their services may include:

  • Bridal hair and makeup trials
  • Bridal hair styling
  • Bridal makeup application
  • Hairstyling and makeup application for bridesmaids and other members of the wedding party
  • Groom and groomsmen grooming services (such as hair styling, beard trimming, etc.)
  • On-site touch-ups and maintenance throughout the wedding day

Questions you may ask them before renting:

  • Do you have experience working with my hair and skin type?
  • Can I see examples of your previous work?
  • Can you create the specific hairstyle and makeup look that I want for my wedding day?
  • Do you offer a trial run before the wedding day?
  • What products do you use, and are they suitable for my skin and hair?
  • What is your pricing structure, and what is included in the package?
  • How many people can you accommodate for hair and makeup services?
  • What is your cancellation and refund policy?
  • Will you do my hair and makeup on the wedding day, or will it be someone else from your team?

Recommend Rental Period: Least 6 – 9 months before the big day.

Attire Wedding Vendor

Shopping for wedding attire is an important task to complete as you prepare for your big day. Finding the perfect outfit is critical, whether it’s a wedding gown, tuxedo, or wedding party attire.

According to the Newlywed Report of Wedding Wire, most couples buy new outfits for their wedding day, with 78% purchasing a wedding gown and 66% purchasing a groom’s attire. Before making any purchases, research and read online reviews of dress salons and tux shops to ensure you get the best service and value for your money.

Their services may include:

  • Bridal gowns and dresses
  • Groom and groomsmen suits and tuxedos
  • Bridesmaid and groomsmen attire
  • Mother of the bride/groom dresses and suits
  • Flower girl and ring bearer attire
  • Accessories like veils, belts, ties, and cufflinks
  • Alterations and customization services
  • Rentals for wedding attire
  • Preservation and cleaning services after the wedding.

For wedding attire, you may choose from various vendors for weddings specializing in different types of attire. For instance, for the bride, you might select a wedding vendor who specializes in wedding dresses more, while for the groom, you may opt for a vendor who offers tuxedos or suits for men. (It is not necessary to choose from a wedding vendor only.)

Questions you may ask them before renting:

  • What is your pricing structure, and what is included in the cost?
  • Do you offer alterations or customization services, and how much do they cost?
  • How far in advance do I need to order my attire, and what is the turnaround time for alterations or customizations?
  • Do you offer rental options, and if so, what is the rental period, and what is included?
  • Do you offer any discounts or promotions for bulk orders or referrals?
  • What is the payment schedule and method, and are there any hidden fees or charges?
  • How do you handle last-minute changes or emergencies, such as lost or damaged attire?

Recommend Rental Period: Least 6 – 9 months before the big day.

Cake Baker

Choosing the perfect wedding cake is an important part of your wedding preparations. While some caterers may include a wedding cake in their services, if they do not, or if you prefer a specific baker, it is critical to hire the professional vendors needed for weddings. Besides, tasting and selecting the decoration options for your cake with your partner may be fun.

Their services may include:

  • Collaborate with the couple to design and create a cake that matches the wedding theme and color scheme.
  • Provide delivery and set-up services to ensure the cake arrives in perfect condition and is beautifully displayed on the wedding day.

Questions you may ask them before renting:

  • What variety of flavors and fillings do you provide for your cakes?
  • Do you specialize in any particular type of cake or decoration style?
  • Do you offer any vegan or gluten-free options?
  • When do you typically bake the cake before the wedding day?
  • Are there any extra charges for renting cake stands or cake knives?

Recommend Rental Period: Least 6 months before the big day.


Many vendors are needed to help bring your vision to life when planning a wedding. One such wedding vendor that should not be overlooked is a wedding florist. From bouquets to centerpieces and boutonnieres to ceremony arrangements, your wedding flowers play an important role in setting the tone and enhancing the beauty of your special day. So, a wedding florist is essential to your wedding vendor list, as they can help turn your theme and color scheme into a stunning floral display.

Their services may include:

  • Creating a unique bouquet for the bride
  • Designing and arranging boutonnieres
  • Designing and arranging floral decorations for the ceremony,
  • Designing and arranging floral centerpieces for the reception tables.
  • Creating floral installations such as arches, backdrops, and hanging installations
  • Meeting with the couple for consultation and planning
  • Delivery and setup

Questions you may ask them before renting:

  • How do you determine the cost of your floral arrangements?
  • Are you able to work within my budget?
  • How far in advance should I schedule your services?
  • Can you set up and take down the arrangements on the wedding day?
  • How do you handle any changes or adjustments to the arrangements after they have been finalized?
  • Are there any additional fees, such as delivery or setup fees, that I should be aware of?

Recommend Rental Period: Least 6 – 8 months before the big day.


When it comes to hiring vendors for weddings, good music is an essential component. So, hiring a professional DJ or band who understands your preferences is critical. It’s critical to listen to their music ahead of time and discuss your preferred playlist to match the style of your wedding.

Although providing a list of preferred songs is acceptable, avoid taking over as the DJ at your wedding. Instead, communicate your preferred genre and specific songs and leave the rest of the music selection to the expert.

Their services may include:

  • DJ services
  • Live band
  • Musician for Ceremony
  • Musician for cocktail hour
  • Sound system rental
  • Lighting and special effects

Questions you may ask them before renting:

  • Could you provide a list of songs or genres that you specialize in?
  • Can you provide a sample wedding playlist?
  • What is your dress code for the event?
  • How many breaks will you take during the reception, and what will be played during the breaks?
  • What is included in your pricing package?
  • Are you willing to take song requests from our guests or us?
  • Will you also act as the emcee for the event, or do we need to hire someone separately?

Recommend Rental Period: Least 6-12 months before the big day.


When planning your wedding, it’s essential to consider all the vendors needed for weddings to make your day special. While photographers are essential for capturing beautiful still shots, a wedding videographer can take your memories to the next level. So, this is where a videographer comes in, as they can record and edit a beautiful film that will allow you to relive the event with each viewing. Hiring a professional wedding videographer is an excellent way to preserve your special day for future generations.

Their services may include:

  • Cinematography services
  • Documentary-style services
  • Highlight reel services
  • Drone videography services
  • Same-day edit services
  • Love story/engagement video services

Questions you may ask them before renting:

  • What is your experience with wedding videography?
  • Can you provide samples of your previous work?
  • What is your filming style?
  • Will you be filming our wedding or will you send someone else?
  • How many cameras will you use during the wedding?
  • What is your editing process like?
  • How long will it take to receive the final edited video?
  • What is the total cost for your services, and what is included in that cost?

Recommend Rental Period: Least 6 – 9 months before the wedding date.


When planning a wedding, there are many vendors needed for weddings you may consider. One of all, choosing your wedding stationery is a fun part of wedding planning. Numerous options are available, from invitations to place cards, wedding menu cards, guest books, and other paper goods. So, a seasoned stationer can help you select the best paper products and ensure everything is completed on time.

Their services may include:

  • Designing and printing (wedding invitations,save-the-date cards, RSVP cards, thank-you cards, place cards, menu cards, table numbers, wedding signage, ceremony programs, wedding favors, etc.)
  • Custom calligraphy or hand lettering services for invitations or signage
  • Digital addressing and envelope printing services
  • Consultation and advice on invitation etiquette and wording.

Questions you may ask them before renting:

  • What is your experience in creating wedding stationery?
  • Can I see samples of your previous work?
  • Can you customize designs to fit my wedding theme and colors?
  • What is the timeline for designing and delivering the stationery?
  • What is included in the pricing? Are there any additional costs?
  • What is your process for making revisions to the design?
  • Can you assist with wording and etiquette for the invitations?
  • Do you offer printing services or just design services?
  • What is your policy on cancellations or refunds?
  • Do you offer any package deals or discounts for ordering multiple stationery items?

Recommend Rental Period: Least 6 – 9 months before the wedding date.


If you’re looking for a wedding vendor checklist, a wedding caterer is one of the most important ones to consider. It’s time to start thinking about catering after you’ve booked your wedding venue and hired a wedding planner. Consider what kind of menu you want before searching for a wedding caterer. Also, read reviews and check references when evaluating potential caterers.

Besides, before making a final decision, it’s also a good idea to schedule a tasting of the menu you’re interested in. Your wedding planner may be able to recommend a reputable caterer with whom they have previously worked.

Their services may include:

  • Menu planning and customization
  • Food preparation and presentation
  • Table setting and décor
  • Bar service and bartending
  • Staffing and service personnel
  • Equipment rental (tables, chairs, linens, etc.)
  • Cleanup and removal of trash and equipment
  • Coordination with other vendors (florist, DJ, etc.)
  • Special dietary accommodations (vegetarian, vegan, gluten-free, etc.)
  • Tasting sessions to select menu items.

Questions you may ask them before renting:

  • What type of cuisine do you specialize in?
  • Can you provide a sample menu and pricing?
  • Do you offer tastings, and is there an additional cost for them?
  • Will you handle the setup and breakdown of the catering equipment and supplies?
  • What is the ratio of servers to guests?
  • Are gratuities and taxes included in the total cost?
  • What is your cancellation and refund policy?
  • Have you worked at my wedding venue before?

Recommend Rental Period: Least 6-12 months before the big day.


When it comes to planning your wedding, there are several vendors needed for weddings to consider to ensure that your day goes smoothly. An officiant is a must-have on your wedding vendor list. You won’t be able to marry unless you have one! You’ll need to decide whether you want a religious or secular ceremony and find an officiant who can personalize the ceremony and make it appropriate for your special day as you plan it.

Their services may include:

  • Conducting the wedding ceremony
  • Providing customized wedding vows
  • Assisting with obtaining a marriage license
  • Conducting pre-wedding counseling or coaching
  • Offering guidance on wedding ceremony format and content
  • Assisting with selecting appropriate readings or music for the ceremony
  • Creating a personalized ceremony script
  • Performing wedding ceremonies for religious, spiritual, or secular couples
  • Facilitating the signing of the marriage certificate

Remember that an officiant’s services may vary depending on their expertise and the couple’s preferences.

Questions you may ask them before renting:

  • How long have you been officiating weddings?
  • Can you perform both religious and secular ceremonies?
  • What is your ceremony style or approach?
  • Can we customize the ceremony to reflect our beliefs and preferences?
  • How do you work with couples to personalize their ceremony?
  • What is your fee, and what does it include?
  • Will you attend our rehearsal?
  • How do you handle last-minute changes or emergencies?
  • Do you require any premarital counseling or meetings before the wedding day?

Recommend Rental Period: Least 10 months before the special day.


An important part of organizing a successful event is choosing the right wedding vendor checklist. So, when selecting wedding bands, it’s critical to find a reputable jeweler who can walk you through the process and help you select rings that reflect your style and the unique bond you and your partner share.

Their services may include:

  • Engagement rings and wedding bands
  • Custom jewelry design
  • Ring resizing and repairs
  • Cleaning and maintenance

Questions you may ask them before renting:

  • What is your specialty in jewelry design and customization?
  • Do you have a portfolio or samples of your previous works that I can view?
  • How long does it usually take to create and deliver the rings?
  • Do you offer any warranty or return policy for the rings?
  • Do you provide maintenance or repair services for the rings after the wedding?
  • Do you offer any other wedding jewelry or accessories besides rings?’

Recommend Rental Period: Least 6 months before the wedding day.

Rentals Company

A rental company can be a lifesaver when providing necessary items such as chairs, tables, decor, and dinnerware for your wedding day. While some of these items may be available through your caterer, rental companies often have a larger selection. So, including a rental company on your list of vendors for wedding ideals is especially important if you plan an outdoor or destination wedding.

Their services may include:

  • Tables, chairs, and linens
  • Decor items such as centerpieces, lighting, and draping
  • Dinnerware, glassware, and silverware
  • Tents, canopies, and other structures
  • Audio-visual equipment, such as speakers and projectors
  • Dance floors and staging
  • Portable restrooms
  • Heating and cooling equipment
  • Transportation services for guests
  • Generators and power distribution.

It should be noted that the specific services offered by rental companies may differ, so it is best to check with the company directly.

Questions you may ask them before renting:

  • What is included in the rental price? Are there any additional fees for delivery, setup, or pickup?
  • Do you have a minimum order requirement?
  • Do you offer a discount for renting multiple items?
  • Can I see samples of the items before renting them?
  • What is your policy for damaged or missing items?
  • How far in advance do I need to reserve the items I want?
  • Can I make changes to my rental order after I’ve placed it?
  • What is your cancellation policy?
  • Do you have liability insurance?
  • Can you provide references from previous clients?

Recommend Rental Period: Least 6 – 9 months before the wedding day.

Transportation Company

If you’re looking for vendors needed for weddings, transportation is one important aspect that you should consider. Planning transportation for your wedding may be difficult, especially if you want to ensure that everyone arrives on time and safely.

Whether you choose a stretch limo, party bus, or another mode of transportation, hiring a professional service allows you and your VIPs to relax and enjoy the ride without worrying about unfamiliar routes or dealing with traffic. Hence, you may arrive at your wedding feeling like a celebrity if you hire the right transportation company.

Their services may include:

  • Transportation for guests to and from the venue
  • Transportation for the wedding party to and from the venue
  • Transportation for the bride and groom to and from the venue

Questions you may ask them before renting:

  • What type of vehicles do you offer?
  • How many passengers can each vehicle accommodate?
  • Do you have a minimum rental time?
  • What is the rate for additional hours or overtime?
  • Do you have a cancellation policy?
  • Can we view the vehicles in person before booking?
  • Will the driver be dressed appropriately for the occasion?
  • Is there a backup plan in case of a vehicle breakdown?
  • Can you provide references from previous wedding clients?

Recommend Rental Period: Least 4 months before the big day.

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Knowing where to begin regarding the wedding vendor checklist can be difficult. However, by conducting thorough research, asking probing questions, and booking early, you may ensure you have a dream team of vendors on board to help make your wedding day unforgettable. Remember that each wedding vendor is critical to bringing your vision to life, so choose wisely and enjoy the journey.

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