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Wedding supplier checklist

Who to book and when. Tick the suppliers you need, then keep their contacts, quotes, booking terms and payments in one place.

Wedding supplier checklist

Who to book and when. Nothing is ticked yet, so every kind is listed.

Booked	Supplier	When to book	Name and phone	Deposit due
☐	VenueAsk what's included, the supplier rules, the wet-weather plan and the finish time.	15 months before
☐	Planner or coordinatorMany venues have an on-the-day coordinator. Ask before you hire another.	15 months before
☐	Registrar or celebrantA celebrant ceremony isn't legal on its own in England and Wales; check what you need.	12 months before
☐	PhotographerAsk to see a full wedding gallery, not only highlights.	13 months before
☐	CatererSkip this if your venue does the food. Ask whether prices include VAT.	12 months before
☐	Band or DJAsk what equipment they bring and how long they play.	12 months before
☐	VideographerAsk how long the film is and when you'll get it.	11 months before
☐	FloristBring photos you like and say your budget early.	9 months before
☐	Bridal shopAllow time for alterations.	9 months before
☐	Hair and make-upBook a trial, and check how many people they can do in the time.	8 months before
☐	Cake makerAsk about a tasting and delivery.	6 months before
☐	Suit hireHire needs sizes from everyone in good time.	6 months before
☐	Wedding carsAsk about the minimum hours and what happens if you run late.	6 months before
☐	HireCheck delivery, set-up and collection times.	6 months before
☐	StationeryLeave time for printing and posting.	5 months before
☐	JewellerAllow time for sizing and engraving.	4 months before
☐	OtherAnyone else you book.

How to use the supplier checklist in 4 steps

Tick the suppliers you need. Go down the list and tick each kind you plan to book. Leave out any your venue already covers, such as food or an on-the-day coordinator.
Book in the order shown. The list runs in the order most couples book, with how many months ahead for each. Start with the venue, because everything else depends on the date.
Print it or take it as a spreadsheet. Print the ticked list, or download it as a spreadsheet with columns for the contact, quote, deposit and balance. Free, no email.
Keep the details in one place. Write down who you booked, what they quoted and when each payment is due. The supplier tracker does this for you and reminds you before a payment is due.

Before you sign

Every supplier gives you a quote or a booking agreement. Read the deposit, the payment dates and the cancelling terms before you sign, and ask about anything that is not clear.

What to check in a wedding supplier contract

Frequently asked questions

Which suppliers do we need?: It depends on your wedding. Most couples book a venue, a photographer, food, music and flowers, and many add a registrar or celebrant, hair and make-up, a cake maker, wedding cars and hire. Tick the ones you need on the list above, and skip any your venue already does, such as the food.
When should we book them?: Start with the venue, because the date depends on it. Then go down the list: Venue, about 15 months before; Planner or coordinator, about 15 months before; Registrar or celebrant, about 12 months before; Photographer, about 13 months before; Caterer, about 12 months before; Band or DJ, about 12 months before; Videographer, about 11 months before; Florist, about 9 months before; Bridal shop, about 9 months before; Hair and make-up, about 8 months before; Cake maker, about 6 months before; Suit hire, about 6 months before; Wedding cars, about 6 months before; Hire, about 6 months before; Stationery, about 5 months before; Jeweller, about 4 months before.
Do you tip wedding suppliers in the UK?: It isn't expected. A thank-you, or a tip for staff who went beyond what you asked, is a kind extra and never owed. A review or a thank-you note is welcome too.
Who keeps the supplier contact list on the day?: Pick one person you trust, such as your planner or coordinator, a family member or a friend. Give them a printed list with each supplier's name, phone number and arrival time, so you are not the one answering calls. The supplier tracker in Merriwell Plus can print a contact sheet for this.