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Wedding vendor checklist

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

Wedding vendor checklist

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

Booked	Vendor	When to book	Name and phone	Deposit due
☐	VenueAsk what's included, the vendor rules, the rain plan and the end time.	15 months before
☐	Planner or coordinatorMany venues include a day-of coordinator. Ask before you hire another.	15 months before
☐	OfficiantCheck they can legally marry you in your state.	14 months before
☐	PhotographerAsk to see a full wedding gallery, not only highlights.	13 months before
☐	CatererSkip this if your venue provides the food. Ask what the service charge covers.	12 months before
☐	DJ or bandAsk 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 makeupBook a trial, and check how many people they can do in the time.	8 months before
☐	Cake or dessertsAsk about a tasting and delivery.	6 months before
☐	Suits or tuxedosRentals need sizes from everyone in good time.	6 months before
☐	TransportationAsk about the minimum hours and the overtime rate.	6 months before
☐	RentalsCheck delivery, set-up and collection times.	6 months before
☐	InvitationsLeave time for printing and posting.	5 months before
☐	JewelerAllow time for sizing and engraving.	4 months before
☐	OtherAnyone else you book.

How to use the vendor checklist in 4 steps

Tick the vendors 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 a day-of 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 vendor tracker does this for you and reminds you before a payment is due.

Before you sign

Every vendor gives you a contract. Read the deposit, the payment dates and the cancellation terms before you sign, and ask about anything that is not clear.

Frequently asked questions

What vendors do we need for a wedding?: It depends on your wedding. Most couples book a venue, a photographer, food, music and flowers, and many add an officiant, hair and makeup, a cake, transportation and rentals. Tick the ones you need on the list above, and skip any your venue already includes, such as catering or a day-of coordinator.
In what order 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; Officiant, about 14 months before; Photographer, about 13 months before; Caterer, about 12 months before; DJ or band, about 12 months before; Videographer, about 11 months before; Florist, about 9 months before; Bridal shop, about 9 months before; Hair and makeup, about 8 months before; Cake or desserts, about 6 months before; Suits or tuxedos, about 6 months before; Transportation, about 6 months before; Rentals, about 6 months before; Invitations, about 5 months before; Jeweler, about 4 months before.
How far ahead do we book a photographer?: About 13 months before the wedding, going by our list. Ask to see a full wedding gallery, not only highlights.
Which vendors need feeding?: Many contracts ask for a meal for vendors who work through the reception, such as the photographer, videographer, DJ or band, and planner. Check each contract, and tell your caterer how many vendor meals to plan for.
Who keeps the vendor 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 vendor's name, phone number and arrival time, so you are not the one answering calls. The vendor tracker in Merriwell Plus can print a contact sheet for this.
Is the tracker free?: The checklist, the printed list and the spreadsheet are free, with no account. The tracker, which keeps each vendor's contact, quotes, contract and payments together, is part of Merriwell Plus. Names and payments you add to the free budget stay free.