The Only Wedding Vendor Checklist You’ll Ever Need

Your wedding vendors are more than transactional relationships—they’re the dream team that bring your big day to life exactly as you envision it. It’s essential to know the important vendors you need for your wedding day and what to look for in a good vendor that delivers. In this guide, we give you the ultimate wedding vendor checklist so you don’t miss a single detail. We cover what each vendor does, why they matter, the benefits of hiring them, and qualities to look for as you vet potential vendors.

Let’s dive right in!

Quick Takeaways

• Wedding vendors should always have a solid track record backed by client reviews.
• Good personality fit is often just as important as product/service quality when it comes to choosing wedding vendors.
• Google, social media, and word-of-mouth recommendations are all great sources for finding and vetting potential vendors.

The Ultimate Wedding Vendor Checklist

1. Wedding Planner

A wedding planner is like your guiding star throughout the wedding planning journey. They offer expert advice, create timelines, manage budgets, and help bring your wedding vision to life. From selecting the perfect venue to coordinating other vendors and handling logistics, having a planner on your side helps make the wedding planning process stress-free.

Wedding planners may once have been seen as a luxury expense, but today, you can find great wedding planners at almost any price point. Many planners also offer tiered service levels and/or flexible service packages to align with different wedding budgets. 

What to look for in potential wedding planners:

• Proven experience and a portfolio of successful weddings.
• Excellent communication and organizational skills.
• A strong network of trusted vendors.
• A clear understanding of your vision and preferences.

2. Venue

Your wedding venue sets the stage for your celebration and dictates so much about the look and feel of your big day. It should reflect your style and accommodate your guest list comfortably.

Key considerations to keep in mind include indoor/outdoor space options, whether catering/bar service is included, and how well it’s designed for different parts of a wedding day (i.e. ceremony, cocktail hour, reception, after party—whichever are relevant to your plan).

What to look for in a wedding venue:

• Availability on your desired wedding date
• Capacity to accommodate your guest list
• Decor and catering options that meet your needs

3. Photographer

Your wedding photographer has one of the most important jobs of the day—you’re entrusting them to document your wedding and capture every important moment so you can stay present the entire day. It’s so important to find a photographer that not only can deliver your desired photography style, but who you feel 100% comfortable with to be yourself.

What to look for in a wedding photographer:

• A portfolio showcasing a style you love
• Positive reviews and recommendations from past clients
• A good personality fit with you and your fiance
• The ability to capture both traditional and candid photos

4. Caterer and Baker

A delicious dinner is one of the most memorable parts of your wedding reception. Depending on the venue you choose, you may need to hire a caterer separately. If you do, be sure to choose one that has experience catering for larger events, and that has a menu that you genuinely enjoy. 

In some cases, your caterer may also provide your cake, but sometimes you need to hire a baker separately. Ask your venue or caterer about your options and don’t forget to find a separate baker for your cake if needed.

What to look for in a caterer:

• The ability to accommodate dietary restrictions
• Tastings offered to ensure you’re happy with the menu
• Experience in catering weddings of your size
• Professional staff to handle service at your reception

5. Hair and Makeup Stylist

Looking and feeling your best on your wedding day is non-negotiable. Talented hair and makeup stylists can enhance your natural beauty, helping you achieve the look you envision for your big day and radiate confidence throughout. They can often do the same for your wedding party, too.

What to look for in hair and makeup stylists:

• A portfolio of bridal hair and makeup styles
• Trial sessions offered to perfect your wedding day look
• An understanding of your preferred style
• Reliable and punctual service

6. Officiant

Whether you plan to get married at a church or a secular wedding venue, you’ll need to be sure you have an officiant planned to solemnize your marriage. Find an officiant who shares your values and who you know will conduct the ceremony in alignment with your vision (i.e. some officiants stick to the traditional script, others inject humor or personality, etc.).

What to look for in an officiant:

• Legal credentials to officiate weddings
• A ceremony script you love
• Shared values about wedding ceremonies

7. Music entertainment

Music sets the mood for your wedding, and your choice of music entertainment can make or break the atmosphere. Whether you plan to hire a band, a DJ, or both, be sure you find entertainers with the right experience and who can absolutely nail your desired reception vibe.

Always see entertainers in action before you hire them—in person if you can, or through videos. Provide a must-have song list and make sure they’re able to play the songs and genres you love.

What to look for in music entertainers

• A diverse music selection that fits your taste
• Professional equipment and sound quality
• The option to see them perform before you hire
• Experience in wedding receptions

8. Transportation

Depending on the logistics of your wedding day, you may need transportation to get you, your wedding party, and perhaps even your guests from one place to another—especially if your ceremony and reception are at two different locations. Plan for transportation services such as trolleys, limousines, or buses to accommodate your group and make the day run smoothly.

What to look for in transportation services:

• Well-maintained vehicles that fit your wedding theme
• A track record of high-quality and safe service
• Ability to accommodate your group size
• Punctuality and flexibility in case of delays

9. Florist

Flowers are a central component of your wedding decor and the overall ambiance of your venue. A good florist can transform your venue with stunning florals and bring your vision to life, aligning with the color scheme and style of your overall decor.

What to look for in a florist:

• A portfolio showcasing their floral designs
• Knowledge of seasonal flowers and availability
• Options to work within your budget
• Creativity and attention to detail

10. Stationery and Calligrapher

Handwritten invitations add a touch of personalization to your invitations, seating charts, table numbers (etc.). Hiring a talented calligrapher can create beautifully-crafted pieces that leave a lasting impression, all while saving you tons of time in the planning process.

What to look for in a calligrapher:

• Samples of their calligraphy style
• Ability to customize invitations and stationery
• Experience in wedding-related projects
• Timely delivery and attention to detail

11. Honeymoon Travel Agent

Planning your honeymoon should be as seamless as your wedding day. A travel agent with expertise in honeymoon destinations can curate a romantic and memorable getaway that you’ll never forget. Travel agents also often have access to discounted and bundled pricing you can’t access elsewhere.

What to look for:

• Knowledge of popular honeymoon destinations
• Experience in crafting customized honeymoon packages
• Good communication and responsiveness
• Strong customer reviews and testimonials

How to Find Great Wedding Vendors

Like just about everything else in life, Google is your friend when it comes to finding wedding vendors. Do a local search to find wedding vendors in your area, and spend time browsing their websites. You can also use sites like The Knot and WeddingWire, which have vendor search tools to help you find options.

Social media is another great place to spend time searching. You can join groups where people share recommendations and post testimonials, and even communicate directly with potential vendors right on the platform.

Finally, don’t underestimate the value of word-of-mouth. Talk to your friends who have recently gotten married, and ask around for personal recommendations you know you can trust.

If you’re looking for a documentary-style wedding photography to capture your day authentically, we would love to talk more to see if Perennial is the right fit for you. Schedule time to talk to us today!