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Wedding Vendor Checklist: List

of 11 Must-Have Wedding
Vendors
December 3, 2022
 Wedding Planning (https://eventtube.io/category/wedding-planning/)
 Wedding Checklist (https://eventtube.io/tag/wedding-checklist/)

Pooja Jena

Weddings mark one of the happiest events of

your life. But it comes with a lot of planning,
hard work, and exhaustion too.
 As someone who needs to plan the wedding,
there’s always so much toBLOwatch
G outCfor.
O N TFrom
ACT US
(https://eventtube.io) venue booking and catering to planning return
gifts for the guests, you have a lot to look after.

And amidst this ‘too much’, there’s always a

thing or two that tends to slip our mind. So
you’re looking for a checklist to help you keep a
tab of the most important thing to be planned—
wedding vendors.

While you can prepare, organize, and learn

things on the go, a checklist would save your
effort and time.

This article will give a detailed account of the

wedding vendor checklist to plan the big day.
Let’s get started.

A. Venue Vendors

The venue is perhaps the most costly affair of

the entire wedding. So you must think it through
before you go ahead and book one.

Wedding venues can be booked as early as a

year before the actual event. In fact, the earlier,
the better. Why? Because it not only gives you
ample time to put other things in order but may
also get you a discount on booking.
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Credits: 1Plus1 Studio

There are many things you should consider

before you finalize the venue. Here are some of
them:

Budget – Are you looking for an affordable

venue (https://eventtube.io/affordable-
wedding-venues/) or an expensive coveted
venue (https://eventtube.io/wedding-
venue-in-delhi/)?
The space required for the number of
guests
The venue type–indoor, outdoor, banquet,
hotel, farmhouse, poolside, terrace, etc.
Location and proximity for you and the
guests
Your compatibility with the venue staff as
you’re going to work with them like a team.
For example, suggest your wedding ideas
and request some special facilities. You
can make your decisions based on how they
are willing to adjust and respond
Venue facilities or lack thereof. For
example, lighting, furniture, in-house
 catering and decoration, accommodation,
valet parking, etc. B L O G CONTACT US
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B. Food and Catering

How many times have you seen someone (or

been someone) going to a wedding just for the
food? Well, MANY guests do that. And as the
host, it’s important that you satisfy them till
their hearts (and stomachs) are full.

So selecting a good caterer is a must in your

wedding vendor checklist. Believe us, the taste
of the food will linger even after the wedding is
over!

While finding the right vendor, you can ask

around for references or search online.
Sometimes, the venue also provides catering
services via their own vendors.

Credits: WedWonderz
 No matter how you select the caterer, make
sure they meet your taste and
BLO G hygiene
CONTACT US
(https://eventtube.io) standards. Do not skip taste testing.

Another important thing—make sure you run a

background check. Check if they have covered
events with a scale like yours in the past.

Lastly, check for their availability and make the

booking.

C. Decorator

Decorator is the next big player at your wedding

to deliver the overall look of the wedding.

If you’re big on themes and aesthetics, you can’t

compromise on this vendor.
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Credits: Vogue India

As a wedding organizer, be sure to assess the

vendor and arrangements based on the
following parameters:

Does your decorator take care of lighting,

furniture, and flower arrangements? Some
decorators leave the flower arrangements
for the florist
 Does the decorator bring their own
material or do youBneed
L O G to procure
CONTAit?C T U S
(https://eventtube.io) Are there any associated costs in addition
to the fixed cost for their services?
Does the vendor conceptualize the design
or only implement your given design ideas?
Will the vendor provide a cleanup at the
end of the event?
Do they have the required licenses?
Are all the decorations and rental items
insured? It’ll come in handy in case of
damage and breakage

If you’re getting married in India, here are some

wedding decorators
(https://www.wedmegood.com/vendors/all/wedding
decorators/) you can check out to check this box
in your wedding vendor checklist.

D. Photographer and
Videographer

These vendors will record all the memories of

your special day. Their contribution will be
remembered for decades and generations.
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Credits: Dulhaniyaa

Needless to say, you must choose your wedding

photographer wisely. Besides taking into
consideration all the references, you should
also interview them individually.

Make sure your aesthetic sense matches theirs.

Don’t forget to make a mood board or Pinterest
board to communicate your ideas better.

E. Wedding Entertainment

Undoubtedly, weddings are exciting on their own.

However, they can also be long and tedious. To
spice things up, here are all the wedding
entertainment options you can consider in your
wedding vendor checklist:

Live band
Singer
Comedian
DJ
 Magician
Belly dancers/any Bfolk
L O Gdancers
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Credits: VivaCity India

F. Designer or Outfit
Retailer

Everyone wants to look like a dream on their big

day. There are multiple ways to go about it.

You can get your outfit designed from scratch by

a designer.

Alternatively, you can buy a ready-made outfit

and get it adjusted as per your measurements if
needed.

Another cost and eco-friendly option you may

consider is renting an outfit.
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Credits: LBB

If you’re buying your outfit months in advance,

make sure you leave a few extra inches. It’ll
help you get it altered in case of any last minute
bodily changes.

G. Jewelry Makers

Not many couples (read: their families) like to

buy ready made jewelry. So, they get their
jewelry made by local designers. Don’t forget to
add them to your wedding vendor checklist.
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Credits: HerZindagi

Another option for buying ready-made jewelry is

to buy artificial jewelry. They look very real and
are light on the pocket. And the best part is that
you get enormous color and style options to
match your outfit.

H. Hair and Makeup Artist

Everyone wants to look nice in weddings,
especially the bride. Feeling confident and
beautiful on your special day, accentuates your
overall experience.

Here, a stylist is the one who makes or breaks

the deal.
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Credits: BeBeautiful

To have a smooth experience with your stylists,

make sure your vision is clear. Research the
kind of makeup and hair you’d want so that you
can explain it well.

If you are vague, leave it at the artist’s

discretion. But then be ready for last-moment
surprises too!

You can even take inspiration from YouTube,

Instagram, and Pinterest. Then go to your
nearest beauty parlors, explore artists, and try
to finalize one.

Sometimes, accessories such as ornaments or

lashes may not come as a part of their package.
So you need to pay for them separately. Thus,
make sure you discuss costs covered in the deal
and additional expenses in advance.
 I. Mehendi Artists
BLOG CONTACT US
(https://eventtube.io) Having a mehendi artist for Indian weddings is
usually the way to go. Hindus even have a
wedding ceremony dedicated specially to
mehendi art. So do enquire from your bridal
makeup artists if they have a mehendi artist on
their own panel. If not, hire one locally or from
an online platform.

Credits: RajuMehandiArt

J. Wedding Officiant

You can’t have a wedding without a couple. But,

you also can’t have it without a wedding
officiant either. This is a box you have to check
in your wedding vendor checklist.

This step varies among various customs and

countries.
 For Indians, it’s as easy as reaching out to the
place of worship and asking
B L O Gfor a wedding
CONTACT US
(https://eventtube.io) officiant.

Credits: Distinctive Indian Weddings Italy

For others, this step might be a little hectic and

require agencies
(https://www.weddingwire.com/wedding-
officiants) to help with an officiant and licenses.

K. Things to Keep in Mind

1. Make your expectations clear

Make sure you provide the vendors with as much

detail as possible. Keep taking updates and
asking questions.

This will ensure that both you and the vendor are
on the same page in terms of your expectations.

For example, if you’re expecting a certain buffet

display at the wedding, explain it properly. Ask
them how they will execute it and what problems
they might face.
 2. Use pictures as reference
BLOG
(wherever
CONTACT US
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Sometimes pictures work better than words.

Using pictures as a reference for decoration or
makeup will help establish more accountability.
That’s because it’s easier to mince words but
the likelihood of miscommunication with
pictures is low.

3. Maintain cordial and professional

relationships with your vendors

Remember that you have to work as a team with

the vendors. If you treat them like servants, they
might not put in that extra effort.

Be assertive but don’t disrespect tme. To

illustrate, you might have to nudge them to get
things faster but don’t nag them too much.

You might have to explain to them their

mistakes firmly. But don’t disrespect them by
making derogatory remarks.

4. Do your own research

References will only tell what works for the

person giving the references. Your experience
with the vendor may not be the same as theirs.
 So make sure you do your background research
about the vendor. Communicate
BLOG with
C Othem
N T A Cand
T US
(https://eventtube.io) decide for yourself.

5. Tracking the progress

In a wedding, there are too many things that you

need to take care of. So make sure you maintain
a written record of the progress you make with
the vendors.

Track all payments and status of work as and

when they happen. You can make use of excel
sheets to do so.

6. Read the fine print

All verbal agreements need to be printed or

recorded. Make sure you read and understand
every detail of every clause. After all, if
anything goes wrong, it is this piece of paper
that will come to your rescue.
Table of

Contents
7. Getting venue approval

Venues sometimes only allow for vendors from

their own panel. For example, most hotel venues
only allow in-house catering.
 So before making bookings outside, ensure your
venue allows vendors fromB L O outside.
G CAlso,
O N T Aget
CT US
(https://eventtube.io) approval for activities like late-night music and
overnight weddings.

8. Maintain a timeline

Don’t expect things to fall into place all by

themselves. You will have to create a tentative
timeline and make sure your vendors stick to it.
Design your timeline in a way that leaves scope
for some delays.

9. Know the cancellation policy

Wedding management is not always like a walk

in a sunny park. Sometimes, it gets tough and
some last-minute changes or mishaps may
happen.

For example, what if one of your vendors ghosts

you at the last moment? In such cases, you might
have to change or drop a vendor. Keeping this in
mind, you should know what costs you’ll have to
bear if such a case arises.

Congratulations, you’re now ready to hire

vendors at your wedding. You not only know what
to do but also what not to do.

We hope this article helped you with wedding

vendor planning and management.
 If you’d like more helpful content on event
management, stay tunedB LbyO Gsigning C
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