How to Coordinate Your Wedding Vendors

Weddings have so many moving parts and so many people involved. Booking and coordinating the many vendors that are part of your day can be a huge challenge. Not only do you have to find the right photographer, florist, hair stylist, etc. but you also have to make sure everyone is at your venue on time and ready to get to work.

A great way to take this stress off you is to hire a wedding planner to handle all the vendors, which gives you more time to focus on making decisions about your big day and frees you up from handling the details.

Whether you choose to hire a planner to help you out or decide to coordinate your vendors on your own, there are multiple things to consider when finding the right companies to be a part of your wedding day.

Take time to research
The sooner you can start looking for wedding vendors, the better. Proper research takes time and can help ensure that you find the right people for the job. Instead of going with the first vendor who emails you back, take time to interview potential vendors, compare pricing, and check out testimonials from previous clients.

Meet vendors in person, if possible
After you’ve completed your research, set up interviews with your top potential vendors. If possible, meet them in person, but a phone interview may work best for everyone’s busy schedules. Take the time to ask any questions you have and determine if this vendor is the right fit for your wedding goals and vision.

Know what you want
When you start speaking to vendors, tell them exactly what you want from their services. It’s better to know right away if they can provide what you need, plus if they know your desires, your vendors are likely to have fewer questions closer to the big day. If you aren’t clear about what you want, a vendor may give you a lower estimated price, and you could be hit with an unexpectedly large bill.

Book your chosen vendors
After you’ve interviewed potential vendors, sit down with your partner and determine who is the best choice based on budget and services. Don’t spend to much on your decisions as wedding vendors can fill up their schedules quickly. The sooner you can secure your vendors, the sooner you can move on to the next item on your list.

Keep a record of your communication
Instead of phone calls, communicate with your vendors via email so you have a written record of everything you’ve requested and the information they have given you. Having all the info you need in one place is easier on both of you and can help ensure that nothing gets left out.

Follow up
In the last couple weeks before your wedding, contact all your vendors one more time to make sure everything is ready to go. Remind each vendor of everything you’ve previously discussed and what time they need to be at the venue. This last email gives them a chance to ask any last-minute questions and allows you to solve any issues before your wedding instead of during your big day.

Build a timeline
Having a clear, detailed timeline for your wedding day is key to keeping things organized (and keep your stress level down). Your timeline should include when each vendor will arrive and what they will need to set up. Be sure to have someone on hand to meet all your vendors and direct them to where they need to be. Your timeline will keep you from searching through your many wedding emails trying to figure out when everyone will arrive.

When it comes to booking and coordinating your vendors, research and communication are huge. It’s important to be clear about what you want so you can avoid major problems later on. And if handling all the vendors on your own feels too overwhelming, consider hiring a professional wedding planner to take the details off your hands and let you focus on the fun stuff!

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