How to Build a Stress-Free Wedding Vendor Checklist
Coordinating wedding vendors can feel overwhelming, but with a systematic approach, you can manage every detail without losing your mind. The key is knowing who to book when, what questions to ask, and how to keep everything organized.
At Party On Delivery, we simplify one piece of your vendor puzzle by handling beverage delivery. Here's your complete guide to building and managing your wedding vendor checklist.
The Essential Vendor List
| Category | Vendor Type | Book By | Typical Cost Range |
|---|---|---|---|
| Venue | Reception & ceremony | 12-18 months | $3,000-15,000 |
| Photography | Photographer | 9-12 months | $3,000-8,000 |
| Catering | Food service | 9-12 months | $50-150/person |
| Entertainment | DJ or band | 9-12 months | $1,500-5,000 |
Booking Timeline
12+ Months Out
These vendors book up fast:
- Venue: Sets your date and overall budget
- Photographer: Top photographers book 12-18 months ahead
- Planner/Coordinator: If using one, book early
- Videographer: Often as in-demand as photographers
9-12 Months Out
Build your vendor team:
- Caterer: Menu planning takes time
- DJ/Band: Weekend dates go quickly
- Florist: Complex designs need lead time
- Officiant: Especially popular ministers
6-9 Months Out
Detail vendors:
- Hair & Makeup: Book trials and wedding day
- Cake/Dessert: Custom designs need time
- Rentals: Linens, furniture, decor
- Transportation: Shuttle or limo service
3-6 Months Out
Final additions:
- Stationer: Invitations should mail by 6-8 weeks
- Favors: Order with buffer for shipping
- Rehearsal dinner venue: Book once guest count is clearer
- Beverage delivery: Party On Delivery for bar supplies
Questions Every Vendor Should Answer
Before Booking
Ask every potential vendor:
- Are you available on our date?
- What is your pricing structure?
- What's included in your packages?
- Can we see examples of recent work?
- Do you have references we can contact?
- What is your cancellation policy?
- Do you have liability insurance?
- Have you worked at our venue before?
Contract Must-Haves
Ensure every contract includes:
- Full service description
- Total cost with itemized breakdown
- Payment schedule and methods accepted
- Cancellation and refund policy
- Date, time, and location details
- Names of specific people assigned
- Overtime rates if applicable
- Substitution policies
Vendor Organization System
Create a Master Spreadsheet
Track these details for each vendor:
| Information | Why It Matters | When to Collect |
|---|---|---|
| Contact name | Know who to reach | First meeting |
| Phone/Email | Direct communication | First meeting |
| Contract date | Legal reference | At signing |
| Payment schedule | Budget planning | At signing |
| Balance due | Cash flow tracking | Ongoing |
| Arrival time | Day-of timeline | Final month |
File Organization
Create folders for:
- Signed contracts (PDF copies)
- Payment receipts
- Inspiration images shared
- Email correspondence
- Timeline documents
Managing Vendor Communication
Set Expectations Early
- Preferred communication method (email vs phone)
- Response time expectations
- Point person for questions (you or planner)
- Update frequency needed
Timeline Check-Ins
- Monthly: Quick progress update
- Final month: Confirm all details
- Final week: Day-of timeline review
- Day before: Final confirmation call
Common Vendor Mistakes to Avoid
Don't Skip These Steps
- Reading the entire contract before signing
- Getting everything in writing
- Confirming setup and breakdown times
- Understanding tipping expectations
- Knowing who to contact in emergencies
Red Flags to Watch
- Pressure to book immediately
- Resistance to providing references
- Vague or missing contract terms
- No insurance or business license
- Significantly lower prices than competitors
Budget Tracking by Vendor
| Vendor Category | % of Budget | $30K Budget | $50K Budget |
|---|---|---|---|
| Venue | 25-30% | $7,500-9,000 | $12,500-15,000 |
| Catering | 25-30% | $7,500-9,000 | $12,500-15,000 |
| Photography/Video | 10-15% | $3,000-4,500 | $5,000-7,500 |
| Florals/Decor | 8-12% | $2,400-3,600 | $4,000-6,000 |
Frequently Asked Questions
Q: How many vendors will we need for a typical wedding?
A: Most weddings involve 8-15 vendors including venue, photographer, caterer, DJ/band, florist, officiant, cake baker, hair/makeup, rentals, and potentially planner, videographer, and transportation.
Q: When should we pay vendor deposits?
A: Most vendors require a deposit (typically 25-50%) to secure your date, with the balance due 2-4 weeks before the wedding. Payment terms vary, so always clarify before signing.
Q: Should we tip our wedding vendors?
A: Tipping is customary for service-based vendors like servers, bartenders, hair/makeup artists, and drivers. Business owners (photographers, florists, DJs who own their companies) don't typically expect tips but appreciate them.
Q: How does Party On Delivery fit into vendor planning?
A: We handle your beverage delivery so you can check bar supplies off your list. Order online, schedule delivery, and focus on coordinating your other vendors.
Stay Organized, Stay Calm
Vendor management is one of the most time-consuming parts of wedding planning, but a systematic approach makes it manageable. Build your checklist, track your details, and communicate clearly.
Party On Delivery simplifies your bar planning with direct delivery of premium beverages. Order for your wedding and cross one more vendor off your list.
This article is part of our comprehensive Ultimate Guide to Planning Your Austin Wedding. Also explore: Austin Florists & Caterers | Hill Country Wedding in Six Months | Wedding Bar Service Guide
Allan Henslee
Founder & CEO of Party On Delivery, helping Austin celebrate in style since 2023.