How to Coordinate with Your Wedding Vendors at Your Venue: A Stress-Free Guide

Planning a wedding can feel like a full-time job — especially when you're juggling multiple vendors, timelines, and logistics. One of the most critical aspects of wedding planning is ensuring your vendors are aligned and ready to deliver their best on your big day. But how do you make that happen, especially at your chosen venue?

Whether you’re working with a planner or going full DIY, this guide breaks down how to coordinate with your wedding vendors at your venue so everything runs smoothly and stress-free.

1. Start with a Master Vendor List

Create a centralized document with contact information for all vendors — think florist, photographer, caterer, DJ/band, rental company, baker, and hair/makeup artists. Include:

• Company name

• Contact person

• Phone number and email

• Arrival time

• Services being provided

• Power/equipment needs (if applicable)

Share this with your planner (if you have one), the venue coordinator, and anyone helping manage logistics.

2. Understand Your Venue’s Rules & Logistics

Every venue has its quirks. Before you coordinate with vendors, ask your venue:

• What are the load-in/load-out times?

• Are there restrictions on equipment, décor, or noise?

• Is there an exclusive vendor list?

• Is there a secure area for vendors to store gear?

• What’s the parking situation?

• Who is the point person on the day of the event?

  
  

Then, relay this information to your vendors early. The sooner they know, the better they can plan.

3. Create a Detailed Wedding Day Timeline

Timing is everything. Develop a timeline that outlines:

• When each vendor arrives

• Setup windows

• Key moments (ceremony, cocktail hour, first dance, etc.)

• Breakdown and load-out

  
  

Be realistic and leave buffer time for unexpected delays. Share the timeline with your vendors at least 1–2 weeks in advance. Ask them to confirm or suggest adjustments — collaboration is key.

4. Schedule a Venue Walk-Through

If possible, organize a walk-through of your venue. This helps:

• Visualize the layout

• Identify power needs and outlet locations

• Clarify where each vendor will be set up

• Plan guest flow and seating

• Spot any red flags or issues early

  
  

If an in-person visit isn't possible, share a detailed layout or video walkthrough.

5. Assign a Day-Of Contact

You do not want to be fielding vendor calls while getting ready. Designate someone you trust — a planner, coordinator, or responsible friend — to be the vendor point person on the day. Make sure all vendors know who this person is and have their contact info.

This person should have:

• A copy of the vendor timeline

• Venue access info

• Emergency contact numbers

• Authority to make quick decisions

6. Confirm, Confirm, Confirm

The week before the wedding, confirm all final details with each vendor:

• Arrival and setup time

• Contact person and phone number

• Specific needs or requests

• Final payments, tips, or permits

  
  

This extra step avoids last-minute confusion and shows your vendors you’re organized and respectful of their time.

7. Trust Your Team and Let Go

Once you’ve done the prep, trust your vendors to deliver. You hired them for a reason — they’re professionals who’ve handled dozens (if not hundreds) of weddings. Let them do their magic while you focus on what matters: enjoying your day and celebrating love.

Coordinating with your vendors doesn’t have to be overwhelming. With good communication, a solid timeline, and a bit of prep work, you can turn your venue into the seamless backdrop for your dream wedding. Stay organized, stay calm, and most importantly — stay present on your big day.

Still looking for that perfect venue or caterer for your big day? Contact our Event Coordinator to help get your planning started. Email us a lagala.bg@gmail.com to learn about our all-inclusive wedding packages.

Happy planning! 💍