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Wedding Vendor Checklist
Which vendors to book, in what order, and what to ask each one before you sign.
A real, editable checklist below — tick, tap a line to rewrite, drag to reorder.
Tick the circles, tap any line to change it, drag the dots to reorder.
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One rule runs through these sources: book the highest-priority vendors first, then fill in the nice-to-haves around your budget. Sources differ on what leads. Several treat the venue as the first must-have because it sets your date, while a Charlotte guide says to book a full-service or partial planner first. Lead times vary by city and season. Wedding Spot says to start the venue and caterer search at least 9 to 12 months out, while that Charlotte guide says popular venues book 12 to 18. Ask for contracts and keep receipts as you go. This list assumes a traditional ceremony and reception and leaves out budgets and the guest list.
Why these items are on the list
- Rank vendors by priority. Book must-haves first, then nice-to-haves as the budget allows. Not every couple needs every vendor.
- Wedding planner or coordinator. Full-service, partial or day-of. Some venues, such as Palisades Tahoe, require an outside planner.
- Book wedding venue. Tour it and ask questions before signing. Wed Society says it sets your date, budget framework and vendor availability.
- Caterer and bar. Taste the menu before booking, and check whether the venue requires in-house catering.
- Photographer and videographer. Review portfolios and meet them first, since styles differ. A Charlotte guide says book 10 to 14 months out.
- Band or DJ. Listen ahead, share a shortlist of songs, then let them handle the rest.
- Hire wedding florist. Share your theme and palette. DIY florals get tricky at a large wedding.
- Book wedding officiant. Confirm they're legally authorized to officiate in your area. Start the marriage license at the same time.
- Marriage license from county clerk. Check the requirements and timeline for your area so it's ready in time.
- Hair and makeup artist. Book a trial, ideally before an engagement shoot or a fancy date night.
- Attire and alterations. Start early for fittings. Custom gowns and suits take longer.
- Rentals company. Rentals may include chairs, tables, linens, dinnerware. Some come through the caterer, though rental companies tend to offer more variety.
- Cake or dessert baker. Taste before you book. Some caterers include a cake, so check first.
- Order invitation stationer. Invitations, RSVPs, place cards and menus. One designer helps keep them cohesive.
- Arrange guest transportation. Remote venues make guest transport a must. Easy transit, rideshare, ample parking or onsite lodging may make it optional.
- Guest lodging. Guests need somewhere to get ready and rest after the celebration.
- Choose wedding jeweler. Rings should suit your style, so settle on a jeweler you trust.
- Contracts and receipts. Read the fine print, ask questions and keep every receipt to protect yourself.
- Reviews and availability. Read reviews, meet or call in person, and confirm they're free on your date.
Tick vendors off as each contract is signed, and share the list with your partner or family so the bookings are split rather than piled on one person.
When to use it
Start when you set the date, since a Charlotte guide says popular venues and planners can book 12 to 18 months ahead.