Planning a wedding can be an exciting yet overwhelming experience, with countless details to consider and important decisions to make. One of the most crucial aspects of wedding planning is managing all of the vendors involved in bringing your vision to life. From florists and photographers to caterers and musicians, keeping track of each vendor’s services, pricing, and availability can be a daunting task. Fortunately, with the help of experienced wedding planners like Vanessa of The Wedding and Event Creators, you can streamline the vendor management process and ensure a seamless and unforgettable wedding day. In this article for The Planning Issue Vanessa shares valuable tips and insights on how to effectively manage your wedding vendors and make the most of their expertise and services. 

With so many different vendors to coordinate, it can be difficult to keep everything organized. But don’t worry, we’ve got you covered with some tips to help you keep track of all your wedding vendors and ensure that everything runs smoothly on your big day.

1. Create a Vendor Spreadsheet

One of the easiest ways to keep track of all your wedding vendors is to create a spreadsheet. This can be as simple or as complex as you want it to be. Start by listing all the vendors you have, such as the florist, photographer, caterer, DJ, and so on. Then, add columns for their contact information, payment information, and any other relevant information. This way, you can easily access all the information you need for each vendor in one place.

Tip: We use google drive and a simple google docs/word doc spreadsheet but Excel is a good option too, we keep our items in Drive as we find their live edits and we can access and share on the go if needed with relevant parties.

2. Use a Wedding Planning App

If you’re not a spreadsheet person, don’t worry! There are plenty of wedding planning apps that can help you keep track of all your vendors. These apps typically have features that allow you to add vendors, set reminders for payments and deadlines, and track the progress of each vendor. Some popular wedding planning apps include The Knot, WeddingWire, Aisle Planner, and Zola but search to find one that you personally find nice and user-friendly!

3. Assign a Point Person

Another way to keep track of your vendors is to assign a point person or ‘go-to’ person. This person will be responsible for communicating with all the vendors, making sure they have everything they need, and ensuring that everything runs smoothly on the day of the wedding. We highly recommend having a wedding coordinator or planner to assist but this can also be a friend or family member too. By having one person in charge of all the vendors, you can avoid any miscommunications or misunderstandings. It also takes the pressure off yourself in bearing all the weight of the planning by delegating and having some help.

4. Schedule Regular Check-Ins

It’s important to check in with your vendors regularly to make sure everything is on track. Schedule regular phone calls or meetings with each vendor to go over any questions or concerns. This will give you a chance to make any necessary changes or adjustments before the big day.

5. Have a Day-Of Timeline/Run Sheet

Finally, make sure you have a detailed day-of timeline which is commonly known as a run sheet that includes all your vendors and their info. This timeline should include when each vendor will arrive, what they will be doing, and when they will be leaving. This will help ensure that everyone is on the same page and that everything runs smoothly on your wedding day.

Tip: Make sure you include the contact name and number for easy access should you need to loop them in with any updates like venue or timing changes on the day, rather than searching all your emails or online for that info!

Keeping track of all your wedding vendors can be a daunting task, but with these tips, you’ll be well on your way to a stress-free planning process. Whether you choose to create a spreadsheet, use a wedding planning app, assign a point person, schedule regular check-ins, or have a detailed run sheet, make sure you have a system in place that works for you.

With a little organization and planning, you can make sure that all your vendors are on the same page and that your wedding day is as smooth as can be!

About The Wedding and Event Creators: At The Wedding & Event Creators, our team is able to offer a comprehensive approach to your wedding by having everything in-house! We can cover all your styling, hiring, planning, coordination, setup, and floral needs. We can assist from the beginning with styling concept and design through to set up, hire goodies, florals, and then execution on the wedding day.