Go-To Wedding Vendor Checklist

Wedding Venue and Catering Considerations

Your venue sets the tone for your entire celebration and typically represents the largest portion of your budget. Popular venues book 12-24 months in advance, so start this search early in your planning process. When visiting potential venues, ask about capacity limits, setup and breakdown times, and what's included in the rental fee. Many venues have preferred vendor lists, which can simplify your planning process. Understand their cancellation policies and whether they provide tables, chairs, and linens. For catering, whether provided by your venue or an outside service, discuss menu options, dietary restrictions, and service styles. Ask about cake cutting fees, corkage fees, and gratuity policies. Request a tasting before making your final decision. 

Essential Wedding Photography and Videography

Your wedding photos and videos will be treasured for decades, making this one of your most important vendor decisions. Start your search 12-18 months before your wedding date, as popular photographers often book up quickly. When interviewing potential photographers, ask about their shooting style, backup equipment policies, and how many edited photos you'll receive. Request to see full wedding galleries, not just highlight reels. For videography, inquire about raw footage availability and the final video format you'll receive. Consider booking engagement sessions with your chosen photographer. This helps you get comfortable with their working style and ensures that you're confident in your choice before the big day. 

Music and Entertainment Planning

Your entertainment keeps guests engaged throughout the celebration. Book DJs or bands 8-12 months in advance, especially for popular wedding dates. When interviewing potential entertainers, discuss their music library, equipment setup requirements, and backup plans for technical difficulties. Ask about their experience with weddings specifically, as this requires different skills than other events. Clarify whether they'll take requests and how they handle announcements. Consider whether you need additional entertainment like photo booths, live musicians for the ceremony, or special lighting. Some vendors offer package deals that can save money while simplifying coordination. 

Floral Design and Decorations

Flowers and decorations transform your venue and reflect your personal style. Book your florist 6-9 months before your wedding, especially during peak season. Discuss your vision, budget, and any flower preferences or allergies with potential florists. Ask about seasonal availability and alternatives if your preferred flowers aren't available. Clarify what's included in arrangements and whether they provide vases or other containers. Consider the logistics of flower delivery and setup. Some florists coordinate with your venue for optimal timing, while others may require you to manage the schedule. 

Beauty and Grooming Services

Your hair and makeup should make you feel confident and look beautiful in photographs. Book these services 6-12 months in advance, and always schedule a trial run. When meeting with potential stylists, bring inspiration photos and discuss your vision. Ask about their experience with wedding photography and how their work holds up under different lighting conditions. Clarify travel fees if they're coming to your location and what happens if they're sick on your wedding day. Consider whether you'll need services for your wedding party and family members. Some stylists offer group packages that can provide savings and ensure that everyone's look coordinates. 

Transportation and Logistics

Transportation ensures that you and your guests arrive on time and in style. Book transportation 4-6 months before your wedding, especially for peak season dates. Consider your needs carefully, including getting to the ceremony, traveling between venues, and transportation for guests. Ask about vehicle options, capacity, and what's included in the rental fee. Understand their policies for delays and route changes. For guest transportation, consider whether you need shuttle services from hotels or parking assistance at your venue. Some transportation companies coordinate with wedding planners to ensure smooth logistics. 

Additional Vendor Considerations

Depending on your wedding style and needs, you may require additional vendors such as wedding planners, officiants, or rental companies for specialty items. Wedding planners can coordinate vendor communication and day-of logistics. If hiring a planner, book them early as they often have established vendor relationships that can benefit your planning process. For officiants, consider whether you want religious or secular ceremonies and what level of customization you prefer. Some couples choose friends or family members to officiate, which requires advance planning for any legal requirements. 

Final Planning Steps

Create a master timeline that coordinates all vendor arrivals, setup times, and key moments throughout your day. Share this timeline with each vendor so everyone understands their role in the larger schedule. Confirm all details with vendors two weeks before your wedding. Review contracts, payment schedules, and contact information. Designate a point person, whether a wedding planner or a trusted friend, to handle vendor questions on your wedding day. Keep all vendor contact information easily accessible and ensure your designated coordinator has backup contacts for key services. This preparation allows you to relax and enjoy your celebration, knowing all details are handled professionally. 

Our Wedding Venue in Hampden, MA

Located in Hampden, MA, our wedding venue at The Starting Gate at GreatHorse offers a mountainside stone and cedar venue with panoramic views of the Connecticut River Valley. Our venue features an elegant ballroom space that can accommodate both intimate gatherings and larger celebrations. We provide comprehensive wedding services, including catering, event coordination, and ceremony and reception spaces. Our team handles setup and breakdown, allowing couples to focus on enjoying their celebration. Our location provides convenient access while maintaining a secluded and elegant atmosphere. Contact us to request information and let us help you get ready for your big day!