Updated: 5/16/2025
A wedding day is a joyful celebration filled with love, laughter, and lasting memories. Behind the scenes, a team of dedicated professionals works tirelessly to ensure that every detail comes together seamlessly. From the early morning preparations through the final dance of the night, these vendors are on their feet for hours, making it all happen. One of the simplest and most thoughtful ways to show appreciation for their hard work? Provide them with a well-planned meal.
While vendor meals may seem like a minor detail amidst the many moving parts of wedding planning, they are a key element in supporting the people who make your day run smoothly. To help guide you through this aspect of planning, here’s a breakdown of the Who, What, Where, and When of vendor meals.
Who Should Receive a Vendor Meal
Generally, any vendor who will be present at your event for five hours or more should be included in your meal count. This typically includes:
- Photographers
- Videographers
- Wedding Planners or Day-of Coordinators
- DJs or Band Members
- Photo booth attendants
- Venue Coordinators (if on-site for the duration)
- Hair and Makeup Artists (if staying through pre-ceremony preparations)
- Don’t forget about your behind-the-scenes stars—florists, lighting teams, hair stylists, and makeup artists. While they may not stay for the whole day or be around for dinner, they still put in long hours to ensure every detail is perfect. A thoughtful gesture, like a box of snacks, fresh fruit, or bottled water, shows appreciation and keeps them energized.
- You might wonder: Do we need to feed the catering staff? Great question. In most cases, the answer is no, as their meals are handled internally by the catering company. However, they should be included if you’ve hired bartenders or servers separately. When in doubt, ask—it’s always appreciated.
It’s also important to review your vendor contracts closely—some contracts specifically require that a meal be provided. In addition, be sure to confirm how many individuals each vendor will have on-site to ensure an accurate head count.
What to Serve Vendors
While it’s not necessary to serve your vendors the same meal as your guests, the meal should be substantial, hot, and appetizing, especially considering the physical demands of their workday.
Discuss options with your caterer; many offer vendor meal packages that are both cost-effective and satisfying. When selecting meals, consider the following:
- Would you enjoy this meal after a long day on your feet?
- Are there dietary restrictions you should be aware of? Accommodating preferences such as vegetarian, gluten-free, or allergy-sensitive meals is a thoughtful and professional gesture.
Also, ensure that bottled water and non-alcoholic beverages are available to vendors throughout the event. Staying hydrated is just as important as staying well-fed.
Where Vendors Should Eat
Some venues offer a designated area for vendors to take their meal breaks. If no such area is provided, consider the following recommendations:
- Photographers & Videographers: These professionals benefit from being seated near the main reception area, allowing them to quickly resume coverage if needed.
- Wedding Planners: While not required to be in the main reception space, planners should be close enough to monitor the event and address any issues that arise.
- Bands & Musicians: These teams typically eat in the venue’s green room or dressing area, often noted in their rider or contract.
- DJs & Photo Booth Attendants: Depending on timing, these vendors can eat before guests arrive or discreetly at their station during a lull in activity.
If possible, check with each vendor to see if they have any preferences or specific requirements.
When to Serve Vendor Meals
Proper timing of vendor meals is essential to ensure no important moments are missed and that everyone remains energized and focused.
- Photographers, Videographers, and Planners: These individuals should eat at the same time as your guests. If you’re offering a buffet or food stations, arrange for them to eat shortly after the couple and their immediate family. If you have a plated dinner, ask the caterer to serve vendor meals concurrently with guest meals.
- DJs and Bands: These vendors often prefer to eat before the reception begins, allowing them to be fully prepared to lead introductions and entertainment without interruption.
Coordinating this in advance with your caterer and planner will help keep your timeline on track and your vendors ready to deliver their best performance.
Final Thoughts
Providing meals for your vendors is not only a courteous gesture, it’s a practical necessity. A well-fed team is a productive, focused, and appreciative one. Ensuring that your vendors are taken care of helps foster a positive atmosphere, encourages peak performance, and reflects your professionalism and gratitude.
In short, feeding your vendors is a small detail with a significant impact. It contributes to the success of your day and supports the people working hard to make it unforgettable.