Planning your wedding is an exciting journey but can also feel overwhelming. One of the best ways to ensure everything runs smoothly on your big day is by having a comprehensive wedding day vendor contact list. Here’s why this list is essential and how to create one to help you fully enjoy your celebration.
Why You Need a Vendor Contact List
Quick Access to Information
On your wedding day, you’ll likely be busy with last-minute details and soaking in the moment. Having a contact list at your fingertips ensures you can easily reach any vendor without scrambling through emails or contracts.
Streamlined Communication
A contact list simplifies communication between your wedding planner and vendors. It allows everyone to stay on the same page regarding schedules, changes, and needs, ensuring seamless coordination.
Effective Problem Solving
Unexpected issues can arise, like a late vendor or a last-minute request. With a well-organized list, you’ll be able to quickly contact the right person and resolve the situation without unnecessary stress.
Peace of Mind
Having all your vendors’ contact information in one place reduces anxiety and lets you focus on enjoying your day. With a plan in place, you’ll feel confident that everything is under control.
Creating Your Contact List
To make the process easier, we’ve designed a Free Wedding Day Vendor Contact List for you to download and fill out as you go! Here’s how to fill it out.
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Business Name
Add the name of the company for each service you’ve hired.
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Contact Name
List the person who will be your point of contact on the day of your wedding.
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Contact Cell Number
Add the cell phone number of your day of contact. Reaching them directly on their phone is best since they may not be checking emails.
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Contact’s Email
Include the email address of the person you’re corresponding with leading up to the wedding. This could be different from the day-of contact person.
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Arrival & Departure Times and Hours of Coverage
Note what time your vendor will arrive, how long their service will last, and when they will depart.
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Vendor Meals? How Many?
Feeding your vendors is important, and sometimes it’s even required by their contract. Indicate if they require a meal and how many meals are needed. For example, if you’ve hired a live band, be sure to order a meal for each band member, including the sound technician and bus driver. Not all vendors will need a meal, so check your contracts to be sure. For more details, check out our blog on vendor meals: Vendor Meals – Who, What, Where, and When.
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Instagram Handles
List the Instagram handles of your vendors so you can tag them in your wedding photos and share the love!
Ready to Get Started?
Download your Free Wedding Day Vendor Contact List
Click here to download your free Wedding Day Vendor Contact List. This simple tool will streamline your wedding planning, ensuring everyone is on the same page and helping you enjoy your special day to the fullest.
Make Printed and Digital Copies
Keep both printed and digital versions of your contact list. Have a printed copy in your wedding day binder and emergency kit, and share the digital version with your wedding planner, trusted family members, or friends who might assist you.
Share with Your Planner
Make sure your wedding planner has a copy of your contact list. This will help them coordinate with vendors on your behalf, lightening your load on the big day.
A well-organized vendor contact list is a small yet essential detail that can make a world of difference on your wedding day. It ensures seamless communication, reduces stress, and gives you the peace of mind to fully enjoy your celebration. By taking the time to create this list, you’re setting yourself up for a smoother, more relaxed day where you can focus on what truly matters—making beautiful memories with your loved ones. This simple tool will help you stay on top of everything, allowing you to experience your wedding day to the fullest.
