Wedding vendor coordination checklist

01

Start with one shared event brief.

Put the date, guest estimate, event outline, and venue address at the top of the brief: 5281 FM 55, Blooming Grove, TX 76626. Link to the guest arrival guide for the confirmed map pin. Add your main organizer and a separate day-of contact if someone else will handle practical questions during the celebration.

Describe the parts of the event that each vendor will cover. Include the latest layout and a timeline marked as draft or confirmed. Ask providers to identify assumptions early, especially where their work depends on another business arriving, supplying equipment, or finishing a previous task.

02

Put responsibilities beside every item.

Request a written description of the service, delivery, setup, staffing, collection, and cleanup that each quote covers. Where an item is shared between providers, name the person supplying it and the person installing or moving it. Avoid leaving an item labeled only “venue” or “caterer” until that provider has confirmed it.

Happy Trails lists tables, chairs, linens, a bar, Wi-Fi, and other amenities. Confirm the items and quantities included in your particular arrangement, then reconcile that list with vendor equipment. Ask about outstanding charges and change deadlines directly before finalizing the combined plan.

• For each item, record the provider, quantity, placement, and responsible contact.
• Mark unresolved details visibly instead of assuming they are included.
• Keep the written quote or agreement beside the coordination notes.

03

Review needs with the venue before arrival.

Ask every provider what they need for unloading, vehicle access, electrical supply, food preparation, sound, storage, and waste removal. Share the actual requirements with Jennifer and Randy. The presence of a bar or an outlet does not answer questions about a particular vendor’s equipment or service plan.

Confirm the permitted arrival and collection windows before scheduling deliveries. Check whether two providers need the same route or setup area at the same time. If furniture moves during the event, confirm who handles the move, when it happens, and where the affected guests or equipment will go.

04

Close the loop with a dated final copy.

Create one contact list with each business, its day-of representative, a phone number, arrival time, and the work they own. Include venue-approved logistics and the weather decision process. Share private contact details only with the people coordinating the event, not on a public invitation page.

Ask each provider to acknowledge the details affecting their work. Collect corrections through the main organizer and issue a revised copy if anything changes. Finish with collection and cleanup responsibilities, including who takes gifts, personal belongings, decorations, and any rented items at the agreed time.