Crafting Your Dream Wedding: A Comprehensive Vendor Checklist

Your wedding day is a momentous occasion, a day you’ve likely dreamed of for years. Planning the perfect wedding involves a multitude of details, and choosing the right vendors is paramount to ensuring everything goes off without a hitch. As we step into 2024, let’s explore the must-have vendors for your special day, along with some fun and unique additions that can elevate your celebration to extraordinary heights.

We’ve listed some we consider “must-have, essential vendors” and then also some fun and unique vendors at the bottom that will make your event shine a little brighter.

---

Must-Have Vendors: The Essentials

• Venue:

  

  Let’s start with the most important part – aside from you and your partner; the venue (see some of our favorites HERE). Research and choose a venue that aligns with your vision, budget, accommodates your guest list, and what “extras” they may offer (i.e. if tables and chairs are included, that means you may be able to raise your venue budget a little more since you won’t need to rent those elsewhere) or what types of vendors they have on-staff and what they allow (another example, if you want a specific Mobile Bar or DJ, but they require clients to use their bar staff and/or DJ, you either find a new venue or adjust to use their vendors). Meet with the Owners or on-site Staff to make sure they feel like people you’ll enjoy working with during the planning stage. Confirm they have your desired date available, or if you’re flexible, see what dates they have available that work for you. In addition, as briefly noted above, choosing your venue first is important because they may have specific vendors they require, or vendors may not travel to that destination, the specific date available, or you just don’t need a specific vendor.

  For Open Format Venues, they almost always will have a Preferred Vendor List, that they work with regularly and stand behind. Occasionally, some venues will even offer discounts for using their preferred vendors. There are a lot of really talented and amazing vendors out there, but unfortunately, there are plenty of mediocre vendors that either don’t offer the quality you’re looking for, or got into weddings for the money without the proper training or experience (any wedding vendor will tell you that, and each vendor has their own internal list), so why not take the word of people that trust their venue and “brand” to specific vendors?

• Wedding Planner:

  

  I’ll admit, out of the 500+ weddings that we’ve worked, there have been plenty of weddings that amazingly well without a Coordinator, Planner, etc. However, out of those, every single one that didn’t go well did not have a Professional Coordinator. Ones where the Newlyweds (or immediate family) were overly-stressed instead of enjoying the party, the timeline was way off, things that needed to be done didn’t get done (during the planning stage or on the wedding day), or quick adjustments or fixes couldn’t be made before it became an issue, were all DIY.
  
  Ideally, you’ll be able to find a Planner that fits your vision, can work with your budget (both with their fee and your overall budget by referring vendors that will work within it), seem organized, and that you get along with well. The not-so-fun part of planning a wedding can be when something just doesn’t work – whether that’s budgetary, doesn’t fit in your timeline, or something that just sounds better on paper but doesn’t actually work well – so find a professional that can help guide you in the right direction, because they know what they’re doing and understand why something will or will not work… and if it doesn’t work for whatever reason, can help you pivot to something that will that you will still fit your vision.

  
  
  
  

• Caterer & Bartender:

  

  Let’s face it – and yes, we’re biased – the best part about any reception are the food and drinks. Maybe the dancing and cake too, but again, we’re biased. So with that, don’t wait until the last-minute to find these services – especially if there is a particular food vendor, mobile bar, or style of food that you really want to be a part of your day.As we’ve noted in our blog, “Bar Services: Catering Add-on or Dedicated Specialists” we feel you should separate the two – although they often get lumped together. Again, check with your now-booked Venue and Coordinator to see if they have any referrals for Caterers (we’re also happy to refer you to some great options in the PNW), some tips on how to cut cost or improve dinner service, suggest questions to ask about what is included, and also try their food. Keep in mind, there are a lot of great Chefs, Cooks, and Food Trucks out there, but handling a wedding is much different than standard service, so confirm they work weddings and have positive reviews from weddings they’ve worked (or other large events).

  

  As for the bar, don’t wait until that last-minute or just consider it a secondary add-on to food service – especially if there is a specific Mobile Bar you’d like to reserve. Not only will a professional and experienced Bartender and Mobile Bar Service, specializing in weddings, be able to guide you during the planning stage, but also be able to handle service with ease. Just like any vendor, having a professional who specializes in a specific field, will ensure that they treat that aspect as their main priority so it is on-par with all the other details and services, not just something they’ll worry about once time permits. Booking early will not only give you more time to plan a great menu together, but also have time to get any needed permits and confirmation of insurance in order.
  
  
  

• Photographer/Videographer:

  

  One of the few things you’ll have forever; the photos of your day. So make sure you find someone that fits your budget, shoots and edits in the style you like, and that you feel comfortable interacting with – because after all, they are probably someone you’ll be interacting with the most on your wedding day.

  There are a lot of great local photographers on Instagram too, so if you’re on social media, be sure to do hashtag searches for #pnwweddingphotographer, #seattlephotographer, #lightandairyphotographer, or anything that fits what you’re looking for, or trying to get inspiration from. Once you have your photographer booked, make sure to let them know if there is any specific shot(s) you want during the day.

• Stationery:

  

  Assuming you’ll be sending out invitations, needing seat cards, displaying dinner menus, etc. you’ll need to find a vendor that can create the design for the save-the-dates and invites, but also print them if you want to mail them out.

• Florist:

  

  One great way to set the look and feel you’re looking to achieve. As you can imagine, pricing can vary drastically with all vendors, and Florists are no different. Depending on the style you want, the size and amount of arrangements needed, and if the flowers you want are local or in-season or need to be shipped in. So determine what is important to you, and shop around.

• Music Entertainment:

  

  Whether it’s a band, DJ, or both, ensure your guests are entertained throughout the celebration. Again, in regards to the Reception, a DJ or Band are key to keeping the party going – so try your best to make sure you can find someone that fits your style and budget, instead of relying on “good ol’ playlist” from your phone. Just like a Wedding Planner, we’ve been a part of several weddings that didn’t have a DJ or Band that went really well and people had a lot of fun, but almost all of the ones that guests (or even the Newlyweds) were bored, left early, or didn’t engage them with announcements, were ones without a professional DJ or Band that were not only entertaining but helped keep the schedule.

• Attire:
  

  

  “Say yes to the dress, or suit, or whatever you want to wear!” Seek out local designers, boutiques, shops that offer a large variety, or even attend local wedding expos to see a variety of formalwear and vendors – that also will offer discounts or exclusives. Determine if you want to rent or buy, and find something within your budget.Most of all, make sure both you AND your partner are comfortable in your clothes – both with fit and the way it makes yourself feel. Something that makes you feel confident and look as great as you feel.

• Hair & Make-Up:

  

  Speaking of looking and feeling your best, find a Hair Stylist and Make-up Artist that will glam everyone up with the style you want. Of course, you do your hair every day, and if you wear make-up, you typically are the one putting it on – but when it comes to such a special day, it is definitely worth treating yourself to a professional service.In addition to having them help you look and feel your best, they can suggest styles that will look best with your outfit, work best with photos, and also come with high-end, quality product, tools, and services that will keep you glowing all day.

• Officiant:
  

  Aside from you and your partner, this is the only “vendor” that you need. Sure, it’s technically just an elopement if this is your only vendor, but in the eyes of the law, this is the only person that is required to be a part of your wedding day.Do you want a short ceremony? How about a religious or spiritual one? An engaging and funny service? Or someone who can emphasize the beauty and capture the love in the day? Whether you want one or all of these traits, find an Officiant that will fit for you both.

• Baker:
  

  

  Is it even a wedding without a cake? Maybe, but whether you want to go the traditional route, or swap it out for cupcakes, pies, or any other dessert – you’ll want to find a baker that can create something that looks special and tastes amazing. Again, search something that fits your style – as there are countless flavors, designs, and prices in any dessert you choose.

• Rentals:

  

  You don’t need everything brand new. Often times, you don’t even want to buy decor or supplies, because you have to deal with it all at the end. Trying to find someone to buy it all, packing it up, storing it all in the garage, etc. Many items like signage, plates, glasses, table accessories, decor, candles, etc. can all be rented at a fraction of the cost, and you can just return it (or have it picked-up) without any headache.
  
  
  

• Transportation:
  

  

  This one is pretty straight-forward. Will everyone be staying or getting ready nearby? If not, do you want to get a shuttle, arrange a ride-share, or just let them figure that out themselves?So now that you figured it out for your guests, what about YOU? Do you want a special car to drive you off to your honeymoon suite? Or even just a safe, no-frills ride home after a few drinks? Make sure to plan that ahead of time, so you can arrange a safe ride, plan to stay sober, or go all out with a strech-limousine to whisk you off in style.

  

---

Fun and Unique Vendors: Adding a Personal Touch

• • Appetizer Boards or Walls:
    We’ll never suggest a Champagne wall, but we will suggest a good snack board during cocktail hour. A fun and easy way to feed your guests so they have something in their stomachs while enjoying a few beverages.

    

  • Live Artist:
    Hire a live artist to paint a scene from your wedding, providing a unique and personalized keepsake. They typically are visible to guests during the process and it is a lot of fun seeing the Artist in action and seeing the progress throughout the day.
  • Interactive Photo Booth:
    Keep your guests entertained with a photo booth equipped with props and accessories. Often, there is a lot of “down time” for guests, and having a fun activity – that will also double as a keepsake – will be appreciated.
  • Content Creator:
    This new trend is something to consider if you want a dedicated specialist to make you reels for your Instagram, quick photos to share, or even as a video “thank you” recap you can email or tag your guests!
  • Fireworks:
    End the night with a bang by incorporating fireworks for a magical touch.
  • Bounce House:
    

    

    Release your inner-child and jump for joy with a giant bounce house for you and your guests.

  • Wedding Website Designer:
    Create a personalized wedding website that serves as a hub for information, RSVPs, the wedding registry, and even a virtual guestbook. In addition, this is a GREAT platform to share ahead of time with a list of your favorite restaurants, hotels, or local activities for the out-of-town guests.
    
    
    
  • Dance Instructor:
    First dance? If you’re doing one, or any other special dance, and you’re up for making it stand-out, take some dance lessons to create an elegant moment between you and your dance partner.https://www.penniesevents.biz/
  • On-Site or Off-Site Childcare:
    A big hurdle for many guests if it is a kid-free wedding, or those with children want to focus on being adults, is childcare. There are a lot of great services that offer on-site childcare at weddings, or you can arrange for a trusted and trained professional who guests can use – for a supervised play-date with other children involved.
  • Pet Attendant:
    

    

    
    A trend that we are seeing – and loving – is including your pup on your special day. We’ve seen them act as escorts, ring bearers, or even just that you don’t trust leaving at home alone with the couch again but are overall good pets. A Pet Attendant is a great resolution to care for them as you’re getting ready, enjoying dinner, or taking a spin on the dancefloor.

  • Late-Night Snack or Ice Cream Truck:
    Yes, these are a thing – and a great idea, especially if you hope for guests to stick around and party into the night.
    

• Giant Letters:
  If you’ve ever been to a music festival, visited a beach-side city, you see similar Marquee Letters that serve as a great welcome sign, backdrop, or photo opportunity.

  

• Neon Signs:
  These are almost everywhere, and you can have them custom-made with names or phrases. Use them in your home office, laundry room, or re-sell if it isn’t specific just to you.
• Lawn Games:
  These are a lot of fun – especially during cocktail hour – for a game of giant Jenga or Cornhole to entertain guests as they catch up with other guests after the ceremony. We even saw a groom build 6 custom mini-golf boards to put out for guests that were a huge hit with guests.

Hopefully this list was helpful and informative, and served as a resource for planning and inspiration. All of the photos are taken by, or of, vendors we regularly work with and would be happy to refer you to any included or ones that were not pictured within the blog.

---