The vendor list, in booking order
| Book | Vendor | Why this order |
|---|---|---|
| First | Venue (and church, if any) | Sets the date, the hours and which vendors are already included |
| Next | Caterer, if not included | Kitchen rules and menu depend on the venue |
| Next | Photographer and videographer | Popular ones fill their Saturdays early |
| Next | DJ or band and MC | They run the timeline on the day |
| Then | Florist and décor | Need the venue's layout and your colors |
| Then | Cake and desserts | Need the final theme and an approximate count |
| Then | Hair and makeup, attire, choreographer | Need the date and the timeline |
| Last | Rentals, photo booth, transportation | Fill the gaps the venue package leaves |
Before you book anyone, find out what the venue package already includes. At Treasure, Sapphire includes catering, décor and security; Emerald adds designer florals, upgraded lighting and a coordinator who manages the day-of timeline. Ask us how bar service works for your date. See packages.
Get it in writing from every vendor
- A contract or written agreement with the date, the hours and exactly what is delivered.
- The total price, the deposit, the payment schedule and the cancellation terms.
- The name and cell number of the person who will be there on the day.
- A certificate of insurance if the venue asks for one.
- Arrival and setup time, and how long breakdown takes.
- For caterers: the county health permit and who brings serving equipment.
- For the DJ: power needs, the song list and the do-not-play list.
The run-of-show document
One page every vendor gets, two weeks before the event. It is the single source of truth, so when the photographer and the DJ disagree about when the cake is cut, the page settles it.
- Header: the date, the venue address, the load-in door and the day-of contact's cell number.
- Arrival times for every vendor, staggered so they are not all at the door at once.
- The timeline of the event, minute by minute, with who is responsible for each moment.
- Names that will be announced, with pronunciation.
- Breakdown: when the music stops, when vendors pack out and when the room must be empty.
Use our wedding reception timeline or quinceañera timeline as the middle section.
A sample arrival schedule
For an evening event with guests arriving at 6pm. Adjust to the setup time in your venue contract.
| Time | Who arrives |
|---|---|
| 12:00pm | Décor and rentals: linens, centerpieces, draping, backdrops |
| 1:30pm | Florist |
| 2:30pm | Caterer, if outside |
| 3:00pm | DJ or band: setup and sound check before guests |
| 3:30pm | Cake delivery |
| 4:00pm | Photo booth |
| 5:00pm | Photographer and videographer for room and detail shots |
| 6:00pm | Guests |
One day-of contact
Pick one calm, organized person who is not the bride, the quinceañera or a parent. Their number goes on every vendor's sheet. They meet vendors at the door, answer questions, hand out final payments and tips in labeled envelopes, and keep the timeline. If your package includes a coordinator, that person works with them.