Let’s Talk about Vendor Communication | A Guide for Couples!

Hello Gorgeous!

Planning a wedding involves coordinating with many vendors, each playing a crucial role in bringing your day to life. Effective communication is key to ensuring a seamless and memorable wedding experience. This is, many times, where a Certified Wedding Planner can come in handy, but we have put a few tips together for couples who opt for a Coordinator to help them the month of their wedding OR choose to go at it solo. Here's a few tips for couples on how to navigate effective communication with vendors to help make your day simply gorgeous!

Email vs. Phone Communication: Establishing a Paper Trail

When communicating with vendors, it's essential to establish a clear and documented channel of communication. While phone conversations can be convenient for quick queries or discussions, relying solely on phone communication can lead to misunderstandings or forgotten details. Email communication provides a reliable paper trail, allowing couples and vendors to reference previous conversations, agreements, and specifications. This ensures clarity, accountability, and organization throughout the planning process. Remember, wedding vendors work with multiple couples simultaneously, and having a documented record helps them keep track of all details accurately. Each vendor has their unique process and preferred method of communication. Respect their preferences and follow their lead to streamline communication and foster a productive working relationship.

The CWPs at Infinity Events have done just that with so many vendors in the mid-south. We approach vendor communication with more insight because we have had lasting and efficient relationships with all of our amazing preferred vendors for many years!

Respecting Vendor Office Hours and Availability

While planning your wedding is undoubtedly a priority, it's crucial to remember that wedding vendors are professionals with schedules and personal lives outside of work. Respect their office hours and availability, and try to avoid reaching out to them with inquiries outside of these times. (Don’t worry - email is always a great way to get questions off your mind during off hours!) Being an ideal client means approaching vendors with empathy and understanding. Acknowledge their boundaries and respect their time by scheduling meetings or calls during their designated office hours. This demonstrates professionalism and consideration, fostering a positive rapport with your vendors.

Additionally, supporting vendors on their social media platforms is a fantastic way to show appreciation and remain on their radar as an ideal client. Engage with their posts, leave positive reviews, and share your excitement about working with them. Building a strong relationship based on mutual respect and support sets the foundation for a successful partnership.

Prioritizing Vendor Booking

Booking wedding vendors follows a strategic order that prioritizes essential services and ensures you secure your dream team for the big day. While the order may vary depending on individual priorities, here's a general guideline to help you navigate the booking process effectively:

Planner: Start by hiring a wedding planner who will serve as your guide and advocate throughout the planning journey.
Venue: Secure your venue early to lock in your desired date and location.
Media: Book your photographer and videographer to capture every moment of your special day. Many times these businesses are ‘single-op’, so you will need to book them early on in the process!
Hair and Makeup: Schedule trials and book hair and makeup artists to perfect your bridal look.
Entertainment: Secure your DJ, band, or other entertainment options to set the mood and keep the celebration going.
Catering: Choose a caterer who will delight your guests and present the food to match the vibes of your celebration
Hotel Room Blocks: Arrange accommodations for out-of-town guests by booking hotel room blocks.
Bar: Determine your beverage service and any speciality cocktails.
Cake: Find your perfect wedding cake or dessert options.
Stationery: Order invitations, save-the-dates, and other stationery items to set the tone for your wedding.
Officiant: Secure an officiant who will personalize your ceremony and officiate your union.
Florals: Choose a florist to design stunning floral arrangements that complement your vision.
Design Elements: Select linens, lighting, rentals, and place settings to enhance your venue's ambiance.
Transportation: Arrange transportation for you and your guests, ensuring everyone arrives safely and on time.
Favors: Consider thoughtful favors to thank your guests for celebrating with you.