Quick answer
Pick one of you as the contact for each vendor, put every decision in writing, and keep one up-to-date timeline that every vendor receives. Then confirm the details with each vendor shortly before the day; our checklist does it about a week before the wedding.
One contact per vendor
Decide which of you talks to each vendor. Two people sending different answers is the most common source of mix-ups. Tell the vendor who the contact is, and stick to it.
Put decisions in writing
After a call, send a short message summarizing what you agreed: colors, quantities, times, changes to the package. It takes two minutes and saves arguments later.
Keep everything in one place
Keep contracts, quotes, messages and payment dates for each vendor together. When a question comes up months later, you can answer it in seconds instead of searching three inboxes.
Share one timeline
Build one day-of timeline and send the same version to every vendor. Include arrival times, setup windows, the order of events and the contact for each part of the day.
Run a confirmation round
Shortly before the wedding, contact every vendor to confirm the date, times, address, final numbers and anything that changed. Our checklist schedules this about a week before the wedding.
Hand over on the day
On the day, you should not be answering vendor calls. Give one trusted person, or your coordinator, the list of vendors and their phone numbers, and let them handle everything.
Frequently asked questions
How do we keep track of all our wedding vendors?
Keep each vendor's contract, quotes, messages and payment dates in one place, with one of you as the contact for each vendor.
When should we confirm details with wedding vendors?
Shortly before the wedding. Our planning checklist confirms the day-of timeline with every vendor about a week before the wedding.
Who talks to vendors on the wedding day?
Not the couple. Give a coordinator or a trusted friend the vendor list with phone numbers so they can handle questions.