Have you just finished booking your venue? If this is you, we can guess that you may just be starting your wedding planning journey! Many couples choose to select their venue as the first step. Often, your venue may have a list of preferred vendors. These are a list of curated vendors that your venue knows and trusts. And as we know, in a wedding setting, every detail matters — from the flowers and décor to the catering and music. Each vendor brings a specialized skill to the table, and when these experts collaborate, it creates a smooth, cohesive event that aligns with the couple’s vision. By working with your venue’s network of trusted vendors, venues can offer a one-stop-shop for couples. It also reduces the likelihood of logistical issues, as vendors are already familiar with each other’s working styles, timelines, and expectations.
#01: Selecting the Right Vendors for Collaboration
First and foremost, successful vendor collaborations begin with choosing the right partners. As a wedding venue, it’s important to create a list of preferred vendors that align with your values and can consistently deliver high-quality service. Look for vendors who share the following characteristics:
Share a similar work ethic: Timeliness, professionalism, and clear communication are essential for a smooth collaboration.
Have a strong reputation: Vendors with positive reviews and a solid portfolio inspire trust and confidence.
Are flexible and adaptable: Weddings can be unpredictable. Vendors who can adapt to changes or last-minute adjustments are invaluable.
Have experience working with venues: A vendor familiar with wedding venues will know how to work efficiently in your space and understand what makes an event run smoothly.
EA Pro Tip! As you navigate the list of potential vendors, don’t be afraid to meet with numerous vendors in the same category! Venues typically have a selection of vendors that may appeal to different clientele. It is OK to schedule several meetings. It is also OK to wait to give vendors an answer until your decision is made! You never have to make a decision on the spot.
#02: Build Strong Relationships with Your Vendors
The start of every good relationship is a strong foundation of trust and mutual respect. It is important to connect with your vendors on a regular basis. This includes your venue, florists, caterers, photographers, videographers, and DJS. Work with your planner to create a line of communication between your vendors, or if you’re planning alone, create a timeline to reach out and check in. Establishing a reliable and positive rapport with these vendors can create a seamless experience for couples.
EA Pro Tip! Hold a virtual mixer with your vendors to meet as a team! Create a zoom call or teams meeting to collaborate, build relationships, and meet with your vendors to discuss all the details.
#03: Clear Communication
Clear communication is key to any vendor relationship. To create a smooth collaboration of all vendors, be upfront with expectations for the wedding day and timeline. Ensure that vendors that need to work together, such as your Officiant and DJ, have time to meet and greet to avoid any misunderstandings later on. promote collaboration keep your line of communication open to include:
Pre-event Coordination Meetings: Host a pre-wedding meeting with all vendors to ensure everyone understands their role, timeline, and expectations.
Shared Event Timeline: Provide a detailed timeline of the day to all vendors, ensuring everyone is on the same page regarding setup times, ceremony start time, and key moments.
Point of Contact: Designate a single point of contact at your venue (such as an event coordinator) for vendors to communicate with, which reduces confusion.
EA Pro Tip! As you meet with your vendors, provide mood boards or inspiration boards to communicate your overall aesthetics and preferences. Be sure to share any details about your other vendors to create a seamless event!
#04: Respect Each Vendor's Expertise
As you begin to work and collaborate with each vendor, remember that each wedding vendor has their specific area of expertise. You must trust them to do what they do. This is vital for a successful wedding day and working relationship. Yes, it is important to be involved in the process and share your vision with each, but also allow your vendors the freedom to collaborate and do what they are skilled at.
EA Pro Tip! As you work with each vendor, remember they are professionals! Be open to their professional advice, especially if they suggest any changes due to their experience or logistics on the wedding day.
#05: Trust your Wedding Planner (if you have one)
If you’ve hired a wedding planner, trust them to handle the coordination between you and your vendors. Allow them to help take the lead on vendor collaboration and teamwork. Wedding planners often have great relationships with local vendors and can manage communication, negotiate terms, and solve any last-minute issues. Let them take the lead, allowing you to enjoy the planning process without feeling overwhelmed.
EA Pro Tip! If you haven’t taken the lead on hiring or meeting with a wedding planner, we recommend you at least meet with one or two. They can be such an asset to overall collaboration with your team of vendors. So, don’t be afraid to take the plunge!
With anything in life, the key to collaborating successfully with your wedding vendors is open, respectful communication, and trust in their expertise. By trusting your vendors, respecting their expertise, ensuring communication, and building positive relationships, you’ll make sure that your wedding day is everything you dreamed of. Working together with your vendors will help make your celebration seamless, fun, and unforgettable!
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.