Planning a wedding involves coordinating numerous details, and one of the most crucial aspects is selecting the right vendors. Each vendor plays a vital role in bringing your vision to life and ensuring your big day runs smoothly. From finding the perfect venue and photographer to choosing the finest caterer and florist, the process can be overwhelming. That’s why I’ve created this Wedding Vendor Checklist to guide you through every step.
This comprehensive list covers all the essential vendors you’ll need, whether you’re planning a classic, vintage, or luxury wedding. I’ve included categories for traditional weddings as well as those extra touches that make luxury weddings truly unforgettable. My goal is to help you organize and prioritize your vendor selections, making the planning process as stress-free as possible.
With this checklist you can confidently navigate the world of wedding vendors, knowing you have all the information you need to make informed decisions. Let’s get started on turning your dream wedding into a reality.
While most vendor recommendations are tailored for Kentucky brides, some are willing to travel for destination weddings. But the checklist is designed to assist every bride, regardless of location.
Wedding Vendor Checklist
Planning & Coordination
- Wedding Planner: For overall planning, coordination, and management.
- Day-of Coordinator: For managing the wedding day schedule and logistics. (I recommend just going with a wedding planner. They are of so much more help and if you are just wanting a day-of-coordinator you could assign a friend or bridesmaid to make sure everything is on schedule instead of spending money on a coordinator.)
Attire & Accessories
- Bridal Salon: For wedding dress selection and fittings.
- Tuxedo/Suit Shop: For groom and groomsmen attire.
- Bridesmaid Dress Shop: For bridesmaid dresses.
- Accessories Retailer: For jewelry, veils, shoes, and other bridal accessories.
- Custom Tailor: For alterations and custom fittings.
Ceremony
- Officiant: To conduct the wedding ceremony.
- Venue: For the ceremony location.
- Musicians/DJ: For ceremony music.
- Decor and Rentals: For ceremony decorations, seating, and altar arrangements.
Reception
- Venue: For the reception location.
- Caterer: For food and beverage services.
- Baker: For the wedding cake and other desserts.
- Bartending Service: For alcoholic and non-alcoholic beverages.
- Rentals: For tables, chairs, linens, and tableware.
- Florist: For floral arrangements, centerpieces, and bouquets.
- Lighting Specialist: For lighting design and rentals.
- DJ/Band: For entertainment and music.
- Photo Booth: For guest entertainment and photo mementos.
- Transportation Service: For shuttles, limos, or other guest transportation needs.
Photography & Videography
- Photographer: For wedding day photography.
- Videographer: For capturing video footage of the day.
Beauty & Wellness
- Hair Stylist: For bridal and bridal party hairstyling.
- Makeup Artist: For bridal and bridal party makeup.
- Spa Services: For pre-wedding treatments like facials, massages, and manicures.
- Fitness Trainer: For pre-wedding fitness programs.
Stationery & Signage
- Stationer: For invitations, save-the-dates, programs, and thank you cards.
Entertainment & Extras
- Live Band: For live music during the reception.
- DJ: For curated music playlists and announcements.
- Wedding Favors Supplier: For guest favors and gifts.
Transportation
- Limousine Service: For bridal party transportation.
- Classic Car Rentals: For special wedding day transportation.
- Shuttle Service: For guest transportation to and from the venue.
Miscellaneous
- Wedding Insurance Provider: For event insurance coverage.
Vendor Recommendations
Wedding Planners
Wedding Dresses
Sophia’s Bridal and Tux (This is where I got my wedding gown.)
Suits
Bridesmaid Dresses
Revelry (These are custom made and take 8-12 weeks to get to you.)
Dress and Suit Tailor
Oxford Tailors in Louisville, KY
Venues
The Barn at White Oaks (Murray)
Hazelnut Farm Events (Louisville)
Heartland of Versailles (Lexington)
The Olmstead (Louisville)
The Woods at Cedar Springs (Louisville)
Cason’s Cove (Alvaton)
The Well at Cherry Well Farm (Winchester)
White Willow Farms (Arcadia, IN)
Rentals
Cake
Caterer
Florist
Videographer
Hair and Makeup
Invitations
Calligraphy
Additional Vendors For Luxury Weddings
Planning & Coordination
- Luxury Wedding Planner: Specializes in high-end, bespoke wedding planning and design.
- Event Designer: For conceptualizing and creating unique, lavish wedding themes and decor.
Attire & Accessories
- Jeweler: For custom jewelry, including engagement rings and wedding bands.
- Couture Accessory Retailer: For designer veils, shoes, and other bridal accessories.
Ceremony
- Professional Musicians/Orchestra: For live ceremony music.
- High-End Decor and Rentals: For bespoke ceremony decorations, seating, and altar arrangements.
Reception
- Gourmet Caterer: For premium food and beverage services, including multi-course meals.
- Pastry Chef: For custom-designed wedding cakes and elaborate dessert tables.
- Sommelier: For curated wine selections and pairings.
- Luxury Bartending Service: For craft cocktails and premium beverage service.
- High-End Rentals: For elegant tables, chairs, linens, and tableware.
- Lighting Designer: For custom lighting design and installations.
- Famous DJ/Band: For high-profile entertainment and music.
- Luxury Photo Booth: For customized photo experiences with high-end props and backdrops.
- Chauffeur Service: For luxury transportation for guests.
Stationery & Signage
- Luxury Stationer: For custom-designed invitations, save-the-dates, programs, and thank you cards.
- Calligraphy Artist: For bespoke calligraphy on invitations and signage.
- Signage Maker: For custom, high-end signs, seating charts, and decor.
Entertainment & Extras
- Live Band/Orchestra: For live music during the reception.
- Specialty Acts: For unique performances like aerialists, dancers, or celebrity entertainers.
- Fireworks Company: For a private fireworks display.
Transportation
- Limousine Service: For high-end bridal party transportation.
- Classic Car Rentals: For vintage and luxury wedding day transportation.
- Private Shuttle Service: For guest transportation in style.
Miscellaneous
- Wedding Insurance Provider: For comprehensive event insurance coverage.
- On-Site Childcare Service: For guest children during the wedding.
- Pet Care Service: For pets involved in the wedding.
- Valet Service: For premium parking assistance.
- Guest Concierge Service: For attending to guest needs and accommodations.
- Travel Agent: For arranging luxury honeymoon and guest travel plans.
Luxury Vendor Recommendations
Wedding Planner and Event Design
Bartending
Cake
Florist
Videography
Elephant Memories Wedding Films
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