Wedding vendor contact list template for coordinators

The short answer: one sheet, one row per vendor, nine columns

Build one sheet with one row per vendor and nine columns: vendor, category, on-site lead, phone, arrival, load-in or setup location, vendor meal, final payment, and notes.

The first four columns are the ones every template has. The next four are the ones that settle questions on the day: when does this person arrive, where do they go, do they eat and where, and has the last balance been handled. Notes is for the one-liner that does not fit anywhere else, such as "needs power at the back wall" or "leaves before cake".

Two rules keep the sheet useful. Put the mobile number of the person who will be on site, not the office line. And keep one version: the couple, the venue and you should all be looking at the same list, not three edited copies.

The template: copy the table into your own document

The table at the end of this page is the template, with two example rows marked "example" so you can see how detailed each cell should be.

• On-site lead. The person who will actually stand at the venue, which is often not the person who signed the contract. For a band it is the bandleader or the sound engineer, for a caterer the event captain.
• Arrival. The time the vendor reaches the venue, not the time they start working. Write it as 12:30 pm so nobody has to guess.
• Load-in / setup location. The door or dock they use and the room they set up in, for example "service entrance, north side, then ballroom".
• Vendor meal. Yes or no, what they eat, and where they sit or eat. A line like "yes, plated, staff room" saves a conversation at the worst moment.
• Final payment. What is owed on the day and by whom, or "paid". It is the column that prevents a vendor waiting at the door for an envelope nobody has.

Where each piece of information comes from

Each column has a natural source: the contract, the couple or the venue, and knowing which one stops you from asking the wrong person.

• Contract or proposal: vendor, category, service hours, whether a vendor meal is included, and the balance still due. Read the contract, do not trust memory.
• The vendor: the on-site lead and their mobile number, and the real arrival time. Ask for both in your final confirmation, because the person who sold the job is rarely the person who shows up.
• The venue: load-in point, access hours, parking, power and the rules on delivery windows. A venue manager can tell you in two minutes what a vendor would take a week to find out.
• The couple: who pays final balances and tips on the day, any vendor they have told to arrive early, and any vendor who should not be seated with family.
• You: the notes column. This is where your experience goes.

In a MyWedding Pro project, every wedding has a vendor record for each vendor with a status (contacted, quote received, confirmed, declined) and attached documents. That is a good home for the contract PDF or the quote the row is built from, so the source sits next to the contact.

The same project holds the budget by line: the quoted amount (committed), what has been paid, and what remains by category, plus a timeline of payments with due dates. When you fill in the final payment column, you can check it against that remaining amount instead of from memory.

Arrival and load-in: sequence vendors with the venue

Set arrival times in the order vendors need the space, not in the order they were booked, and confirm the sequence with the venue before you send anyone a time.

A common pattern is that rentals and the florist need the room first because everything else is placed around them. The caterer needs the kitchen and the tables set before service, the band or DJ needs a clear stage for the sound check, and the photographer wants to see the room finished before guests arrive. Your venue may work differently, so ask what is locked, what is shared and when.

1. Ask the venue for its access time and the one entrance every vendor uses.
2. List the vendors who need the same room and decide who goes first.
3. Leave a margin between two vendors who need the same door or elevator.
4. Write the final arrival time into the sheet and send each vendor only their own line.
5. Mark the vendors who must leave early or are not on site all evening, so you know who you cannot reach.

If a vendor will be late, the arrival column is also where you see the knock-on effect: who comes after, and who is waiting on them.

Vendor meals and seating: decide before the caterer asks

Vendor meals belong in the contact list because they are a headcount for the caterer and a place for the vendor, and they are often forgotten until dinner service starts.

Check each contract: some vendors expect a meal, some include their own, and some are not on site long enough to need one. Add the confirmed number to the caterer's final headcount, with any dietary notes, and tell the vendor where they will eat. Photographers and bands are the usual ones, since they work through the meal and need to eat on a schedule you can plan around.

If your wedding has a catering list by table or by moment, keep vendor meals on a separate line rather than mixed into the guest count. In MyWedding Pro the caterer list shows the menus chosen, dietary needs and allergies, and it prints or exports as a CSV file, including for a planner's wedding. Add the vendor meals to your own sheet and to the number you give the caterer.

Sharing the list on the day and keeping it current

Share the full sheet with your team and the venue contact, share only a vendor's own row with that vendor, and treat any change as a reason to update the sheet before telling anyone.

Print two copies: one for you and one for your assistant or the lead helper. A phone can die, and the list is useless if it only lives on the screen you keep dropping in your bag. Add the time you last updated it at the top.

In MyWedding Pro, the day-of timeline holds the schedule, the highlights and who is responsible, and there are mission sheets for the relatives and friends who help on the day. Pair each helper with the vendors they might need to find, such as the person greeting the florist, and give them that line of the sheet. Because the couple can see the vendors in their project, they can check names and statuses without calling you.

Before you send the sheet, run a short check. These are the six things to verify.

1. Every vendor has a mobile number for the on-site lead, not only an office line.
2. Every arrival time has been confirmed by the vendor in writing.
3. Load-in points match what the venue told you, and you have checked the parking.
4. Vendor meals are counted in the caterer's final headcount.
5. Final payments are marked with who pays, how much and when.
6. The sheet shows the date of the last change, and the old copies are deleted.

For the rest of the day, the day-of coordinator checklist walks through phases and tasks, and managing multiple weddings shows how to keep each sheet separate when seasons overlap. If you want the couple to follow along, read about a client portal for your couples, or see what to expect from wedding planner software.