Everything You Need to Know About Coordinating with Vendors

October 4, 2019

Everything You Need to Know About Coordinating With Vendors

Congratulations! You and the love of your life have decided on forever! Now that you’re sporting that shiny new symbol of love on your left hand, you’re probably getting bombarded with tons of questions from your friends and family. 

“When’s the big day?” 

“Have you found a dress?” 

“Where are you having the celebration?”

Understandably, wedding planning can quickly become a little overwhelming. From choosing a venue, to booking a photographer and other vendors, there are a lot of decisions to be made! Once you’ve booked your dream team of vendors, it’s important that you communicate with them throughout the planning process to ensure your vision comes to life on the big day. While selecting your vendors is a task in itself, you also have to consider how they will all work together to execute your dream wedding. It’s essential that vendors thoroughly understand their roles and responsibilities prior to the event. The last thing you want is to be caught off guard with tons of questions on the morning of your wedding. After all, you’ll be busy entertaining guests and getting ready for your walk down the aisle! 

So how do you avoid wedding day commotion? In this blog post we’re going to explain everything you need to know about coordinating with your vendors. To provide you with a brief introduction, my name is Ian Ramirez and I’m the Venue Director at Madera Estates. We are a Spanish and European inspired event space located in Conroe, TX. Now that I’ve been in the industry for a few years, I’ve become very familiar with the “do’s” and “don’ts” of wedding planning. I can tell you with first-hand experience, coordinating with your vendors is an extremely important component to ensuring your big day goes off without a hitch. Here are 9 ways you can make sure your vendors are wedding day ready:

Choose Wisely 

This may seem like an obvious statement, but it’s important you choose the right vendors from the start! From your venue to the catering, photography and more, it’s crucial that you are confident in your wedding day team. A great way to determine if a vendor is the right fit for you is to look at their previous work and reviews. We recommend searching for vendors on theKnot.com. You’ll be able to quickly get a feel for the type of work they perform. Once you’ve found a few vendors you’re interested in, go ahead and follow them on Instagram and Facebook. Within a matter of weeks, you should get a good understanding of their work, attention to detail and professionalism. From there, we highly recommend you meet in-person before signing a contract – or at the very least schedule a phone call! Choosing the right vendors goes beyond the price tag. You need to be confident that they’ll work well with others and deliver as promised! 


Don’t assume anything! There are no silly questions when it comes to wedding planning. You should also be direct with your vendors about your expectations. Maybe you have a favorite grandparent you want a specific photo of, or perhaps you want a seat reserved in the honor of someone who has passed. Whatever your requirements are, make sure you communicate with your vendors! Most of the time they will be more than happy to make it happen!

Have A Detailed Timeline

Having a detailed timeline is crucial! It’s important that all your vendors are on the same page. We recommend sending out a timeline a week or two before the event. This way, if any changes need to be made you can do so well in advance. Allow your key vendors to help you strategize! Specifically, it’s a good idea to consult with your venue, photographer, videographer, and DJ prior to making the timeline. These vendors all play an instrumental role in how the day will be spent. Your final timeline should include a breakdown of the event, transportation details, contact information, and addresses. Always give yourself enough cushion time and account for possible setbacks such as inclement weather or extra time for hair & make-up. 

Create Visual Aids 

If you are wanting something specific, it’s a great idea to create visual aids! These can range from seating charts to photos of how you want things to look! If you want a table displayed in a particular way, let your venue know by providing them with a layout! If you have specific photos you want to recreate, send the examples to your photographer.

Before you sign a contract, talk to your vendors about your color palette and theme. Provide them with examples from blogs or social media. Review their past work and make sure it aligns with what you are looking for!

Plan For Contingencies 

No one wants to think about “Plan B” options on the best day of their life. Before you book a vendor ask them about their contingencies. What happens if someone gets sick? Who is the backup contact? What happens if your florist gets a late shipment of the specific florals you requested? What if a monsoon occurs in conjunction with the timing of your outdoor ceremony? It’s important that all your vendors have solid backup plans for the unthinkable. 

Pay On Time 

Ah, money can be a little awkward if you let it. Especially if the funds are drying up from all the wedding-related expenses! Regardless, once you book a vendor, implement a game plan for how and when you’ll pay your them. Add a  calendar notification to make sure you’re prompt with payment. After all, your vendors likely have other people they need to pay to make arrangements for your wedding celebration. Venues might need additional staff, your florist will have to purchase the flowers and your photographer may need to hire a second shooter. Paying your vendors on time will benefit both of you! 

See What Can Be Provided On-Site

Did you know that some wedding venues have all-inclusive options? At Madera Estates, you can just book our space or you can consider one of our packages! Our goal is to bring value to our couples and make the wedding planning process as easy as possible. From the cake to the bar, catering and beyond, we’re here to help! We can even provide you with a list of our favorite vendors (such as make-up artists, photographers, and florists) to guide you in the right direction.

Confirm, Confirm, Confirm! 

Even if you think you’ve covered all your bases, it’s important to nail down the logistics! Contact your vendors prior to the event to confirm their arrival time as well as any special requests you may have. After all, it’s likely been a while since you’ve booked their services. A friendly reminder goes a long way! 

Delegate The Responsibility 

Are you overwhelmed with wedding planning and having to coordinate all your vendors? No worries! When you book a wedding venue like Madera Estates, you’ll have a team in place to make all your wedding day dreams come true. If you would like to book a free tour of our event space, click here. The team at Madera Estates wants to thank Paul & Grace Photography for allowing us to hop on their blog! If you’re looking for awesome photographers who are extremely talented and easy to work with, we highly recommend them! 

About The Author 

Ian Ramirez serves as the Venue Director of Madera Estates, a Spanish and European inspired luxury wedding and event venue located in Conroe, TX. The architecturally-stunning and beauty that is Madera Estates, takes inspiration and visions from the historic town of San Miguel de Allende, Mexico, an artist’s haven and UNESCO World Heritage Site. An oasis of lush landscaping, guests are immediately transported from the piney woods of Southeastern Texas to the breathtaking and luscious highlands of Central Mexico.

A native of The Woodlands, TX, Mr. Ramirez graduated Summa cum laude from the University of Cincinnati, College-Conservatory of Music, where he received his bachelor’s and master’s degree in music. He has received awards from the National Opera Association and a Career Opportunity Grant from the Oregon Arts Commission. In 2018, Ian was named the Man of the Year through the Leukemia & Lymphoma Society’s Man & Woman of the Year campaign, as well as PR Luxury Media’s Do-Gooder of the Year. Most recently, he was named Houston Business Journal’s 40 Under 40.