- Include when you expect this vendor to arrive. You likely know that information from earlier conversations or from your contract with them. If you don’t know, ask.
- Ceremony vendors like to know this even if they’re not involved with photos so they can make sure their part is set-up before photos begin (if needed).
- Ceremony vendors like to know this so they can have a sense of how the day is unfolding. Some, such as a florist, may also need to visit the reception site before guests are due to arrive to set-up.
Please let me know of any questions or concerns. Otherwise, thank you for your help!
WEDDING RECEPTION VENDORS
Potential reception vendors: caterer(s); florist and/or flowers; reception music; photographer(s); transportation; videographer(s)
Subject line: [date of wedding, last names of clients] — final timeline
Hello, [reception vendor]:
Below is a brief outline of what to expect on our wedding day. You’ll find a full timeline attached.
- When and where the reception venue is available
- Include when you expect this vendor to arrive. You likely know that information from earlier conversations or from your contract with them. If you don’t know, ask.
- Reception vendors like to know this so they can have a sense of how the day is unfolding.
- Include:
- When food is expected to be served
- If any toasts are expected and if so, when
- If there are any special events during the reception and if so, when. These may include:
- First dance(s)
- Cake cutting/first bite
- Bouquet and/or garter toss
- Special exit
Please let me know of any questions or concerns. Otherwise, thank you for your help!
WEDDING VIPs
Wedding VIP: any guest whom you want to have more information than the average guest
Subject line: [your name and your partner’s names] — final timeline
Hello, [name of specific Wedding VIP]:
Below is a brief outline of what to expect on our wedding day. You’ll find a full timeline attached.
- When and where the rehearsal begins
- Include if a rehearsal-related meal is involved and if so, when and where that meal begins
- Include:
- If and where parking is available
- When and where food and beverage will be available on-site
- If they need to come dressed in wedding attire (typically, yes but sometimes no if you’re all getting ready together, etc.)
- Make sure to note anyone who is giving a toast
Please let me know of any questions or concerns. Otherwise, thank you so much for your time and support!
