📋planning

Maintain a Vendor Contact List with Quotes and Notes

Name: Weddy
Rating: 4.8 (500 reviews)
Author: Weddy

Create a comprehensive vendor spreadsheet to track contact information, quotes, and agreed-upon details for all wedding professionals. As you reach out to venues and vendors, document everything in one organized place. Include columns for vendor type, contact info, pricing quotes, contract status, and personal notes about what you've discussed. This becomes your vendor checklist and ensures nothing falls through the cracks during the booking process.

More Planning & Organization Tips

Create a Master Wedding Planning Timeline

Start planning 12-18 months before your wedding date. Key milestones: 12 months - book venue and photographer; 9 months - book caterer and entertainment; 6 months - order dress and send save-the-dates; 3 months - finalize menu and send invitations; 1 month - final vendor meetings and create seating chart. Use a shared spreadsheet or wedding planning app to track all tasks and deadlines.

Book Your Top Priority Vendors First

The most in-demand vendors (venue, photographer, videographer, caterer) book up 12-18 months in advance, especially for peak season dates. Once you set your date, immediately reach out to your must-have vendors. If your dream photographer is available, build your day around their schedule. Popular venues often only have a few Saturday dates available per year.

Create a Shared Wedding Email and File System

Set up a dedicated email address (like yournames.wedding@gmail.com) for all vendor communication. This keeps everything organized and accessible to both partners. Create a cloud folder (Google Drive, Dropbox) with subfolders for: contracts, inspiration, guest list, budget tracker, and vendor communications. This prevents important details from getting lost in personal inboxes.

Ready to Plan Your Perfect Wedding?

Weddy helps you organize all aspects of your wedding planning in one beautiful, easy-to-use platform.

Get Started with Weddy