Maintain Detailed Vendor Contact List
You'll juggle 10-20 vendors over the course of planning, and the details you agreed on verbally in March are easy to forget by October. A single, organized vendor tracker keeps every quote, contract, and payment date in one place so nothing slips through the cracks.
What to include per vendor
Set up one row or card per vendor with: company name, main contact, phone, email, service provided, quoted price, deposit paid and balance due, payment due dates, and the contract signing date. Add a status column (researching, contacted, met, booked, paid in full) so you can scan the list and instantly see who still needs a decision or a payment.
Track conversations, not just numbers
After every call or meeting, jot a one-line note: what was discussed, what was promised, and any special requests (dietary swaps, specific songs, allergy warnings). Six months later, when the caterer says 'we never agreed to that,' your dated note settles it fast. This log is also what you'll hand off to a coordinator if you hire one.
Build your day-of backup sheet
Pull a simplified version of your tracker into a one-page day-of contact sheet: vendor name, arrival time, cell phone, and a backup number (assistant, second shooter, venue manager). Print copies for your planner, maid of honor, and venue coordinator so a last-minute hiccup doesn't require digging through email.
Key Takeaways
- Use one spreadsheet or app with a row per vendor covering contact info, pricing, deposits, and due dates
- Add a status column to track where each vendor stands at a glance
- Log meeting notes and special requests immediately, not from memory later
- Include backup contacts and emergency numbers for every vendor
- Print a simplified day-of contact sheet for your planner, wedding party, and venue staff
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Source: www.theknot.com