Use this checklist to catch every confirmation detail before the wedding day — from arrival times to payment methods.
The short answer
Start by gathering all vendor contracts and a single timeline. Contact each vendor individually to confirm arrival windows, setup requirements, and final headcount; also verify that their contact information and your backup contact are correct. Review payment schedules and preferred payment methods so nothing is left to chance on the day. Finally, share a consolidated timeline with all vendors and ensure they have access instructions and your cell number.
The checklist
The checklist
- Confirm each vendor's arrival time and setup duration.
- Verify final headcounts and deliverable specifics.
- Arrange final payment method and timing.
- Share your day-of timeline with all vendors.
- Confirm venue access and parking instructions.
- Collect emergency contact numbers for every vendor.
How to use it
Take the list to the conversation, not to a notebook afterwards. Each item is phrased as something you can ask for in writing.
Decide these before you send it
- Have I confirmed each vendor's exact arrival time and setup duration?
- Do I know the final payment amount and the method (e.g., check, card) each vendor expects?
- Do I have a backup contact for every vendor in case they are unreachable on the day?
- Have I reviewed the contract for any required final approvals or deadlines?
- Have I verified that the venue's load-in policies match each vendor's needs?
What each answer changes
| What to compare | What to ask for | The decision it changes |
|---|---|---|
| Timing | Confirmed arrival, setup, and breakdown times against your master timeline. | Avoids schedule conflicts and ensures vendors know when to arrive. |
| Deliverables | Final headcounts, menu choices, floral designs, playlist, shot list, etc. | Ensures vendors provide exactly what you ordered, no surprises. |
| Payment | Final balance due, payment method, and timing of payment (before, during, after). | Prevents last-minute payment issues and ensures vendors release services. |
| Access | Parking passes, load-in elevators, setup areas, and no conflicting events. | Ensures vendors can get in and set up without delays or fines. |
| Contingency | Vendor emergency contact, weather back-up plan for outdoor vendors, and backup timeline. | Covers cancellation or delay scenarios and keeps day running. |
A worked example you can copy
Building a total from quoted lines at 90 guests
- Start with the fixed costs you have been quoted: $4,200.00.
- Add other per-guest costs at 90 guests: $1,350.00.
- Add food and beverage at 90 guests: $7,650.00.
- Top up to the food-and-beverage minimum: $1,350.00.
- Apply the service charge to the food-and-beverage line only: $1,530.00.
- Total at 90 guests: $16,080.00.
- Re-run it at 65 guests: $15,280.00, a difference of $800.00.
| Line | Amount |
|---|---|
| Fixed costs | $4,200.00 |
| Other per-guest costs | $1,350.00 |
| Food and beverage | $7,650.00 |
| Minimum spend adjustment | $1,350.00 |
| Service charge | $1,530.00 |
| Total at 90 guests | $16,080.00 |
| Total at 65 guests | $15,280.00 |
| Difference | $800.00 |
CalculatorWedding Budget Calculator
Where this usually goes wrong
These are the failure modes that cost real money or real time. Each one is avoidable if you catch it before you sign.
Watch for
- Forgetting to confirm payment method, leading to scramble for cash or card.
- Not verifying that vendors have same timeline, causing overlap or missing cues.
- Assuming vendors have your contact info; they may not have your cell number.
Questions couples ask
When should I send final confirmations to vendors?
Aim for about a week before the wedding, but check each contract for specific deadlines; some may require confirmation sooner.
What if a vendor doesn't respond to my confirmation request?
Follow up multiple times; if no response, contact their emergency backup or the vendor's office directly.
Do I need to confirm vendors even if I have a wedding planner?
Yes, because you are ultimately responsible; review the planner's confirmations and verify key details yourself.
Your next decision
Once all vendors are confirmed, use our day-of timeline template and emergency contact sheet to keep everything on track.
