Wedding Vendor Contact Sheet
One-Minute Summary
This wedding vendor contact sheet puts every vendor in one place—name, business, phone, email, and notes. Print on U.S. Letter paper and fill it in as you book. Many couples keep a copy in their planning binder and give one to their day-of coordinator or a trusted friend. When something comes up—a caterer running late, a florist with a question—you have every number at your fingertips. No more digging through emails or scrolling through contacts.
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Print Settings
- Paper: U.S. Letter (8.5" × 11")
- Orientation: portrait
- Scale: 100%
- Margins: Default (0.5")
What’s on this vendor contact sheet
This wedding vendor contact sheet puts every vendor in one place—category, business name, contact name, phone, email, and notes. Fill it in as you book. Here’s how each field works.
Print and keep it in your planning binder. Give a copy to your coordinator or point person. When something comes up, you have every number at your fingertips.
How to use this vendor contact sheet — 2 real scenarios
Scenario 1: Couple managing multiple vendors
You have 10–15 vendors. Without a contact sheet, you’re digging through emails when the caterer asks for the coordinator’s number. Print the sheet, fill it in as you book, and keep it in your planning binder. When your coordinator asks for everyone’s info, you hand them the sheet. One document, all the numbers. Many couples also save a PDF to their phone.
Scenario 2: Couple handing off to a coordinator or trusted friend
You’ve hired a day-of coordinator or asked a friend to be the point person. They need to reach vendors—caterer running late, florist with a question. Give them the filled contact sheet. They have every name and number. You don’t have to be the middleman. Verify numbers a week before the wedding—contacts change.
Example fill-out
Venue—Oak Grove Estate | Sarah Chen, 555-123-4567 | sarah@oakgrove.com | Ceremony 4pm, setup 2pm. Caterer—Premier Catering | Mike Torres, 555-234-5678 | Final head count 4/22. Photographer—Johnson Photo | Lisa Johnson, 555-345-6789 | 8-hour package, shot list due 2 weeks before. Florist—Bloom & Co | Maria Williams, 555-456-7890 | Delivery 3pm, balance due day-of. DJ—SoundWave Events | Tom Davis, 555-567-8901 | 6pm–11pm, must-play list sent.
Common mistakes (and how to fix them)
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Not updating when contacts change. Review 2 weeks before the wedding. Get the day-of contact—the person who will actually be there.
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Forgetting the venue’s day-of contact. Planning contact may differ from day-of. Add the event manager or coordinator who will be there.
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Not giving a copy to your coordinator. They need it to reach vendors. Print extra copies or send a PDF.
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Leaving the notes column blank. Add deposit paid, balance due, setup time. You’ll need it when questions come up.
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Only having digital copies. Print the sheet. Paper doesn’t need batteries.
Customization tips
Adding categories: Include officiant, transportation, hair and makeup, rentals. Add rows as needed.
Digital backup: Save a PDF to your phone and cloud. Share with partner and coordinator. But keep a printed copy.
Contract summary: Add a column for key dates—deposit due, balance due, final head count. Helps with cash flow.
Printing Tips
- Print on U.S. Letter (8.5" × 11") in portrait orientation
- Scale: 100% (do not use "Fit to Page")
- Margins: Default (0.5")
Next step in your wedding workflow:
Related Templates You Might Need
Most people use 2–3 of these together:
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Frequently Asked Questions
When should I fill out the vendor contact sheet?
As you book each vendor. Add them to the sheet immediately—name, phone, email, and any contract notes. Don't wait until the week before. You'll forget details, and the sheet won't be useful for planning.
Should I give this to my coordinator?
Yes. Your day-of coordinator needs to reach vendors if something comes up—caterer running late, florist with a question. Give them a printed copy or PDF. Make sure it's updated with current contacts.
What if a vendor's contact changes?
Update the sheet. Reach out 2 weeks before the wedding and confirm everyone's current phone and email. Get the day-of contact—the person who will actually be there—not just the person who sold you the package.
How many vendors typically go on the sheet?
Most weddings have 8–15 vendors: venue, caterer, photographer, videographer, florist, music/DJ, baker, coordinator, hair/makeup, transportation, officiant. Add any others—rentals, photo booth, etc.
Should I include contract details?
Yes, in the notes column. Deposit paid, balance due, setup time, key deadlines. When a question comes up about payment or timing, you have the answer. It also helps your coordinator know when vendors are arriving.