Wedding Planning 101

Vendor Etiquette at Weddings and Events

  1. Alexandra says:

    What do planners do during downtime while dancing is going on and you are simply waiting for the event to end?

    • Great question Alexandra. Planners sometimes take a bit of a break during this time to sit down and review what needs to be done after dancing is over. Depending on the event, there may be some tasks that can be done during this time. The planner usually will check in periodically with the clients to ensure their needs are met. It is also a good time to touch base with each vendor to see if they need any help and to ensure everything is going smoothly.

  2. Barbara says:

    An exception to eating after the guests would be the DJ or whomever will be needed to get the party going right after the meal. It’s best to serve them a boxed meal during cocktail hour or a full meal soon after the first guest/ honoree has been served. That way they are refueled and ready when the it’s time to “crank it up!”

  3. Usually, the alternative to your providing vendor meals is that your vendors need to have a long enough break to go and get their own meals. So if you want them to be there all day, you need to feed them.

    • Thank you for sharing your experience. It also depends on where the venue is. If it is in or very near a city, that would work fine. But if it is a remote venue, the clients would have to provide meals for vendors. I also worry that if my vendors have to leave the venue for dinner…what if something happens where we need them? I have had a few weddings where the bride or her mom come into the area where the vendors are eating and either ask me a question or ask the photographer to get a quick shot.

  4. Pam Sayle says:

    During the dinner hour and dancing time, where is a good area for the planner to be? I’ve set in an area beside the gift table and been in the kitchen, I’ve miggled with guests to ask may I be of assistance or are you having a good time, is this appropriate? I have a seat with guests only if the bride invites me to do so. I want to be available, which may mean being visible. But where? It may be hours for dancing, speeches and such, if everything is going smoothly, what would be appropriate for a planner to do during this time?

    • Thanks for your comment Pam. Most planners and other event professionals eat dinner in a different room at the same time that guests are eating. This tends to be the only “down time” for us. It is not appropriate for wedding professionals to sit with the guests for dinner.

      • Linda says:

        Having been in the restaurant business for many years, I would never eat while guests are dining. I think the planner should make sure every table is not in need of anything. Yes, it is the job of the caterer, but even the best miss occasional details or do not see all that their staff is doing–or not doing. This, of course, will depend on the level of standard expected by the client or the planner.

  5. […] Where are the Vendors Sitting – Professional vendors do not sit with wedding guests however, when friends and family members are acting as vendors, it can be tricky to know where and […]

  6. “Find a spot to eat dinner that is located away from the reception area where guests are seated. It is not appropriate for wedding and event vendors to be seated with guests during dinner. It can cause an uncomfortable situation for both the vendors and the guests. ”

    I was taught that we should have our meals in the same room as guests, now I’m confused…

    • Debbie says:

      Thank you for your comment. It is not appropriate etiquette to eat with the guests. There may be certain event venues that don’t have another area for vendors to eat so there could be exceptions.

    • If the venue has another area for you to eat, most vendors will eat there, but be mindful of when you eat that it is at the appropriate time, in case you as the planner are needed. With a timeline of events, this also helps the other vendors (photographers, videographers, etc.) to know when they will be needed for key moments.

    • Julie says:

      I always suggest a reserved vendors table & every single couple has been ok with it. That might help to avoid confusion as to where you should sit.

  7. Make sure to put your cell phone on vibrate during the ceremony! =)

  8. Chelle says:

    These are great reminders for those starting out. A couple more we follow are no gum chewing and no standing around on your phone in front of guests. Obviously you have to be available on your phone for your vendors/client and several of us take pics and post them to our social media feeds. However, it’s not good etiquette to stand around texting or FB’ing in the corner all night. 🙂

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