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How to confirm wedding vendors before the wedding: a final checklist

How to confirm wedding vendors before the wedding: when to call, what to confirm with each supplier, final payments, contacts, and who handles the day.

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Final weeks

A few weeks before the wedding, every supplier should know exactly when, where and what they are delivering. Learning how to confirm wedding vendors before the wedding turns a folder of contracts into a reliable plan, and it is one of the most effective ways to prevent problems on the day.

When to confirm

A useful rhythm:

  • About a month before: send each supplier your draft timeline and ask for any questions.
  • Two weeks before: confirm final details, numbers and payments.
  • The week before: a brief final check by message or call, and share the final timeline and contacts.

Our wedding week checklist covers the final days in more detail.

How to confirm wedding vendors before the wedding: what to confirm with everyone

For every supplier, confirm:

  • date, arrival time and departure time;
  • the exact address and where to park or unload;
  • who their contact is on the day, and who yours is;
  • what they are delivering, and any changes since booking;
  • final balance, due date and payment method;
  • any venue rules they must follow, such as noise limits or loading times.

Supplier-specific details

Venue

  • final floor plan and table layout;
  • set-up and clear-down times;
  • backup plan for weather;
  • final guest numbers.

Caterer

  • final numbers, meal choices and dietary list by table;
  • service timings, including speeches;
  • supplier meals.

Our guide to the final wedding headcount explains how to reconcile numbers.

Photographer and videographer

  • timeline and locations;
  • family groupings list;
  • key people and must-have moments;
  • any photography restrictions at the ceremony.

Florist and décor

  • delivery and set-up times;
  • what is going where;
  • who removes items at the end.

Music and entertainment

  • set times and breaks;
  • first dance and key songs;
  • power and space requirements;
  • do-not-play list.

Officiant

  • ceremony running order;
  • rehearsal time;
  • legal paperwork and witnesses.

Hair and make-up

  • start time, number of people and order;
  • where they will set up.

Transport

  • pick-up times and addresses;
  • driver contacts;
  • return journeys.

Share one timeline

Send every supplier the same final timeline, with contact names and phone numbers for the day. Mark which parts concern them. Our wedding day timeline is a useful template.

Final payments and tips

Settle final balances on time, and prepare any tips in labelled envelopes. Our guide to wedding tipping etiquette explains local customs. Give envelopes and any day-of payments to one trusted person.

Hand over to one person

On the day, suppliers should contact your coordinator or a nominated friend, not you. Give that person:

  • every contract and contact;
  • the final timeline;
  • the floor plan and seating chart;
  • payment envelopes and the emergency kit.

Our guide on wedding planner vs day of coordinator explains the options.

If something has changed

If a supplier has changed staff, equipment or availability, find out now. Ask who will attend, confirm they have your details, and update your plan. If a supplier cannot attend, ask your planner or venue for trusted alternatives straight away.

A confirmation email template

Hi Maria, Our wedding is on Saturday 14 August at Palácio do Mar. Please could you confirm:

  • your arrival time of 2pm and finish time of 11pm;
  • parking at the rear entrance;
  • the final balance of the agreed amount, due on 1 August. The full timeline is attached. On the day, please contact our coordinator, Ana, on the number below. Thank you so much, we are really looking forward to it.

Keeping everything in one place

Put every contract, invoice, contact and confirmation into one shared folder that both of you, and your coordinator, can open. Name files clearly by supplier, and keep a simple table with each supplier's arrival time, contact on the day, balance due and confirmation status. When a supplier replies to confirm, mark it immediately. In the final week, this table becomes the coordinator's checklist, and it is far easier to hand over than a long chain of emails.

A quick checklist

  1. Send a draft timeline a month ahead.
  2. Confirm details and payments two weeks before.
  3. Check supplier-specific details.
  4. Share one final timeline with every supplier.
  5. Prepare final payments and tips.
  6. Hand everything to one coordinator.

Careful confirmation is quiet work, but it is what lets the day run smoothly while you focus on the people around you.