A beautiful wedding doesn't appear all at once.
Before the first guest arrives, there's usually a small army at work: tables are being dressed, flowers are being arranged, food is being prepared, speakers are being tested, photographers are scouting locations, desserts are being delivered, and dozens of little details are finding their places.
The secret to a smooth setup isn't necessarily having fewer vendors.
It's making sure everyone knows when to arrive, where to go, what they're responsible for, and when they need to be finished.
Use this checklist as you coordinate your wedding at Phoenix Mill Events. Fill in the blanks as you confirm details with each vendor, then share the completed information with your planner or day-of point person.
Start With the Big Picture
Before contacting individual vendors, establish the basic framework of your day.
Wedding date: ______________________________________
Ceremony location: __________________________________
Ceremony begins: ___________________________________
Guest arrival begins: ________________________________
Reception begins: ___________________________________
Dinner begins: ______________________________________
Reception concludes: _________________________________
Venue access begins: _________________________________
All cleanup/breakdown complete by: __________________
Your Day-of Point Person
Choose one person vendors can contact with questions on the wedding day.
Name: ___________________________________________
Role: ____________________________________________
Cell phone: ______________________________________
This might be your wedding planner, coordinator, trusted family member, or another person you've designated for the job.
The important part is simple: vendors should know whom to call instead of calling the couple.
Your Vendor-by-Vendor Setup Checklist
For every vendor, answer the same basic questions:
Who are they? When are they arriving? Where are they going? What are they bringing? How long do they need to set up? Who is their contact person? And what happens to their things at the end of the night?
VENDOR CHECKLIST
☐ Wedding Planner / Coordinator
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Departure time: ____________________________________
Primary responsibilities: ______________________________
______________________________________________________
Will this person be the primary vendor contact? ☐ Yes ☐ No
Your planner or coordinator should have the most complete version of your wedding timeline and vendor contact list. Confirm that they understand the ceremony plan, reception sequence, vendor arrival schedule, room layout, décor responsibilities, and end-of-night expectations.
VENDOR CHECKLIST
☐ Florist / Decorator
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Estimated setup time: _______________________________
Setup complete by: __________________________________
What are they decorating?
☐ Ceremony area
☐ Aisle
☐ Welcome / entry area
☐ Guest tables
☐ Head / sweetheart table
☐ Cocktail tables
☐ Bar area
☐ Cake / dessert table
☐ Gift / card table
☐ Other: ______________________________________
Who provides vases/containers? __________________________
Who provides candles? _________________________________
Who lights candles? __________________________________
Who moves ceremony décor to the reception, if applicable?
______________________________________________________
Who removes flowers/decorations afterward?
______________________________________________________
If your florist needs tables, chairs, ladders, access to water, electrical power, or anything else before beginning setup, identify that before the wedding day.
VENDOR CHECKLIST
☐ Caterer
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Meal service begins: _________________________________
Estimated meal service ends: __________________________
Final cleanup complete by: ____________________________
Service Style
☐ Plated
☐ Buffet
☐ Stations
☐ Family style
☐ Hors d'oeuvres / cocktail reception
☐ Other: ______________________________________
Final guest count due: _______________________________
Final guest count: ____________________________________
Vendor meals required: _______________________________
Special dietary meals: _________________________________
Who supplies plates/flatware/glassware?
______________________________________________________
Who supplies linens? ___________________________________
Who clears tables? ____________________________________
Who handles trash generated by catering?
______________________________________________________
A particularly important question: when does the caterer need access compared with when guests arrive? Food preparation and service areas should be established before guest traffic begins whenever possible.
VENDOR CHECKLIST
☐ Bar / Bartending Service
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Bar ready by: _______________________________________
Bar opens: __________________________________________
Last call: ___________________________________________
Bar closes: __________________________________________
Confirm Who Supplies:
☐ Alcohol
☐ Mixers
☐ Ice
☐ Cups / glassware
☐ Garnishes
☐ Napkins / straws
☐ Water
☐ Coolers / tubs
☐ Bar tools
☐ Other: ______________________________________
Who removes remaining alcohol afterward?
______________________________________________________
Who handles empty containers/trash?
______________________________________________________
Confirm all licensing, insurance, service, and alcohol requirements applicable to your event well before the wedding day.
VENDOR CHECKLIST
☐ DJ / Band / Entertainment
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Setup begins: ______________________________________
Sound check complete by: ______________________________
Music begins: _______________________________________
Music ends: _________________________________________
Equipment
☐ Speakers
☐ Subwoofer
☐ Microphones
☐ DJ booth
☐ Dance-floor lighting
☐ Ceremony sound system
☐ Band equipment
☐ Other: ______________________________________
Electrical requirements: _______________________________
Where will equipment be located? ________________________
Does ceremony audio require a second setup? ☐ Yes ☐ No
Your DJ or band should receive the reception timeline—not just a playlist. They may be responsible for announcing introductions, speeches, dinner, first dances, cake cutting, last call, and other transitions. Make sure they know what happens next and who gives them the signal.
VENDOR CHECKLIST
☐ Photographer
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Coverage ends: ______________________________________
Planned Photographs
☐ Getting ready
☐ First look
☐ Couple portraits
☐ Wedding party
☐ Immediate family
☐ Extended family
☐ Ceremony
☐ Cocktail hour
☐ Reception details
☐ Introductions
☐ Toasts
☐ First dance
☐ Parent dances
☐ Cake / dessert
☐ Dancing
☐ Send-off
Formal family photo list completed? ☐ Yes ☐ No
Person responsible for gathering family members:
______________________________________________________
Photography planned elsewhere? ☐ Yes ☐ No
Location: _________________________________________
Departure: ________________________________________
Return: ___________________________________________
VENDOR CHECKLIST
☐ Videographer
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Coverage ends: ______________________________________
Audio connection needed from DJ/band? ☐ Yes ☐ No
Additional lighting/equipment? ☐ Yes ☐ No
Special electrical needs: ______________________________
Your photographer and videographer should know about one another ahead of time, particularly if both need prime positioning during the ceremony and major reception moments.
VENDOR CHECKLIST
☐ Cake / Dessert Vendor
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Delivery time: ______________________________________
Who accepts the delivery? ______________________________
Where will it be placed? ________________________________
Refrigeration required? ☐ Yes ☐ No
Cake cutting time: __________________________________
Who cuts/serves the cake? ______________________________
Cake stand belongs to: _________________________________
Does anything need to be returned afterward? ☐ Yes ☐ No
If yes, who is responsible for it?
______________________________________________________
This last question is easy to overlook. Rental cake stands, serving pieces, and display items have an amazing ability to become someone else's problem at the end of the night.
VENDOR CHECKLIST
☐ Rental Company
If you're bringing in additional tables, chairs, linens, specialty furniture, décor, or equipment, make sure the delivery and pickup plan is just as clear as the order itself.
Company: ________________________________________
Contact: _________________________________________
Delivery date/time: _________________________________
Pickup date/time: __________________________________
Who accepts delivery? _________________________________
Who verifies the order? _________________________________
Does the company set up its items? ☐ Yes ☐ No
If not, who does? ____________________________________
Who consolidates rentals for pickup? ____________________
Never assume that delivery includes setup or that pickup includes gathering everything throughout the venue. Ask.
VENDOR CHECKLIST
☐ Officiant
Name: ___________________________________________
Cell: ____________________________________________
Arrival time: ______________________________________
Ceremony start: ____________________________________
Expected ceremony length: ____________________________
Rehearsal attendance: ☐ Yes ☐ No
Marriage license responsibilities confirmed? ☐ Yes ☐ No
Microphone needed? ☐ Yes ☐ No
VENDOR CHECKLIST
☐ Transportation
Company: ________________________________________
Contact: _________________________________________
Cell: ____________________________________________
Pickup location: ____________________________________
Pickup time: _______________________________________
Arrival at Hayden Mill: ______________________________
Return/departure time: _______________________________
Who is riding? _______________________________________
Don't schedule transportation based solely on drive time. Allow time for loading people, photographs, traffic, and the inevitable person who isn't quite ready.
The Vendors People Forget
Not every wedding will have these, but run through the list before declaring your vendor schedule finished.
☐ Hair and makeup
☐ Photo booth
☐ Live ceremony musicians
☐ Specialty entertainment
☐ Coffee service
☐ Late-night food
☐ Transportation / shuttle
☐ Rental furniture
☐ Linen rental
☐ Lighting company
☐ Signage / décor installer
☐ Balloon installer
☐ Dessert vendor
☐ Childcare
☐ Security, if applicable
☐ Other: ______________________________________
For every one, write down:
Arrival: __________
Setup complete: __________
Departure: __________
Plan the Load-In
This deserves its own conversation with your vendors.
A vendor knowing when to arrive doesn't necessarily mean they know how to arrive.
Before the wedding, confirm:
Where should vendors enter?
______________________________________________________
Where should they unload?
______________________________________________________
Where should vendor vehicles go after unloading?
______________________________________________________
Are there stairs, elevators, narrow openings, or other access considerations?
______________________________________________________
Are carts/dollies needed? __________________________________
Who provides them? ____________________________________
Are any unusually large items being delivered?
______________________________________________________
Does anything require special electrical service?
______________________________________________________
Does anything require water access?
______________________________________________________
Will anything be delivered before the wedding day?
______________________________________________________
Will anything remain for pickup afterward?
______________________________________________________
The venue and your planner should know about large, unusual, or early deliveries ahead of time.
A surprise floral centerpiece is wonderful.
A surprise delivery truck is not.
Establish Your Setup Order
Some vendors can't do their jobs until someone else finishes theirs.
For example, linens can't go onto tables until the tables are positioned. Place settings can't be completed until linens are down. Florists may need tables ready before placing centerpieces. DJs may need access before décor makes equipment areas difficult to reach.
Write down the order that makes sense for your event:
1. _________________________________________________
2. _________________________________________________
3. _________________________________________________
4. _________________________________________________
5. _________________________________________________
6. _________________________________________________
Then ask yourself:
Are any of these vendors scheduled to arrive before the thing they need is ready?
That simple question can catch a lot of scheduling problems.
Don't Forget the Ceremony-to-Reception Transition
If you're holding both your ceremony and reception at Phoenix Mill, think through what happens immediately after "I do."
Where do guests go? __________________________________
Who directs them? ____________________________________
Where does the wedding party go? _______________________
Are photographs happening? ____________________________
Does any furniture need to move? ________________________
Does ceremony décor move to the reception? ______________
Who moves it? ________________________________________
How long should the transition take? _____________________
The goal is for guests to experience a natural progression while the people behind the scenes handle whatever needs to change.
Venue Etiquette: Help Everyone Leave the Space as They Found It
Your vendors should understand that they're working inside a venue—not simply an empty room.
Before the event, make sure everyone knows the rules regarding:
☐ Hanging or attaching decorations
☐ Candles / open flame
☐ Confetti, glitter, or similar materials
☐ Electrical equipment
☐ Furniture movement
☐ Alcohol service
☐ Kitchen / service areas
☐ Trash removal
☐ Vendor parking
☐ Smoking
☐ End-of-night cleanup
☐ Items left overnight
☐ Rental pickup
☐ Other venue-specific requirements
This is especially important in a historic property. Historic character is part of what makes Phoenix Mill special, and decorations and equipment should be installed in ways that respect and protect the building.
If you're unsure whether something can be attached, moved, plugged in, installed, or brought into the venue, ask before the wedding day.
The 30-Minute Test
Here's one final exercise.
Imagine it is 30 minutes before guests arrive.
Walk through the wedding in your head.
☐ Is the ceremony area finished?
☐ Are the tables completely set?
☐ Are flowers in place?
☐ Is the bar ready?
☐ Is the DJ finished testing sound?
☐ Is the cake safely where it belongs?
☐ Are signs and place cards out?
☐ Are caterers prepared?
☐ Are vendor boxes, carts, and packing materials out of guest areas?
☐ Is everyone dressed who needs to be?
☐ Is there anyone who still needs the bride or groom to answer a question?
If the answer to that last question is no, you've done your job.
QUICK REFERENCE
Your Final Vendor Sheet
A few days before the wedding, condense everything into one quick-reference sheet.
| Vendor | Contact | Arrival | Ready By | Departure / Pickup |
|---|---|---|---|---|
| Coordinator | __________ | ______ | ______ | ______ |
| Florist | __________ | ______ | ______ | ______ |
| Caterer | __________ | ______ | ______ | ______ |
| Bartender | __________ | ______ | ______ | ______ |
| DJ / Band | __________ | ______ | ______ | ______ |
| Photographer | __________ | ______ | ______ | ______ |
| Videographer | __________ | ______ | ______ | ______ |
| Cake / Dessert | __________ | ______ | ______ | ______ |
| Rentals | __________ | ______ | ______ | ______ |
| Officiant | __________ | ______ | ______ | ______ |
| Transportation | __________ | ______ | ______ | ______ |
| Other | __________ | ______ | ______ | ______ |
Give this sheet to your planner or coordinator and whoever is serving as your primary day-of contact. Then give each vendor the information relevant to them.
A Smooth Setup Makes for a Better Celebration
The point of all these checklists isn't to make your wedding feel complicated.
It's exactly the opposite.
When arrival times are established, responsibilities are clear, vendors understand the venue, and everyone knows whom to contact, the work happens quietly behind the scenes.
By the time your guests arrive at Phoenix Mill, they shouldn't see the setup.
They should simply see your wedding.
PLAN YOUR WEDDING
Start Planning Your Day at Phoenix Mill
Tell us about your wedding, your estimated guest count, and what you're envisioning for your ceremony and reception. We'd love to help you start imagining your day at Phoenix Mill.
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