Tips for Coordinating Vendor Deliveries


words by // Eve Green

Wedding coordinators are a helpful asset when it comes to coordinating vendor deliveries on your wedding day. They will organize and manage every detail including delivery and setup. If you aren’t utilizing a wedding coordinator and have to coordinate the vendor deliveries on your own, we have the top tips to ensure a smooth delivery and setup process.

Create a Schedule

About one month before the wedding, contact each of your vendors and determine what equipment and materials they will need to drop off and setup. So many details must be taken into consideration, and a delivery and setup schedule is imperative to the vendors on your wedding day. Vendors will require varying amounts of time for setup, and it’s on you to ensure they have the time necessary to carry out these tasks.

Choose a Trusted Point Person

With just moments before you say “I Do,” when you’re in the wedding suite preparing for the big day, your mind should be relaxed enough (okay, a few jitters are to be expected) to enjoy this intimate time with your wedding party. What you shouldn’t be doing is fretting over vendors and accepting last minute or frantic calls about delivery logistics and setup. Put a designated point person in charge as the contact in case anything goes awry. This person should be a trusted friend or family member, but preferably not a parent or someone in the wedding party. This is when qualified venue coordinators really shine - dealing with vendor deliveries - but even they may need to ask questions that only you or someone you’ve put in charge can answer.

Coordinate with the Venue

Your venue coordinator will help dictate when vendors should arrive, based on the venue’s designated cut off times. Work with the venue coordinator to determine when all the vendors need to have their deliveries and setups completed. Some venue coordinators may go an extra step and assist you in creating a schedule for the vendors. Remember to find out where vendor deliveries should take place (front, back, or side entrance, etc.) and if there are any special instructions to be communicated to a vendor to ensure a successful and timely delivery. They will also need to know where to setup once they arrive at the venue. For example, some items, such as candles or equipment that pulls a lot of power, may require approval from the venue in advance of the wedding day.  

Successfully and efficiently coordinating vendor deliveries requires careful planning and attention to detail. If this sounds like more than you want to deal with as your wedding day approaches, considering hiring a wedding coordinator who will take care of most logistical details so you can enjoy your wedding day worry-free.