Finding the right partners is the key to a stress-free wedding. Here is the method to select them, secure your contracts, and coordinate everything.
1. Define your needs and budget brackets
Before contacting professionals, determine exactly what you expect from them and the budget allocated to each category. Rank your vendors by priority: the most important ones (often the venue and caterer) deserve more flexibility in budget and attention.
The budget management module of Plan de Mariage helps you distribute your theoretical expenses according to market standards to avoid overpaying a secondary category.
2. Compare quotes rigorously
Don't just look at the final price at the bottom of a quote. Compare the service details: the number of hours of presence included, the cost of overtime, travel expenses, and the equipment provided.
For the caterer, for example, check if table linens, tableware, bread, water, and service are included or if they will be billed additionally.
Expert Tip
In your Plan de Mariage dashboard, you can add multiple vendor cards for the same category (e.g., adding 3 different photographers under 'Prospection' or 'Quote received'). This lets you compare their rates, notes, and contracts side-by-side before changing the winner to 'Signed' and the others to 'Rejected'!
3. Secure your relationships with a written contract
A verbal agreement or a simple email exchange is not enough to protect you in case of a dispute. Each collaboration must be governed by a signed contract detailing the commitments of each party.
Pay close attention to force majeure clauses and cancellation or postponement conditions. This is your safety net to avoid losing your deposits in case of unexpected events.
- Date, times, and exact location of the service
- Precise detail of included services and equipment
- Detailed payment schedule (deposits and balance)
- Cancellation, postponement, and force majeure clauses
4. Centralize deposit and contract tracking
With about ten different vendors, you will have to manage many installment payments. Do not leave these deadlines scattered on loose papers.
Use the Vendors module of Plan de Mariage to centralize contact sheets for each professional, link their contracts in PDF, and track your deposit payment schedule in real-time.
Expert Tip
Schedule payment reminders at D-3 months and D-1 month for each vendor to never be caught off guard and maintain trust with your partners.
5. Coordinate your vendors on the wedding day
Your vendors should not work in silos. On the big day, they must coordinate for the day to run smoothly. The photographer needs to know when the caterer serves the meals, and the DJ needs to be ready for the first dance.
Send them a detailed schedule of the day (the 'timeline') a week before the wedding, including contact details for the bridesmaids, groomsmen, or your wedding planner.
Centralize all your vendors
Track your contracts, deposits, contacts, and coordinate your whole wedding project in one place.
Frequently asked questions
When should we book the main vendors?
Major vendors like the venue, caterer, and photographer are generally booked 12 to 18 months in advance, especially for weddings in high season (from June to September).
What is the difference between a deposit and down payment?
A down payment binds both parties firmly: the contract cannot be canceled unilaterally. A deposit allows you to back out, but you lose the amount paid (and the professional must return double if they cancel). The written contract must specify this clearly.
Do I need to provide meals for my vendors?
Yes, it is customary (and often contractually required) to provide a hot meal (called a 'vendor meal') to vendors present during dinner, such as the photographer, videographer, DJ, or wedding planner.
How do I handle unexpected issues with a vendor on the big day?
Delegate! Do not manage any issues yourself on the wedding day. Entrust this task to your witnesses, bridesmaids/groomsmen, or wedding coordinator so you can fully enjoy your day.