Planning Basics

6 Ways to Make the Most of Wedding Vendor Meetings

By Stephanie Weers, April 1, 2019
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Stephanie Weers
6 Ways to Make the Most of Wedding Vendor Meetings
Elizabeth Fogarty

Vendor meetings can be fun—and also kinda stressful. Here's how to truly get the most benefit out of these important meet-and-greets.

You’ve spent countless hours researching vendors, hired your wedding day dream team, and now it’s finally time to get down to business. While email communication is always available, your face-to-face time will be limited, so it’s essential to take full advantage of those in-person vendor meetings.

Wondering how to come prepared for important vendor meetings? We’re sharing six ways to clearly communicate your ideas, share any concerns, and have your most productive pre-wedding work session.

Come prepared.

There’s nothing worse than sitting down for a meeting with your wedding planner, photographer, or floral designer only to draw a major blank. Maybe you’ve rushed straight from work or haven’t had a moment to collect your thoughts, but it’s always best to come prepared with points of discussion written down and ready to go. Taking the time to identify those questions, concerns, inspiration, or ideas before the vendor meeting will not only make your time together more productive but will cut down on all the back-and-forth email from questions you forgot to discuss in the moment.

Bring inspiration.

It’s not always easy to communicate your creative vision to a vendor so bringing imagery that showcases your style can be incredibly helpful. Whether it’s a Pinterest board, magazine page, Instagram post, or anything in between, your vendors will love talking through which elements your drawn to and how to incorporate them in a unique way.

Also, don’t feel restricted to wedding imagery when it comes to sources of inspiration. Think about artwork, travel destinations, color swatches, or anything that sparks your creative spirit. Vendors will love your ability to think outside the box as they help bring your vision to life.

Be open to suggestions.

As you share those key sources of inspiration, your vendors will likely offer their own input on what’s feasible for your particular venue, style, and budget. Their suggestions might not be exactly what you had in mind, but be sure to listen carefully and hear them out. Vendors will often be aware of logistical hangups you wouldn’t have considered, but they’ll also be able to offer creative solutions for your vision.

Ask questions and share concerns.

There are no silly questions when it comes to your vendor meetings, so don’t be shy to ask whatever is on your mind. Remember, your vendors are experienced professionals and are here to help walk you through this process from start to finish.

On that note, if there’s something really bugging you, make sure to speak up during your meeting time. It might initially feel like an awkward conversation, but it’s much easier to talk through a difficult discussion face-to-face rather than online. Plus, being honest and open during your vendor meetings will give you even greater confidence as the wedding day draws near.

Bring your partner.

While they might not directly express an interest in wedding planning, consider including your significant other in any vendor meetings. Your partner's input and opinions are not only incredibly important, but discussing timelines, looking through visuals, and talking logistics might help them get excited about the planning process too. Their participation in meetings is also beneficial as vendors get to know you as a couple before the big day.

Trust your vendors' expertise.

Keep in mind that this is not the first wedding your vendors have been a part of. You’ve hired them for a reason, and their experience is an invaluable resource as you conduct those in-person meetings. Trust that they want the absolute best for your wedding day and that they have the skills, resources, and expertise to make the event everything you’ve imagined.

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