When you sit down to start planning your wedding, it can feel overwhelming. How many people are you going to invite? What is your color scheme going to be? What kind of dress are you going to wear? What flavor cake will you have?! Which wedding vendors do you really need? Luckily for you, we can help with that last one! (We can help with the others, too, but this article is about the vendors).
Without further ado, let’s break down the top ten must-have wedding vendors to make your big day the celebration you’ve always dreamed of.
1. Venue(s)
Other than finding your partner, the number one thing you need for a successful wedding is a place to say, “I do!” and celebrate your reception. If you’ll be taking religious vows in a church or temple, you may need to source a separate venue for your reception. Many restaurants and hotels have separate rooms that can be rented out specifically for these occasions.
You also have the option of a wedding venue where you can hold both your ceremony and reception in one spot, making travel for your guests (and your wedding party!) much easier. The most common wedding venues are hotels, country clubs, larger restaurants, and other dedicated event spaces.
Remember, the largest portion of your budget should go toward your venue, so don’t let sticker shock get the best of you when you’re touring or receiving quotes!
Looking for some venue inspiration? We rounded up some of our favorite wedding venues across the world.
Preferred and Approved Vendors
Many venues and even wedding planners will provide you with a list of “preferred” or “approved” vendors for things like catering, bar services, décor, entertainment, and more.
Preferred vendors are those that the venue or planner have worked with before and—like the name suggests—prefer to work with. While you don’t have to choose from these vendors, it is strongly recommended.
Approved vendors, however, are the only vendors said venue will work with. There could be many reasons for this, but it usually boils down to insurance or business partnerships. No matter what, make sure you understand your venue’s rules and restrictions while negotiating and signing your contract to make sure you (and they!) can get everything you want out of your wedding day.
2. Catering and Bar Service
Wedding feasts trace all the way back to ancient times, where they were meant to celebrate a new union between the couple’s families. Nowadays, we don’t have to get quite that stuffy. Instead, just think about all the best weddings you’ve been to— good food is probably one thing you remember!
There are plenty of options when it comes to catering for wedding receptions, from hearty hors d’oeuvres trays to buffet-style to a full sit-down meal. As mentioned, some venues provide in-house catering, while others require you to hire external vendors. If your venue allows outside vendors, be sure to choose one that aligns with your taste, budget, and dietary needs. You’ll also need to determine if your caterer offers bar services, or if that’s another vendor you’ll need to hire.
3. Photographer and/or Videographer
The planning process can feel long, but your actual wedding day will FLY by! Luckily, wedding photos and videos last forever. Hiring a professional photographer and videographer ensures you capture every special moment, from your engagement photos to the sparkler sendoff! You can choose from one or the other, but many couples opt for both services to have a mix of still images and cinematic highlights.
Vet your photographers on Pearl by David’s, Instagram, and TikTok—but not only by follower count. Make sure your aesthetic resonates with their style, read reviews to know what you can expect, and understand their process and timelines before hiring. Adriana Brauckman, host of The Pre Nup podcast, along with Lauren and Mike of The Vendor Table podcast, recently sat down to discuss how photographers can set clear expectations with clients while protecting their artistry and why communication with your vendors is the key to wedding day success.
You can also browse and watch real wedding videos to find ideas, products, and pros for your big day all day, every day on Love Stories by David’s.
4. Wedding DJ or Live Entertainment
Music sets the tone for your wedding, and whether you opt for a DJ or live entertainment, it typically takes up about 10% of your total wedding budget. You can choose your wedding DJ or wedding performers based on a number of factors, but topping the list is you and your partner’s compatibility with them! Finding an entertainer with a similar personality will ensure they know just what songs to play and understand exactly how to hype up your guests—just like you would!
5. Hair & Makeup Artists
While not entirely necessary, a professional hair and makeup team will ensure you and your wedding party are ready for your closeups and feel your best on your big day.
Some brides and bridesmaids choose to do their own hair and makeup, and if they’re comfortable with their skill level we say go for it! But if you’re a bride who wants everyone to look cohesive and polished (or simply don’t have the talent or tools to do that romantic updo you saved on Pinterest), then hiring wedding hair and makeup services can make everyone’s lives easier. As Brittany Lo, CEO of the award-winning international wedding beauty company Beautini and founder of premium skincare brand Beia says on The Pre Nup podcast, hiring hair and makeup also allows you to breathe and relax on the morning of your wedding—when honestly, you need it the most!
If you choose to hire hair and makeup, make sure you schedule and attend trials for both! The last thing you need on your wedding day is a miscommunication with your MUA that lands you with a smokey eye when you what you really wanted was a natural glam moment.
6. Bakery
You may be surprised to learn that most caterers do not also provide cakes—but they will provide cake cutting services (usually with an additional fee involved). When selecting a wedding cake bakery, consider factors like flavor variety, dietary restrictions, and customization options. Many bakeries offer tastings, so take advantage of that to ensure you love the flavors before making a final decision (or to have an excuse to eat some yummy cake).
Additionally, ask about delivery and setup—some venues require the bakery to handle placement, while others may have in-house staff to arrange the cake table. Don’t forget about cake toppers and decorative elements, as they add a personal touch to your dessert display.
If a traditional wedding cake isn’t your style, consider alternative desserts like doughnut walls, macaron towers, or even a dessert buffet with a mix of sweets to satisfy all your guests’ cravings. Whether you choose a classic tiered cake, cupcakes, or a dessert bar, find a bakery that can bring your sweet vision to life.
7. Stationery
From invitations to place cards, your wedding stationery plays a crucial role in setting the tone for your nuptials. Your save-the-date card is often the first glimpse of your wedding aesthetic that your guests will receive! So it’s no wonder that many couples opt for custom designs or elegant calligraphy to personalize their wedding invitation suite.
8. Florist
Flowers add beauty and romance to your wedding. Whether you want a grand floral arch, elegant centerpieces, or lush bouquets, a skilled florist will bring your wedding aesthetic to life.
When choosing a florist, consider their style alongside your vision, availability of seasonal flowers (if opting for fresh florals vs. other options), and your overall budget. Many florists offer packages that include bridal bouquets, bridesmaid arrangements, boutonnieres, and table centerpieces. Make sure you schedule a consultation to discuss your vision and get expert advice on which flowers work best for your season and theme.
Learn more about wedding flowers (and whether or not you really need them) with our friends Jess and Sari of The Bouquet Toss.
9. Officiant
An officiant is the person who legally binds your marriage (you know… “Seal this marriage with a kiss.”). Whether it’s a religious leader, a professional officiant, or a close friend or family member ordained for the occasion, choose someone who understands your vision and values!
10. Transportation
If your ceremony and reception are in fact in different locations, you will likely need transportation for yourselves (you, your partner, and the wedding party) and your guests. Options range from classic limos to party buses, ensuring everyone gets where they need to be on time. Many couples opt for a shuttle bus that can take their guests from their hotel room block to the venue(s).
Cutting Costs on Wedding Vendors
Trying to plan your wedding with a lower budget? Not all of these are necessary for a great celebration! Whether you’re hosting a smaller wedding or simply trying to cut costs, let’s explore how you can save a few bucks when planning your wedding.
Try a Backyard Wedding
Instead of spending a huge sum on your wedding venue, see if a friend or family member has an idyllic backyard or spacious barn on their property. You can also explore all-inclusive wedding venues that often have space for the ceremony and reception and include their own catering and bar services.
Skip Dinner!
Yes, we’re being totally serious. Instead of hosting a six-course sit-down meal at who knows how much per head, load up on appetizers and hors d’oeuvres or go for a buffet-style, which usually cuts down the cost.
You can also opt for a cash bar versus an open bar. There’s a lot of debate on whether or not cash bars have a place at weddings, but ultimately, it’s your decision. If you have several family members and friends who don’t partake in drinking, then a cash bar can be a totally appropriate money-saving option!
No DJ, No Problem!
More and more, we’ve seen couples opting to create their own playlists (or find existing ones) for their wedding ceremony and reception! As long as your venue has Bluetooth or aux-cord connectivity and you’ve got someone willing to just keep an eye on a computer throughout the night, feel free to blast your own music (then you won’t have to worry about creating a “Do Not Play!” list).
Though it certainly can get stressful, planning your wedding should be an exciting experience, and choosing the right vendors makes all the difference. We know every couple’s needs and budgets are different, but by focusing on vendors that align with your vision, priorities, and logistics will help create the perfect celebration.
Whether you’re hiring a full team of professionals or taking a DIY approach to certain aspects, the most important thing is to make choices that feel right for you and your partner. Remember, your wedding day is about celebrating your love—everything else is just icing on the (wedding) cake!
Looking for more wedding planning tips and vendor recommendations? Check out Pearl by David’s for expert advice, real wedding inspiration, and everything you need to make your big day unforgettable!
