Wedding Planning: A Checklist for Booking Local Vendors
By the TownTrove team
An Indian wedding can involve ten or more vendors, each with their own advance, contract and timeline. Most last-minute problems come from things that were agreed only verbally. This checklist helps you book with confidence.
Book in the right order
- Venue first, since dates depend on it. Popular venues book many months ahead in the wedding season.
- Caterer, if not included with the venue.
- Photographer and videographer.
- Decorator, tent house and lighting.
- Makeup artist, mehendi artist, DJ or band.
Questions for every vendor
- Exactly what is included in the price, and what costs extra?
- How much advance is needed, and when is the balance due?
- What happens if the event date changes or is cancelled?
- Who exactly will come on the day: the owner or their team?
- Are taxes such as GST included in the quote?
Taste, see and meet before you pay
Ask caterers for a tasting session. Ask photographers for full albums of real weddings, not only their best ten pictures. Ask decorators for photos of setups at venues similar to yours, and ask makeup artists for a trial.
Get everything in writing
A simple written agreement or even a detailed WhatsApp message listing the date, timings, menu or package, number of guests, total price, advance paid and cancellation terms is far better than nothing. Pay advances through a traceable method and keep receipts.
Plan the day itself
Share one timeline with all vendors and give them one contact person from the family. Keep a list of every vendor’s phone number, and have a backup contact for critical services such as the photographer and the caterer.