🎵 Pre-wedding vendor meetings are required
Why Face-to-Face Meetings Between Couples and Wedding Vendors Are Essential for a Stress-Free, Personalized Celebration
Welcome to the Wedding MusicLetter. In this edition, I thought I would share my thoughts about pre-wedding vendor meetings to help engaged couples and wedding vendors.
I read a study recently (sorry I could not find it again for reference) that showed the number of times people in their 20s go out with two or more people per week. The results were astounding in the decreased number of people meeting up with others over the past decade. They are choosing to stay home.
The same could be said for meetings with vendors. Couples would rather email and text because “it’s easy” and does not require a human connection such as a phone or video call.
While emails and texts are convenient, face-to-face meetings allow for real-time problem-solving, brainstorming, and a clearer understanding of tone and vision.
Table of Contents
Introduction
The Importance of Personalization
Clarifying Details and Expectations
Perfecting Pronunciations and Special Requests
Building Trust and Comfort
Ensuring Alignment on the Wedding Vibe and Theme
Troubleshooting Potential Issues
Tips for Couples: How to Prepare for Vendor Meetings
Benefits for Vendors: Why These Meetings Matter
Conclusion
1. Introduction
Meeting with vendors that offer a service in particular is when a pre-wedding meeting is a necessity. 3 examples - officiant/minister, planner, and DJ.
Meetings help create a more enjoyable and stress-free experience for everyone involved.
For Couples: Peace of mind, personalized service, and clear expectations.
For Vendors: Better understanding of the couple’s needs, fewer surprises on the wedding day, and the chance to deliver outstanding results.
What can go wrong without a pre-wedding meeting?
A DJ mispronounces a key family member’s name (I’ve done this, unfortunately).
A photographer wasn’t aware of a group photo preference, leading to a delay in events.
A planner misses an important family tradition because it wasn’t discussed.
Live conversations often address time-sensitive or logistical challenges more effectively.
For couples who prefer low-key conversations
Some couples may avoid face-to-face meetings because of their location, social anxiety, introversion, or general stress. Vendors could offer reassurance that these meetings are low-pressure and focus on collaboration.
Vendors can lead the meeting and help guide the conversation.
Offer short, structured agendas to keep meetings focused.
Mention that virtual face-to-face options (e.g., Zoom) are great alternatives.
Lastly, here are a few red flags when working with vendors.
How to spot vendors who don’t value your day
Vendors who seem disorganized or unwilling to confirm details.
A lack of clear communication or responsiveness.
Vendors who resist personalization and offer a “cookie-cutter” approach.
2. The Importance of Personalization
Face-to-face interactions allow vendors to understand the couple’s love story, personalities, and preferences.
This could include:
An officiant’s tailored ceremony script
A DJ’s addition of a meaningful song or music choices
A planner’s customized décor
Many couples today do not want a wedding like any they have been to before. The best way to make it happen is for couples to convey their vision, likes and dislikes, personas, and everyday life.
3. Clarifying Details and Expectations
Meetings help iron out specific details!
The timeline is one of the most important aspects of a wedding day. Couples must talk to their wedding pros about the events of the day.
As an example, a couple may think going outside to get a sunset photo takes 5 minutes. When in reality, it takes 30 minutes to walk to the perfect spot and line up the poses with the photographer. Plus, guests follow the couple. If the couple leaves, commonly so does the dance floor. For every action, there is a reaction.
Planning out the little details is important such as dancing in the clouds, introductions of the wedding party, whether will there be toasts, etc.
4. Perfecting Pronunciations and Special Requests
Pronouncing people’s names correctly is vital for the DJ or MC. Couples should want their family and friends to remember their wedding by the fun they had and not by how they were embarrassed by their introduction.
Vendors need to correctly pronounce the names of not only the couple at the ceremony but everyone being introduced into the reception (especially for officiants, DJs, and emcees).
In addition, during your meeting, address any cultural or ceremonial nuances. Many couples choose to incorporate family members into their ceremony for readings and during the unity ceremony. This should not be a last-minute decision.
5. Building Trust and Comfort
We are not all the same. Couples will react differently from a 2 sentence vendor response and a 6 paragraph response with in-depth details.
Having a face-to-face meeting will establish a relationship, making the couple feel confident in the vendor’s abilities. Of course, people buy from who they know, like, and trust. The trust factor is very important in the couple-vendor dynamics.
For the couple - it creates less stress! For the vendors - gaining a better sense of the couple’s expectations and preferences.
6. Ensuring Alignment on the Wedding Vibe and Theme
What comes to mind when I say a “rustic wedding”? Well, this could be different in the mind of the couple and the mind of the planner.
A real conversation can communicate the desired atmosphere, vibe, and style of the wedding. Then, vendors can adapt their services to align with the couple’s vision.
This is where a Pinterest board helps too. Have one ready for the initial meeting.
7. Troubleshooting Potential Issues
As shared above with the sunset pictures, couples can share out-of-the-ordinary desires that sway from a common wedding timeline.
Early discussions can help identify and address potential challenges. This could include venue decibel level requirements, logistics from the ceremony to the reception, and introductions/dances with custom song choices.
Another common consideration is the venue’s natural lighting. How does the time of day affect photography and uplighting?
8. Tips for Couples: How to Prepare for Vendor Meetings
What should a couple bring to the meeting with vendors leading up to their big day?
Timeline for the Day
Ceremony start time, cocktail hour, reception schedule, and any transitions (first dances, speeches, cake cutting, etc.).
Arrival and setup times for each vendor.
Contact List
Names and phone numbers of key contacts (e.g., wedding planner, venue coordinator, family members, or wedding party members who can answer questions).
Emergency contact for the couple.
Payment Details
Final payment, if due
Venue & Logistics Details
Layout diagrams for ceremony and reception spaces. (It is best if the DJ is near the dance floor!)
Vendor-Specific Final Notes
Any last-minute updates or adjustments (timeline changes, special requests, etc.).
Backup Plans
Rain plans for outdoor weddings (e.g., tent setup, indoor options).
Any plan adjustments for unexpected situations.
Final Confirmation of Services
Review the contract to confirm what’s included.
Ensure all items, services, and timelines are correct.
9. Benefits for Vendors: Why These Meetings Matter
The meetings for vendors are an opportunity to ensure they meet/exceed the couple’s expectations and deliver stellar service. It is also a chance to identify upsell opportunities or suggest additional services.
Here are a few things to consider by vendor type for the final meeting before the wedding.
For the Venue
Final guest count.
Table layout/seating chart.
Floor plan for ceremony and reception.
Arrival times for other vendors.
Final decor details (who’s setting up what).
For the Photographer/Videographer
Final shot list (key family members, moments, or poses).
Wedding timeline and important times (ceremony, first look, sunset photos).
Venue access details and parking instructions.
For the Caterer/Baker
Final guest count and seating chart.
Dietary restrictions or meal preferences.
Final menu, serving times, and any special meal arrangements.
Setup instructions for dessert/cake table.
For the Florist
A final list of arrangements: bouquets, boutonnieres, centerpieces, ceremony/backdrop flowers, etc.
Setup instructions for floral installations.
Delivery times and location(s) for flowers.
For the DJ/Band/Musician
Final timeline of events (entrance, speeches, special dances, cake cutting, etc.).
Must-play and do-not-play song lists.
Special songs (e.g., processional, recessional, entrance, first dance).
Any changes to sound system needs or setup locations.
For the Planner/Coordinator
Final timeline and vendor list.
Floor plan, table layouts, and seating chart.
Any decor, signage, or rentals they’re managing.
Emergency contact information.
For the Hair and Makeup Artist
The final schedule for wedding party hair/makeup services.
Location and setup instructions (e.g., lighting, chairs, and tables needed).
Any skin or hair updates (e.g., allergies, concerns).
For the Officiant
Final ceremony script and readings.
Vows (if handwritten) and any rituals being included.
Venue access details and arrival time.
For the Stationer/Signage Provider
Finalized items: seating charts, table numbers, menus, and signage.
Placement instructions for signage (e.g., welcome signs, bar menus).
10. Conclusion
While texts and emails have made wedding planning more convenient, they cannot replace the value of face-to-face meetings with your wedding vendors. A pre-wedding meeting ensures that every detail aligns seamlessly with your vision, reduces stress for both couples and vendors, and creates a stronger sense of trust and partnership.
Couples’ meeting prep:
What’s important for your wedding?
Confirm key moments (ceremony, dances, speeches).
Pronunciations, traditions, family roles.
Where, when, and how vendors deliver their services.
Address any outstanding items, payments, or backup plans.
Whether it’s finalizing timelines, perfecting pronunciations, or troubleshooting potential challenges, these meetings are an opportunity to personalize, clarify, and align your expectations. For couples, it’s a chance to share your story and ensure your day reflects your personality. For vendors, it’s the final step to deliver exceptional, customized service.
So, take the time to connect—because the magic of a wedding isn’t just in the details, but in the relationships that help bring it all to life.
Thanks for reading!
Matthew Campbell
Wedding MusicLetter
P.S. Grab your copy of the “Wedding DJ Songs Planner”!