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Vendor Confirmations

Vendor Confirmations


Highlights

  • Confirm final headcounts, timelines, and arrival/departure plans with every vendor 1–3 weeks out.

  • Clarify vendor meals and when/where they’ll eat.

  • Close out final balances, paperwork, insurance, and permits.

  • Share day-of emergency contacts (Rixey coordinator/lead) so vendors call us, not you.

  • Reconfirm rehearsal time with the wedding party and officiant.


As you approach the final stretch (about 1–3 weeks out), it’s crucial to confirm all the details with your vendors. Think of this as a friendly “check-in” to make sure everyone is on the same page. Here’s a quick guide to vendor confirmations:


UPLOAD ALL MOST RECENT CONTRACTS FROM ANY ONE YOU HAVE GIVEN ANY MONEY TO.


Headcounts & Timelines

Reach out to each vendor with your final guest count and confirm the timing we’ve set. For example, confirm with the caterer the number of guests (including any vendor meals needed) and the dinner serve time. Confirm with the DJ/band the start/end times and when they should arrive for setup. Confirm with the photographer the start time (when they should be at Rixey) and if you’ve decided on any first-look timing or specific photo moments. Essentially, any timing details in your final timeline—communicate those. It may seem redundant if it’s in the contract, but it never hurts to double-confirm.


Confirm with your florist that your personal items will be there when the photographer arrives.


Arrival and Departure Logistics

Email each vendor to verify what time they plan to arrive at Rixey Manor on the event day (or day before, if applicable) and approximately how long they’ll need for setup/breakdown. For instance, “Hi florist, just confirming you’ll arrive at 1pm on Saturday to set up centerpieces, and you expect to finish by 3pm. Let me know if you need anything upon arrival.” If any vendor needs extra time or wants to come earlier, coordinate that with us. We generally have the venue open for vendor access by 9–10am on the wedding day (earlier if needed for something major like a tent setup).


Vendor Meals

If you’re providing meals for vendors (which is customary for those staying through the reception like photographers, videographers, DJ/band, planner), let those vendors know the plan. Often the caterer will count vendor meals in your final count, but confirm with vendors what time they’ll eat. We suggest scheduling vendor meals as soon as dinner service begins for guests. Communicate to the photographer/DJ that we’ll have them eat when you do, so they don’t miss important moments. And ensure your caterer knows how many vendor meals to prepare. Typically vendors appreciate being fed—a hungry DJ is not a happy DJ!


Final Balances and Paperwork

Confirm with each vendor that you’re squared away on any final payments or required paperwork. If a vendor requires a final guest count (caterer, rental company for chairs/tables, etc.), make sure they got it by their deadline. If a vendor hasn’t received the final payment or needs a signed addendum, now’s the time to get that done so nobody is chasing money on the day of. This might also include giving the officiant the marriage license at the rehearsal (don’t forget that license on rehearsal day!).


Special Requests or Reminders

Use the confirmation touchpoint to remind vendors of any unique requests you have communicated. For example:


  • Photographer: “We’ll want a photo with our college friends at the reception—please remind us if we forget!” and confirm the specific family formal shot list you gave them.

  • DJ: “Remember we want to keep songs to radio-edits (no super long versions) and we’ll do last dance at 9:45.” Also send them the final order of reception entrances if you haven’t yet.

  • Florist: “Don’t forget, we’ll reuse the ceremony arch flowers on our sweetheart table as discussed.” (A great idea to repurpose blooms).

  • Bakery: “We’ll be doing cake cutting right after dinner, approximately 7:15pm.” (They may need to know when to deliver the cake by and if you’re saving the top tier).

  • Transportation: Confirm the shuttle schedule (times/locations) and make sure the company has an accurate count of how many people to expect on each run.

  • Any deliveries: Confirm addresses and drop-off times (Rixey’s address is 9155 Pleasant Hill Road, Rixeyville, Culpeper VA… we’ll make sure vendors have directions).


Emergency Contacts


Provide each vendor with a day-of contact (often our business number) other than you for any issues. Usually we’ll handle this: we often give out our number or the lead coordinator’s number to vendors. You can let them know: “If you need anything on the day, contact Rixey staff at 540-212-4545 number or find Isadora/Grace.” That way, if the DJ is stuck in traffic, they alert us and we can adjust timeline, while keeping you calm and blissfully unaware until solved.


Double-Check Insurance/Permits

By this stage, if any vendor needed to send a Certificate. If uncertain, ask us. The officiant’s credentials we mentioned—confirm they’re authorized. If using a friend officiant, hopefully they’ve sorted their one-time authorization with the circuit court; if not, now is last call to get a backup authorized officiant if needed.


Confirm Rehearsal Time

While not exactly a vendor, make sure your wedding party/officiant knows when to be at Rixey for the rehearsal (usually the day before, often late afternoon). We’ll confirm that time with you as well, of course, but a group text or email from you to all participants with the final schedule is helpful.


By confirming all vendors, you are essentially doing a mini “roll call” and aligning everyone’s watches. It greatly reduces day-of stress because you know everyone has the right info. Many vendors will actually reach out to you a couple weeks out if you haven’t reached them first—they’re pros and want to confirm too. So don’t be shy about responding with all the details.


We also strongly encourage you to share our contact info with vendors and vice versa. On the wedding day, let us handle vendor coordination so you can enjoy. If a vendor is late or lost, we will be the ones to get on the phone and direct them. If something’s missing, we’ll problem-solve. Your job will be to sip champagne and get married 😄.


So take an afternoon, fire off those confirmation emails, and then you can check that off your to-do list (see To-Do List item “Confirm numbers and arrival times with all vendors”—that’s this!). You’ll feel so much better knowing everyone is set.


Related Sections

  • Final Walkthrough

  • Timeline

  • Shuttle Planning

  • Finance & Paperwork

Downloads

  • (Optional) Vendor Confirmation Email Templates

  • (Optional) Vendor Meal Count & Timing Sheet

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