Vendor Tips
Photography
Please, please do the engagement shoot — not just for the photos, but so you’re not stiff strangers on the wedding day. Relaxed couples = better pictures, every time.
When they say “family photos will be quick,” ask them how quick. The real rule is two minutes per grouping, so a list of fifteen takes half an hour. Build it into your day or you’ll run late before dinner even starts.
If they’ve never been to Rixey, encourage them to swing by during the walkthrough, or at least poke around our Instagram so they know where the sun hits best.
And feed them when you eat — not after everyone else. If they’re in the caterer line when you’re ready for sunset photos, you’ll be waiting in your heels.
Videography
Make sure your photographer and videographer actually speak to each other before the wedding. Otherwise, they’ll spend the whole day side-eyeing each other for blocking shots.
If drones are involved, loop us in — we love them, but not buzzing low over Grandma during the ceremony.
Also, double-check where they’re plugging in. Tripping over cables is very much not the look.
Caterers & Food Service
Coffee and tea after cake — always. Not forgotten. Not “if someone remembers.”
At Rixey, anything over 70 guests = 6 catering staff minimum. Less than that and things start slowing down fast.
If you want lemonades or iced tea out before the ceremony, make sure they’re not so sweet they get abandoned (or attract every bee in Virginia).
Confirm who’s responsible for clearing dishes — if the caterer isn’t doing it, you’ll need Rixey’s Extra Hands booked.
And yes — the caterers come in through the kitchen. Your beautiful ballroom doors are not a loading dock.
DJ
Don’t let them play full-length versions of your first dance unless you’re deeply committed to three minutes of slow swaying. Ninety seconds → perfect.
Lapel mic for the officiant. Handhelds ruin ceremony photos and turn vows into awkward karaoke.
Our ballroom layout works best if DJs set up by the dance floor, not the bar. Otherwise, guests cluster and never dance.
Also — if your DJ thinks they’re auditioning for stand-up comedy, tell them beforehand that you prefer “fun and smooth” over “radio host energy.”
Band
Send Rixey their rider before you sign anything. Some bands are delightful; others expect five dressing rooms and chilled Moët.
They often take longer breaks than DJs, so ask how they keep energy up between sets. Dead air kills dance floors.
And yes — feed them when you eat. Hungry musicians disappear during toasts.
Officiant
Not all online-ordained cousins are legally recognized in Virginia — double-check with the courthouse.
Ask to see their script ahead of time so there aren’t surprise Bible verses (or surprise jokes).
Also, show them exactly where to stand — otherwise they’ll be in every first-kiss photo.
Florist
Repurpose your ceremony flowers inside the ballroom — don’t let beautiful arrangements die on the lawn.
Greenery photographs beautifully against Rixey’s white walls and is far more budget-friendly than filling every inch with roses.
Avoid centerpieces so tall guests have to play peekaboo around them.
Make sure you know who is providing candleholders, or you’ll end up with two sets.
Cake / Dessert
If your baker is using fresh flowers, ask if they’re actually food safe — they need to be wrapped before touching icing.
Cut the cake right after dinner, while people are still upright and paying attention. Leave it too late and half your guests will miss it.
If the baker isn’t staying to cut, assign someone. Cake-cutting with a steak knife is a crime scene.
Hair & Makeup
Be brutally honest in your trial — if you don’t love it there, you won’t magically love it on the day.
Pad their timeline. They will always say “we’ll be fine,” and they will always run 30 minutes over.
Final Thought
Every vendor either keeps your day moving… or slows everything down.
Feed them early, give clear direction, and don’t be shy — they actually appreciate couples who know what they want.
And if you're ever unsure, ask us — we’ve seen every version of “great vendor” and “oh no, not this again.” We’ll happily steer you right.