Why Vendor Meals Matter on Your Wedding Day
When your planning your wedding, food is one of the biggest investments, you want your guests happy…and FULL!! But there is one detail that often gets overlooked: Vendor Meals.
When couples think about wedding food, the first thing that comes to mind is usually the guest experience…signature cocktails, late-night snacks, and creating a memorable meal for the people you love most.
Your wedding professionals like your photographer, videographer, planner, band and/or DJ are working behind the scenes for 8,10 and sometimes 12 hours straight. They’re setting up early, capturing every detail and making sure everything flows seamlessly up until your grand exit. Just like you and your guests, they need real fuel to stay focused and energized.
Providing vendor meals isn’t just about checking a box, it’s about investing in your wedding day experience. When your vendor team is cared for, they can give you their very best. In this blog post my hope is that I can shed some more educational light on why vendor meals matter, how to plan for them, and the simple steps you can take early on in wedding planning to make sure the detail doesn’t get overlooked.
WHAT IS A VENDOR MEAL?
Think of vendor meals as a little “thank you plate” for the people working hard behind the scenes on your wedding day. Your photographer, videographer, planner, DJ and sometimes even band members are with you all day long. That’s a lot of hours on their feet, making sure everything is captured and runs smoothly.
A vendor meal is simply a meal set aside or planned for with catering for them during dinner. It doesn’t have to be the exact same entree your guests are enjoying, but it should be something filling and easy to eat quickly. Most caterers already offer vendor meal options (sometimes at a discounted rate), so its an easy detail to work into your catering plan.
At the end of the day, it’s just a thoughtful way to keep your team fueled, happy, and ready to give you their absolute best.
WHY ARE THEY IMPORTANT?
ENERGY + FOCUS: Your vendors are working long, physically demanding hours. Wedding days are a marathon not a sprint. From carrying heavy gear and running around to capture every moment, their energy levels directly impact how well they can serve you. A proper meal (other than granola and energy bar tucked in a bag) gives them the fuel they need to stay sharp, creative, and attentive throughout the rest of your day.
MAKING THE TIMELINE SEAMLESS: If your vendors don’t have meals provided, they might have to step away or even leave the venue to grab some food. That can mean missing key moments or slowing down the flow of your evening. Serving vendor meals at the same time as your guests ensures your team is ready to jump back in before toasts, dances and all the fun begins.
SHOWING APPRECIATION: Your vendors pour so much heart and energy into your day. Providing meals is a simple gesture that says, “We value the work you’re doing for us”. It goes a long way in making your team feel cared for, respected, and part of the celebration, not just hired help.
HOW TO PLAN FOR VENDOR MEALS
ASK YOUR CATERING EARLY: Most caterers already offer vendor meal options, often at a reduced cost. Ask what’s included and connect with your planner to see how many vendor meals you will need.
INCLUDE THEM IN YOUR GUEST COUNT: Be sure to add vendor meals when giving the final head count to your caterer so they’re prepared. Make sure you are including second shooters with photographers, and how many is on the team with videographers and DJ’s/Bands.
SCHEDULE THEM AT THE RIGHT TIME: The best time for your vendor team to eat is when you are eating. no one wants photos of them chewing, and it ensures your photographers/videographers are back on their feet before the action begins.
TALK WITH YOUR PLANNER: If you’re working with a planner or coordinator, they can help confirm when and where meals will be served so everything runs smoothly.
WHO NEEDS VENDOR MEALS?
Photographers +Second Shooters
Videographer(s)
Planner/Coordinator + assistants
Band or DJ (especially full bands)
Photo booth attendant (if staying all evening)
Other all-day team members who are on site from prep through exit.
Providing vendor meals may seem like a small detail compared to the big ticket items on your wedding checklist, but it’s one that makes a huge difference in how your day unfolds. When your vendor team feels cared for, they can focus fully on caring for YOU! It’s a gesture that says “we value your work and role you play in our day”. And in return you’ll have a team that is energized, happy, and ready to give you their absolute best from capturing the details of getting ready in the morning to the very last exit where you are saying good-bye to all of your favorite people under the stars!!!!
Thanks for reading,
XOXO, sam