Planning a wedding is exciting, but let’s be honest, it can also feel a little overwhelming.
Between budgeting, timelines, vendor research, and figuring out what you even need to figure out, it’s easy to feel like you’re in over your head.
If that sounds familiar, take a deep breath – you’re in the right place.
This guide was created specifically for couples planning a wedding in Rhode Island, where the venues are stunning and the vendors are talented, making the planning process smoother with a little structure. That’s exactly what this wedding vendor checklist is here to give you: clarity, confidence, and a path forward.
And as you explore your options, Reel Vendor Network can help. Our video-first platform lets you browse local, vetted wedding vendors by watching them in action, so you can get a feel for their style, personality, and professionalism before you ever reach out.
Let’s get organized and one step closer to your dream wedding.
The Importance of a Checklist
No two weddings are ever the same. Your guest count, vision, priorities, and timeline are completely unique, and that means your planning process will be, too.
With so many moving parts and vendors to coordinate, it’s easy for even the most organized couples to overlook important details.
That’s where a wedding vendor checklist comes in. It acts as your roadmap, helping you stay focused, make informed decisions, and ensure nothing slips through the cracks.
Instead of juggling everything in your head (or across ten different browser tabs), a checklist gives you clarity, control, and confidence – so you can enjoy the planning process as much as the big day itself.
Wedding Planner or Coordinator
Hiring a wedding planner or coordinator can be one of the smartest decisions you make, especially if you want to reduce stress and focus on enjoying the process.
Not all planners offer the same services, so it’s important to ask the right questions from the start.
Here’s what to look for and track:
Services Offered
Are you looking for someone to manage every detail from start to finish (full-service), help with select tasks (partial planning), or just oversee the wedding day itself (day-of coordination)?
Be clear about what you need and make sure the planner’s offerings align.
Budget Alignment
A great planner can help you stay on track financially.
Be upfront about your budget and ask how they select vendors that fit within it.
The right planner will know how to stretch every dollar.
Timeline Development
From booking vendors to finalizing details, your planner should help you build a realistic planning timeline.
Ask how they structure deadlines and what tools they use to keep everything on schedule.
Vendor Communication & Coordination
Find out whether your planner will be the main point of contact for your vendors or if you’ll be responsible for managing those relationships.
Ideally, they’ll keep records, confirm logistics, and ensure everyone is aligned on the wedding day.
Wedding Venue
Your venue sets the stage for your entire wedding day, influencing your style, flow, vendor options, and even your timeline.
That’s why choosing the right space is one of the most important decisions you’ll make.
Here’s what to consider when evaluating your options:
Guest Capacity and Layout Options
Ensure the venue can comfortably accommodate your entire guest list. Ask about different layout configurations for the ceremony, cocktail hour, and reception.
Some venues can flip spaces throughout the day, while others require a more static setup.
Indoor/Outdoor Setup and Weather Contingency Plans
If you’re planning any part of your day outside, ask what happens if it rains.
Does the venue offer a covered or indoor alternative? Will tents be provided, or will they need to be rented separately? A solid backup plan will give you peace of mind.
Preferred Vendor Lists or Exclusive Partners
Some venues require you to work with specific caterers, DJs, or other vendors. Ask for their preferred vendor list and confirm whether you’re allowed to bring in your own pros.
Understanding these restrictions early can help avoid hiccups later.
On-Site Support and Staffing
Will the venue provide a day-of coordinator or event manager? Who handles setup, breakdown, and vendor access?
Knowing who’s on-site to manage logistics can make or break the flow of your day.
Choosing a venue isn’t just about falling in love with a space; it’s about ensuring it works for your vision, your vendors, and your guests.
Catering and Bar Service
Food and drink play a huge role in your guests’ experience and your enjoyment of the day.
Whether you’re planning a formal plated dinner, a buffet, or a casual cocktail-style reception, your catering and bar service must align with your vision, budget, and guest needs.
Here’s what to lock in as you evaluate your options:
Menu Customization
Ask if you can personalize the menu to reflect your tastes.
Some caterers offer flexible options, while others stick to set packages.
Ensure you include your favorite dishes and avoid anything you dislike.
Licenses and Permits
This ensures there won’t be any legal issues or last-minute disruptions on your wedding day.
Dietary Accommodations
Whether it’s gluten-free, vegetarian, vegan, kosher, or allergy-friendly meals, ask how your caterer handles special dietary needs.
A thoughtful menu ensures all your guests feel welcome and well cared for.
Tastings and Timeline
Tastings give you a chance to preview the food and finalize your selections.
Schedule this well in advance to allow time for revisions. Ask when tastings are available and how many people can attend.
Staffing Levels
Will they provide enough servers, bartenders, and kitchen staff for your guest count? Clarify how many team members will be on-site, what attire they’ll wear, and what’s included in their service.
Great catering is about more than just delicious food; it’s about smooth service, thoughtful presentation, and making sure every guest has a memorable experience.
Photographer and Videographer
Your wedding day will go by in a blur, but the photos and video will help you relive it for a lifetime.
That’s why choosing the right photographer and videographer is so important. They’re not just documenting the day – they’re preserving the moments, emotions, and tiny details you might otherwise miss.
Package Options and Deliverables
Most professionals offer tiered packages based on hours of coverage, number of shooters, and deliverables like albums or highlight reels.
Ask precisely what’s included – how many edited photos, how long the final video will be, and whether you’ll receive digital files, prints, or both.
Engagement Sessions, Drone Footage, Extras
Some teams offer optional add-ons, such as engagement shoots, drone coverage, or same-day edits.
If those are important to you, ask about pricing, availability, and how they enhance the final product.
Turnaround Time for Galleries or Films
Find out when you can expect to receive your photos or video after the wedding.
Some deliveries occur within a few weeks, while others take a few months. Ensure the timeline suits you.
Backup Gear and Emergency Plans
Ask what happens if equipment fails or if the lead shooter has an emergency.
A professional team should have backup gear and a solid contingency plan to ensure your day is still captured beautifully, no matter what.
Florist
Florists do much more than decorate – they help define your wedding’s mood, color palette, and personality.
From elegant bouquets to eye-catching ceremony arches, the right florist can bring your vision to life creatively and precisely.
Here’s what to cover when meeting with potential florists:
Design Style and Portfolio Review
Every florist has a unique aesthetic.
Ask for a portfolio of past work to ensure their style aligns with yours – whether you’re going for romantic, modern, whimsical, or something else entirely.
Event-Day Logistics: Delivery, Setup, Breakdown
Florals need to be fresh, timely, and handled with care.
Confirm when they’ll arrive, who’s responsible for setting them up, and whether the florist will return for breakdown after the event. This is especially important for large installations or reusable rental items.
Must-Have Florals: Bouquets, Centerpieces, Arches
Create a list of the essentials: bridal bouquet, bridesmaid bouquets, boutonnieres, ceremony arrangements, reception centerpieces, and any additional feature pieces, such as floral arches or aisle décor.
Share your priorities and ask for guidance on where to allocate your resources, whether to splurge or save.
Seasonal Availability and Substitutions
Some blooms may be out of season during your wedding.
Ask your florist about seasonal alternatives and how they handle last-minute substitutions without compromising your overall look.
A great florist will translate your inspiration into floral designs that enhance every moment of your day and leave a lasting impression on your guests.
Discover Rhode Island’s Best Wedding Vendors, On Video!
Finding the right wedding vendors can feel overwhelming, but it doesn’t have to be. At REEL Vendor Network, we’ve made it easier (and more personal) than ever to discover vendors you can trust.
Instead of sifting through static listings and generic descriptions, RVN lets you explore vendors by video to see how they work, hear their story, and get a real feel for their style and personality before you ever reach out.
From planners and photographers to florists, caterers, DJs, and more, every vendor featured on RVN is local, vetted, and of high quality, ready to help bring your Rhode Island wedding to life.
Browse by category, save your favorites, and when you’re ready, reach out directly or fill out a contact form to start the conversation.
Your dream team is just a few clicks away!