Wedding Vendor Contact List Template

A wedding vendor contact list template is the one document that ends the week-before scramble: the florist's arrival time buried in an email from six months ago, the celebrant's mobile in a text thread from eight months back, the DJ's number in a contract folder you have not opened since signing. An Australian wedding planner named the pattern plainly in 2026: "The couples who feel the most organised are usually the ones who avoid having details scattered across emails, texts, screenshots, Instagram DMs, and handwritten notes."¹ This template holds every contact detail, payment deadline, and arrival time in one place - and the arrival-time column connects directly to the run sheet on the day.

What goes in every row

A vendor contact list has two halves. The first is the pre-wedding record: who each supplier is, how to reach them, and where payments stand. The second is the day-of reference: when they arrive and what they need on site.

The PlannedBy run sheet tracks nine supplier columns - the primary schedule plus one column each for photographer, videographer, hair and makeup, celebrant, florist, caterer, DJ or band, and transport. Those categories are a useful starting point for the contact list rows.

Which suppliers to add, and when

Australian couples book their key suppliers in a consistent order. Venues go first - they are typically locked in 11 months before the wedding. Photographers, celebrants, musicians, and hair and makeup artists are all booked at around 9 months out. Wedding car suppliers come last of the core team, at about 6 months.⁴

Add each supplier to the list the day you make first contact, not the day they confirm. The booking-status column turns the list into a tracking tool for the whole enquiry: who you have spoken to, who has replied, and who has gone quiet. The Easy Weddings 2026 Annual Report found 53% of Australian couples were ghosted by at least one supplier during planning.³ A contact list with a status column makes that visible before weeks pass.

The booking order most Australian couples follow, from the 2026 Easy Weddings Annual Report⁵:

1. Venue
2. Caterer (if separate from the venue)
3. Celebrant
4. Photographer
5. Videographer
6. Musicians or DJ
7. Wedding car or transport
8. Florist
9. Hair and makeup

The arrival-time column

The arrival-time column is what makes the contact list worth keeping once all the bookings are confirmed. When you know exactly when each supplier is due on site, you can cross-check those times against the run sheet without hunting through multiple email threads.

The PlannedBy run sheet shows each supplier their own section of the day - the arrival time from your contact list is the input that fills in those rows. Brief each supplier by email in the week before the wedding. Include where they should arrive, at what time, where to park, and who to call on the day if anything changes. Australian couples reach suppliers by email 83% of the time.² If a supplier prefers a call, note that in the contact column so anyone reading the list knows to ring rather than message.

Who gets a copy

The full contact list is for you and your coordinator, not for individual vendors. Each supplier needs their own brief drawn from the relevant row - arrival time, location, and who to contact on the day. They do not need to see payment amounts, other suppliers' details, or the complete list.

If you are working with a day-of coordinator, share the complete list before the final week. They need every arrival time, every balance status, and a direct phone number for each supplier to run the day without having to call you for information.

PlannedBy's supplier column view in the run sheet shows each vendor only their own rows, not the full schedule. You can share the run sheet with each supplier without exposing the full contact record. The payment and personal details stay with you; the timing and location information reaches the people who need it.

Frequently asked questions

What is the difference between a vendor contact list and a wedding run sheet? The contact list is the planning record: contact details, payment history, and arrival time for each supplier, built over the engagement. The run sheet is the day-of schedule: a minute-by-minute account of what happens and who is where. The arrival-time column on the contact list is the link - it is the number that populates the run sheet's supplier rows.

When should I add a supplier to the list? The day you make first contact, not after they confirm. The booking-status column lets you track enquiries still in progress, so the list becomes useful from the very first email or call. The 2026 Easy Weddings report found 19% of Australian couples book the first supplier to respond.³ Knowing who replied and when is worth recording from the start.

How do I manage payment due dates across multiple suppliers? Sort the balance-due-date column in date order and check it every couple of weeks. Most deposits fall in the 12-to-9-month window alongside venue and key supplier bookings, with final balances due in the last two months before the wedding.

Should I share the contact list with my day-of coordinator? Yes, the complete version including payment status and direct phone numbers. They need every arrival time and a clear note of who is and is not fully paid. Bring a printed backup on the day as well, in case signal fails.

Do I need separate lists for the ceremony and the reception? Only if the venues and teams are entirely different. Most couples keep one list sorted by supplier role, with a column noting whether each supplier covers the ceremony, the reception, or both.

Who this template is not for

This template is built for couples managing their own supplier relationships - tracking bookings, chasing responses, and briefing vendors in the final week. If you have a full-service planner handling every booking, contract, and briefing, the contact-list work is theirs to manage. What changes is that you share access to the run sheet in PlannedBy rather than the full contact record, and your coordinator builds the supplier structure on their side.

If your situation sits between those two - a day-of coordinator who joins eight weeks out rather than from the start - build the contact list yourself and hand it over at the point of handoff. By that stage, every booking status and arrival time is already recorded, and the coordinator has what they need without having to chase it from suppliers themselves. The seat planner is the parallel document for the guest and table side of the day.