What to send your wedding suppliers before the big day

In the final weeks before your wedding, every supplier needs specific information to do their job well. Sending clear, organised details in advance avoids last minute confusion and helps the day run smoothly.

When to send final details

Aim to send final details to all suppliers two to three weeks before the wedding. This gives them time to review, ask questions, and prepare. If any details change after that, send a quick update rather than a whole new document.

What every supplier needs

Regardless of their role, every supplier should receive:

• The full venue address and any specific entrance or loading instructions
• Their arrival time and setup time
• Your wedding day timeline with key moments marked
• A main point of contact for the day (not the couple)
• Contact details for the venue coordinator if there is one
• Parking information

Photographer and videographer

In addition to the basics, they will need:

• A shot list or must have moments
• Names and roles of the wedding party
• Any family dynamics to be aware of for group photos
• Details on the ceremony, speeches, and first dance timing
• Whether they are being fed and when

Caterer

• Final guest numbers and any last minute changes
• Dietary requirements and allergies with guest names
• Meal service timing aligned with your day of timeline
• Any specific requests around cake cutting or drinks service

Musicians, DJ, or entertainment

• Your playlist requests and any do not play songs
• Timing for ceremony music, first dance, and last song
• Power supply and setup space details
• Whether they need to coordinate with other suppliers

Florist and stylist

• Delivery time and setup location
• Who will receive the bouquets and buttonholes
• Any changes to centrepieces or table numbers since the original order
• Collection arrangements if items are being collected after the event

Create a master contact sheet

Put together a single document with every supplier's name, role, phone number, arrival time, and any special notes. Share this with your day of coordinator, best man, maid of honour, or whoever is acting as your point of contact. Our guide on supplier management covers how to keep all of this organised throughout the planning process.