The Ultimate Guide to Wedding Vendor Meals

January 7, 2024 | kailey

Image by Marisa Lyon Photography and catering by Sweet Brie Co.

You’ve hired your wedding vendors, signed contracts, and paid all the necessary deposits. It might seem like you’ve crossed off every vendor-related task on your checklist, doesn’t it? Well, not quite. Here’s some food for thought: taking care of your vendors on your wedding day is just as important as the pre-wedding preparations. This brings us to one of the most overlooked details: wedding vendor meals.

Do I need to feed my vendors? Which vendors am I required to provide a meal for? Do vendors eat the same food as guests? If you find yourself wondering all of these things, you’ve come to the right place. We’ve got the answers to your FAQs to help ensure your vendors are happy and well-fed on your wedding day.

Am I Required to Provide Meals for My Vendors? 

When working with professional wedding vendors, there’s a certain etiquette you need to follow. And on your wedding day, providing meals for your wedding vendors is often a standard practice. Sure, it’s not a strict requirement. But, providing food for those hard-working pros who are putting in countless hours is a thoughtful gesture and an easy way to express your appreciation.

Which Vendors Will Require a Wedding Day Meal?

You aren’t obligated to provide meals for every individual or team that plays a role on your wedding day. A good rule of thumb is to provide meals to those working the majority of your wedding day—vendors who won’t have the chance to leave the venue and hunt down their own food. This typically includes key players such as wedding planners, photographers, videographers, and even DJs.

If you’re still not sure which of your vendors you should have meals prepped for, take a look at your contracts. Some contracts may specify whether or not meals are expected to be included. Not able to find the answer in your contract? There’s no harm in reaching out to your vendors directly. 

How Do I Coordinate Vendor Meals?

If you and your partner have decided to provide meals for your wedding vendors, you’ll work with your chosen caterers to coordinate vendor meals. They can answer all of your questions and provide any necessary guidance. Since this is standard practice, your caterers will be familiar with the process and can help guide you in the right direction. 

What Is Served for Vendor Meals?

The specific options will vary based on your chosen caterer. However, vendor meals are typically cheaper and more simplified versions of the meals served to your guests. 

Remember that some vendors may have dietary restrictions, so it’s considerate to ask about any specific requirements they may have before the big day. After you discuss this with your vendors, your catering team will work to create a meal plan that accommodates any necessary restrictions or preferences. 

When and Where are Vendor Meals Served?

There is one portion of your wedding day where everyone will be seated, chatting amongst themselves. This is when vendors (like your photographer, videographer, and planner) will also take a break and get the opportunity to eat. 

Vendors are usually given a designated area to enjoy their meals. This separate room is typical within the venue, giving them a comfortable space to eat without disrupting wedding guests.

Clear communication is crucial when working with wedding vendors, especially during the beginning stages. When you’re booking new vendors, you’ll be required to sign a contract. This will ensure both parties have access to the written agreement.  A contract typically includes everything from significant details like pricing to smaller ones like vendor meals.

To make sure you’re set up for success, we’re giving you the low down on wedding contracts. Before you sign on the dotted line, here are the things you should look for on your wedding contract

Image by Skyler & Vhan Photography. See more of this real wedding here.

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