Book Excerpt: Building Your Wedding Dream Team: Where to Find Vendors and What to Look For
“I can do things you cannot.
You can do things I cannot; together we can do great things.”
— Mother Teresa
I’m back with a third excerpt from my wedding planning book, and this chapter is all about vendors, suppliers, and crafting the perfect wedding team.
One of the most exciting shifts in wedding planning happens when your ideas begin turning into decisions.
The venue is booked. The date is set. Now it’s time to start assembling the team that will help bring your wedding to life.
From photographers and florists to DJs and decorators, the vendors you choose will play an important role in shaping the atmosphere and experience of your day. This chapter will help you identify the vendors you need, discover where to find them, and learn what to look for as you begin building your wedding dream team.
In Chapter 10, we’ll dive deeper into reviewing and negotiating contracts. For now, this stage is about starting conversations, gathering information, and exploring your options.
Take some time to review the Vendor and Services sheet included with this chapter so you’re clear on which vendors you need, want, or may wish to consider. Be sure to note which services are already included with your venue, if applicable.
Where to Find Vendors and Suppliers
Venue Recommendations
Most venues have a list of trusted vendors they’ve worked with before. Take the time to ask for their recommended partners—they’ll know who’s familiar with the space and who delivers reliably.
Word of Mouth
Ask recently married friends, family members, and even other vendors for referrals. Personal experiences often lead to the most trustworthy connections (see the Pro Tip in this chapter)
Social Media & Planning Platforms
Browse Instagram, TikTok, Pinterest, and platforms like Zola, WeddingWire, or The Knot. You might also find hidden gems in local Facebook wedding groups.
Wedding Conventions
Conventions can be a wonderful way to meet talented vendors and under the radar gems who are growing their portfolios. They may also be offering more affordable pricing. My mother-in-law discovered our photographer at a wedding convention, and we loved our photos.
Real Wedding Galleries
Check out full wedding galleries on photographer blogs or websites. The vendor list is often included, making it an easy way to find professionals whose work already aligns beautifully together.
Behind the Scenes
Like a lot of couples, we started our vendor search on Instagram. I found so much inspiration but most quotes were quite above what we’d budgeted, and I began to wonder if we needed to reassess our plans.
But here’s the thing about social media: it often surfaces the most popular accounts first—and those vendors can usually charge the most. Don’t assume that’s all there is. Some of the most talented professionals don’t have large followings, and they may be exactly what you’re looking for at a more aligned price point.
Social media is a wonderful resource, but stay open-minded. Higher visibility doesn’t always mean higher value.
What to Look For
Style & Experience
Does their work reflect the style and atmosphere you’re envisioning for your day?
Professionalism & Reliability
Have they worked at your venue or with couples similar to you? Look for consistency and positive feedback from past clients.
Communication & Personality
Are they responsive, kind, and easy to work with? You’ll be working closely with them so connection matters.
Transparent Pricing
Ask for a clear breakdown of costs and deliverables—and pay attention to any hidden fees or vague wording in contracts (more on this in step ten).
Flexibility & Backup Plans
What happens if something unexpected comes up? Make sure they have contingency plans for emergencies, weather, or illness.
Key Vendor Highlight
Every wedding needs someone responsible for keeping the day running smoothly. Whether that’s a professional day-of coordinator, a venue coordinator, or a trusted friend or family member, this role is often overlooked but incredibly valuable.
Their job is to answer questions, coordinate vendors, manage the timeline, and handle unexpected issues as they arise. Without a dedicated point person, many of these responsibilities can unintentionally fall on the couple, their parents, or members of the wedding party.
Many venues already provide this support. If yours does not, I highly encourage you to make a plan for who will fill this role.
As organized as you may be, your wedding day is not the day to be troubleshooting logistics. Having someone oversee the details allows you to be fully present and helps every part of the day come together more seamlessly.
Reflection Questions
Which vendors are essential to creating the experience we envision?
Am I choosing based on peace and trust—or pressure and popularity?
Have I clearly communicated our style, values, and expectations when reaching out?
What qualities matter most to us in a vendor—warmth, professionalism, creativity?
Do I feel clarity or hesitation about the vendors I’m considering?
Do we need to out source a professional day-of coordinator or do we already have a dedicated point person for the wedding day?
Action Plan
Review the Vendor Planning Checklist and identify which vendors are essential, optional, or unnecessary for your wedding.
Create visual inspiration folders for each category (photography, florals, décor, etc.).
Using the “Where to Find Vendors” list, reach out to three or four vendors per category with your wedding date and a few key details.
Ask thoughtful questions about their experience, pricing, and communication style.
Track everything in a spreadsheet or folder—including quotes, availability, and first impressions.
Don’t rush to secure anything just yet—we’ll cover that in an upcoming section. For now, focus on exploring and starting the conversation.
Next up is one particular vendor category that deserves its very own chapter. So, put a pin in this step’s Action Plan—and let’s move forward.
Xo
Natalie Grace
Did you find this chapter helpful?
Before the book officially launches, I’d love to share a collection of complimentary resources from the book, including:
• A 12-Month Wedding Planning Timeline
• Final Steps to “I Do” Checklist
• Wedding Day and Marriage prayer
