VENDOR CONTACT ORGANIZER Love Knows No Limits - Wedding Officiant Services ======================================== CEREMONY VENDOR CONTACTS ======================================== OFFICIANT Name: ________________________ Title/Credentials: ________________________ Phone: ________________________ Email: ________________________ Website: ________________________ Address: _________________________________ Contract Date: ________________________ Contract Amount: $ ______________ Payment Status: ☐ Deposit ☐ Partial ☐ Paid Balance Due: $ ______________ By: __________ Final Payment Method: ________________________ Insurance/Liability: ________________________ Backup Officiant: ________________________ Notes: ________________________________________ _____________________________________________ _____________________________________________ CEREMONY VENUE Venue Name: ________________________ Contact Person: ________________________ Phone: ________________________ Email: ________________________ Address: _________________________________ Booking Confirmation #: ________________________ Booked Date: ________________________ Ceremony Time: _________ Ceremony Location (room/area): ________________________ Setup Time: _________ Teardown Time: _________ Rental Amount: $ ______________ Contract Date: ________________________ Payment Status: ☐ Deposit ☐ Partial ☐ Paid Balance Due: $ ______________ By: __________ Venue Amenities: ☐ Seating for _____ guests ☐ Sound system available ☐ Microphone available ☐ Parking: _________________________________ ☐ Restrooms: _________________________________ ☐ Climate control ☐ Accessibility: _________________________________ Special Notes: _________________________________ _____________________________________________ ======================================== PHOTOGRAPHY ======================================== Photographer Name: ________________________ Phone: ________________________ Email: ________________________ Website: ________________________ Business Address: _________________________ Package Selected: ________________________ Hours of Coverage: _________ to _________ Number of Photos: ________________________ Album/Print Included: ☐ Yes ☐ No Digital Copies: ☐ Yes ☐ No Backup Photographer: ________________________ Contract Date: ________________________ Package Cost: $ ______________ Down Payment: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Additional Costs: ________________________ Shot List Confirmed: ☐ Getting ready photos ☐ Family formals ☐ Couple portraits ☐ Ceremony candids ☐ Reception highlights ☐ Specific requests: ________________________ Late Delivery Date: ________________________ Delivery Format: ☐ Digital ☐ Prints ☐ Both Storage/Access: ________________________ Notes: ________________________________________ _____________________________________________ ======================================== VIDEOGRAPHY ======================================== Videographer Name: ________________________ Phone: ________________________ Email: ________________________ Website: ________________________ Package Selected: ________________________ Hours of Coverage: _________ to _________ Edited Video Length: ________________________ Raw Footage Included: ☐ Yes ☐ No Highlight Reel: ☐ Yes ☐ No Drone Footage: ☐ Yes ☐ No Contract Date: ________________________ Package Cost: $ ______________ Down Payment: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Video Delivery: Estimated Completion: ________________________ Format: ☐ Digital ☐ USB ☐ Cloud Link Platform: ________________________ Special Requests: ☐ Vow exchange close-ups ☐ First kiss capture ☐ Guest testimonials ☐ Other: ________________________ Notes: ________________________________________ _____________________________________________ ======================================== MUSICIANS/DJ ======================================== Name/Company: ________________________ Type: ☐ DJ ☐ Live Band ☐ String Quartet ☐ Other Phone: ________________________ Email: ________________________ Website: ________________________ Hours of Service: _________ to _________ Setup Time: _________ Breakdown Time: _________ Music/Entertainment Details: Ceremony Music: ________________________ Processional Song: ________________________ Recessional Song: ________________________ Reception Music Style: ________________________ Special Songs Requested: _________________________ Equipment Provided: ☐ Sound system ☐ Microphone (how many: ____) ☐ Speakers ☐ Lighting ☐ Stage/platform Contract Date: ________________________ Service Cost: $ ______________ Down Payment: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Additional Costs: ________________________ Music Playlist/Lineup: (attached ☐ Yes ☐ No) Notes: ________________________________________ _____________________________________________ ======================================== FLORIST ======================================== Florist Name: ________________________ Owner/Contact: ________________________ Phone: ________________________ Email: ________________________ Address: _________________________________ Bridal Bouquet: ________________________ Color Palette: ________________________ Special Flowers: ________________________ Bouquet Size: ☐ Small ☐ Medium ☐ Large Bouquet Style: ________________________ Ceremony Arrangements: Altar flowers: ☐ Yes ☐ No Details: ___________ Aisle arrangements: ☐ Yes ☐ No Details: _____ Entrance arrangements: ☐ Yes ☐ No Details: __ Boutonnières/Corsages: Groomsmen boutonnieres: _____ at $ ______ each Bridesmaid corsages: _____ at $ ______ each Special corsages/boutonnieres: _______________ Delivery Details: Delivery Location: ________________________ Delivery Time: _________ Setup Assistance: ☐ Yes ☐ No Flower Arrival Time: _________ Contract Date: ________________________ Total Cost: $ ______________ Down Payment: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Backup florist: ________________________ Notes: ________________________________________ _____________________________________________ ======================================== CATERING/FOOD SERVICE ======================================== Caterer/Restaurant Name: ________________________ Contact Person: ________________________ Phone: ________________________ Email: ________________________ Address: _________________________________ Menu Selected: ________________________ Number of Guests: _____ Cost per person: $ ______________ Total Food Cost: $ ______________ Beverages Included: ☐ Water, coffee, tea ☐ Soft drinks/juices ☐ Alcoholic beverages ☐ Specialty drinks Details: ________________________ Service Style: ☐ Plated dinner ☐ Buffet ☐ Stations ☐ Cocktail style Dietary Accommodations: ☐ Vegetarian options available ☐ Vegan options available ☐ Gluten-free options available ☐ Nut allergies accommodated ☐ Other restrictions: ________________________ Service Timeline: Arrival/Setup Time: _________ Service Begins: _________ Meal Courses: _________ Cake Cutting: _________ Cleanup Complete: _________ Contract Date: ________________________ Deposit: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Linens/Rentals Included: ☐ Yes ☐ No Equipment Provided: ________________________ Dietary Guest List (attached): ☐ Yes ☐ No ☐ To be provided Notes: ________________________________________ _____________________________________________ ======================================== CAKE/DESSERTS ======================================== Baker Name: ________________________ Phone: ________________________ Email: ________________________ Address: _________________________________ Cake Flavors: ________________________ Frosting Type: ________________________ Cake Design: ________________________ Number of Servings: _____ Special Requests: ________________________ Delivery Details: Delivery Time: _________ Delivery Location: ________________________ Setup Assistance: ☐ Yes ☐ No Serving Utensils Included: ☐ Yes ☐ No Additional Desserts: Cupcakes: ☐ Yes ☐ No Quantity: _____ Favors: ☐ Yes ☐ No Details: _______________ Cookies/pastries: ☐ Yes ☐ No Details: _____ Cost Breakdown: Cake: $ ______________ Additional desserts: $ ______________ Delivery: $ ______________ Total: $ ______________ Contract Date: ________________________ Deposit: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Backup baker: ________________________ Notes: ________________________________________ _____________________________________________ ======================================== TRANSPORTATION ======================================== Limos/Car Service Provider: ________________________ Contact: ________________________ Phone: ________________________ Vehicle Details: Vehicle type: ☐ Limo ☐ Classic car ☐ Other Capacity: _________ people Hours: _________ to _________ Number of pickups: _____ Pickup Locations & Times: 1. ________________________ Time: _________ 2. ________________________ Time: _________ 3. ________________________ Time: _________ Final Destination: ________________________ Contract Date: ________________________ Cost: $ ______________ Deposit: $ ______________ Date: ________ Balance Due: $ ______________ By: __________ Driver Name: ________________________ Driver Phone: ________________________ Notes: ________________________________________ _____________________________________________ ======================================== OTHER VENDORS ======================================== VENDOR: ________________________ (Type: ______________) Contact: ________________________ Phone: ________________________ Email: ________________________ Service Details: ________________________ Cost: $ ______________ Status: ☐ Confirmed ☐ Pending ☐ Cancelled Notes: ________________________________________ VENDOR: ________________________ (Type: ______________) Contact: ________________________ Phone: ________________________ Email: ________________________ Service Details: ________________________ Cost: $ ______________ Status: ☐ Confirmed ☐ Pending ☐ Cancelled Notes: ________________________________________ ======================================== PAYMENT TRACKING ======================================== Vendor Total Cost Paid Balance _____________________________________________________ Officiant $ _______ $ _____ $ _____ Venue $ _______ $ _____ $ _____ Photography $ _______ $ _____ $ _____ Videography $ _______ $ _____ $ _____ Music/DJ $ _______ $ _____ $ _____ Florist $ _______ $ _____ $ _____ Catering $ _______ $ _____ $ _____ Cake/Desserts $ _______ $ _____ $ _____ Transportation $ _______ $ _____ $ _____ Other: ________________ $ _______ $ _____ $ _____ Other: ________________ $ _______ $ _____ $ _____ TOTAL WEDDING COSTS: $ _______ $ _____ $ _____ ======================================== COMMUNICATION LOG ======================================== Date Vendor Contact Notes _____________________________________________________________ _________ ____________ __________ ______________ _________ ____________ __________ ______________ _________ ____________ __________ ______________ _________ ____________ __________ ______________ _________ ____________ __________ ______________ ======================================== DAY-OF VENDOR CHECKLIST ======================================== Week Before: ☐ Confirm all vendors (final headcount to caterer) ☐ Remind vendors of time and location ☐ Provide final special requests ☐ Collect vendor cell phone numbers ☐ Give vendors your cell phone number Day Before: ☐ Double-check all confirmations ☐ Charge all phones and cameras ☐ Confirm weather contingencies ☐ Final check with main coordinator Day Of: ☐ Greet vendors upon arrival ☐ Point out key areas (ceremony site, reception area, restrooms) ☐ Thank vendors personally ☐ Tip prepared for vendors (if applicable) ☐ Final thank you call/message after event ======================================== Keep this organizer updated throughout your planning process. You'll have everything you need at your fingertips! For questions about ceremony planning, contact your officiant at Love Knows No Limits.