When new planners think about wedding success, they usually focus on timelines, design, and logistics.
But there’s another factor that quietly determines how smooth a wedding day will be:
Vendor communication.
Not just emails here and there — intentional, structured communication.
Most problems on wedding days don’t come from bad vendors.
They come from unclear expectations.
The assumption trap
New planners often assume vendors already know what’s happening.
After all, they’ve worked weddings before.
But each vendor only sees their own piece.
The florist knows flowers.
The caterer knows food.
The photographer knows photos.
No one automatically understands the full flow except the planner.
When communication is light, vendors fill in the blanks themselves.
That’s when things drift.
Load-in times don’t align.
Setups happen in the wrong order.
Transitions feel rushed.
Responsibilities overlap.
Not because anyone failed — because alignment never happened.
What professional planners do differently
Experienced planners don’t wait until the final week to connect vendors.
They communicate early and intentionally.
They confirm:
– arrival and setup times
– access points and parking
– who provides what
– ceremony and reception flow
– teardown expectations
– timeline responsibilities
They don’t assume.
They verify.
They also understand that communication isn’t one email.
It’s an ongoing process.
Initial confirmation.
Mid-planning check-in.
Final review.
That repetition is what creates clarity.
Why this matters for new planners
When you’re early in your career, your systems are still forming.
That’s exactly why vendor communication matters so much.
Clear communication:
• prevents misunderstandings
• builds vendor trust
• strengthens your authority
• protects your clients
• reduces day-of stress
It also changes how vendors perceive you.
Planners who communicate well are seen as professionals.
Planners who don’t get treated like beginners.
How to improve your vendor communication
Start with these simple habits:
- Don’t rely solely on contracts — confirm details directly
- Send summary emails after key decisions
- Clarify responsibilities instead of assuming them
- Loop vendors in when layouts or timelines shift
- Follow up before final week, not during it
You don’t need complicated systems.
You need consistency.
Check out our Final Vendor Checklist that will help you to not miss a single vendor detail!
Final thoughts
Wedding planning isn’t just about organizing details.
It’s about connecting people.
When vendors understand the plan, weddings run smoother.
When they don’t, planners spend the day putting out fires.
Strong communication doesn’t just prevent problems.
It builds confidence — for you, your clients, and your vendor team.
And that’s what separates new planners from professionals.
| Terrica McKee is a seasoned wedding planner, florist, and educator with over 14 years of experience helping new and aspiring wedding planners build confidence and run professional, stress-free weddings. As the founder of Southern Productions, Meridian’s first full-service wedding planning and florist company, Terrica provides step-by-step systems, done-for-you templates, and expert guidance so planners can show up like pros from day one. |
