A Small Detail That Makes a Big Difference: Vendor Meals at Your Wedding

In the lead-up to your wedding, you’re making a lot of important decisions from the food and seating plans to your timeline and the finer touches. One small but thoughtful detail that’s often overlooked is when and how your vendors will be fed. It might not seem like a big deal, but it can quietly make a big difference to how smoothly your day runs.

Why It’s Worth Considering a wedding team photo, video, planner, etc., is usually on-site for 8 to 14 hours. They’re working through setup, prep, the ceremony, and the reception with very little downtime.

Having a proper meal helps them stay focused, energised, and ready to give their best throughout the day. When Is the Best Time for Vendors to Eat? A good time to serve vendor meals is while your guests are eating. Some couples also choose to have their photo and video team eat a little earlier or right at the start of service .

Here’s why that helps: This is often the quietest time of the day — guests are focused on their meals, and there’s usually nothing that needs to be filmed. Most people don’t want to be photographed or filmed while eating, so there’s rarely anything to capture during this part. It allows photo and video teams to finish eating before speeches, cake cutting, or dances begin, so they’re ready to capture every moment without having to rush or eat on the go .

Who Should You Include? If someone is working with you for a large portion of the day, it’s thoughtful to include them in the meal plan. This usually includes: Photographers and videographers, Wedding planner or coordinator or band or assistants quick check with your caterer can help you lock in the right number of vendor meals and make sure they’re served at a helpful time.

A Simple Way to Keep Things Flowing. Including vendor meals in your planning and serving them at the right moment is a small gesture that helps keep your timeline smooth and your vendors fully present. Most of us won’t expect anything fancy, just a moment to rest and refuel. By thinking ahead, you're helping your team stay at their best, which ultimately helps make your day as seamless and stress-free as possible.