A Well-Fed Crew Makes for a Legendary Celebration
Don’t Forget the Vendors… They’re Not There for the Meal (But It Sure Helps!)
In the lead-up to your wedding, you’re making a lot of important decisions — from food and seating plans to timelines and the finer touches. One small but thoughtful detail that’s often overlooked is when and how your vendors will be fed. Your vendors aren’t there for the meal, but keeping them nourished can quietly make a big difference to how smoothly your day runs. A well-timed snack isn’t just kind, it keeps everyone energised, happy, and ready to capture your day perfectly.
Why It’s Worth Considering
A wedding team, such as a photo, video, and planner, is usually on-site for 8 to 14 hours. They are 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. And don’t worry, we don’t expect lobster or a five-course feast, just something filling and warm enough to keep the energy going.
When Is the Best Time for Vendors to Eat?
Rule of thumb: Feed vendors when you eat, not after all the guests are done. 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 is usually nothing that needs to be filmed. Most people don’t want to be photographed or filmed while eating, so there is 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 are 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 is thoughtful to include them in the meal plan. This usually includes photographers and videographers, a wedding planner or coordinator, the band, or assistants. A quick check with your caterer can help you lock in the right number of vendor meals and make sure they are 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 will not expect anything fancy, just a moment to rest and refuel. By thinking ahead, you are helping your team stay at their best, which ultimately helps make your day as seamless and stress-free as possible.
