Venue & Vendor Coordination Checklist

This checklist keeps all your vendors organised in one place. Work through each section as confirmations come in — a checked box means one less thing to worry about on the big day!

Event Overview

Event name:

Event date:

Planner name:

Venue

Venue name:

Venue confirmed

Venue contact person:

Deposit paid

Venue capacity:

Setup time allowed:

Catering

Catering vendor:

Catering confirmed

Menu finalized

Tasting done

Number of meals — adults:

Children:

Special dietary meals:

Entertainment

Entertainment vendor:

Entertainment confirmed

Sound check scheduled

Photography

Photography vendor:

Photographer confirmed

Shot list shared

Videography

Videography vendor:

Videographer confirmed

Florist / Décor

Florist / décor vendor:

Florist / décor confirmed

Theme / design approved

AV / Technical

AV / technical vendor:

AV vendor confirmed

Transportation

Transportation vendor:

Transportation confirmed

Other Vendors & Planning Notes

Any other vendors not listed above:

Outstanding items / action items:

Upload vendor contracts:

Upload File

Budget tracker notes:

Next review / check-in date:

Great work keeping everything on track! Update this checklist whenever a new confirmation comes in — every ticked box brings us one step closer to a flawless event.