The average Indian wedding involves 15-25 vendors working in coordination. Missing even one can create chaos. This comprehensive vendor checklist ensures you've covered every base - with booking timelines and expert tips.
Must-Have Vendors (Book 6-12 Months Ahead)
1. Venue
- Banquet hall, hotel, farmhouse, or heritage property
- Book: 9-12 months ahead for peak season
- Red flag: No backup plan for weather; hidden charges not in the contract
2. Caterer
- Vegetarian/non-vegetarian menu, live counters, bar service
- Book: 6-9 months ahead
- Red flag: No tasting session; unclear per-plate pricing
3. Photographer & Videographer
- Pre-wedding, ceremony, and candid photography
- Book: 6-9 months ahead (read our photography planning guide)
- Red flag: No full wedding portfolio; unclear deliverables and timelines
4. Makeup Artist
- Bridal makeup for all functions, hair styling, draping
- Book: 6-9 months ahead
- Red flag: No trial session; works without understanding your outfit
5. Decorator / Florist
- Mandap, stage, entrance, table settings, floral arrangements
- Book: 4-6 months ahead
- Red flag: No 3D mockup or mood board; uses only stock photos
6. Wedding Stylist
- Outfit selection, shopping assistance, colour coordination, day-of styling
- Book: 6-9 months ahead with StyleBuddy
- Red flag: No understanding of different ceremony dress codes
Important Vendors (Book 3-6 Months Ahead)
7. Mehendi Artist
- Bridal mehendi (full hands and feet), guest mehendi
- Book: 3-4 months ahead
- Red flag: No bridal mehendi portfolio; unclear about design complexity pricing
8. DJ / Entertainment
- Sangeet music, reception DJ, baraat dhol/band
- Book: 3-6 months ahead
- Red flag: No song list consultation; no site visit for sound check
9. Pandit / Officiant
- Wedding ceremony rituals, muhurat timing
- Book: 3-6 months ahead
- Red flag: Extremely long ceremony without consultation; no English/Hindi explanation for guests
10. Invitation Designer / Printer
- Physical cards, digital invites, wedding website
- Book: 4-5 months ahead
- Red flag: No proof approval process; low-quality paper/printing
11. Jewelry (Purchase or Rental)
- Bridal jewelry set, groom accessories
- Book/Shop: 3-6 months ahead
- Red flag: No return/exchange policy; no authenticity certificate for gold/diamonds
Nice-to-Have Vendors (Book 1-3 Months Ahead)
12. Choreographer
- Sangeet dance preparation for couple, family, and friends
- Book: 2-3 months ahead
13. Trousseau Packer
- Professional packing for bridal trousseau
- Book: 1-2 months ahead
14. Valet / Parking Service
- Guest parking management
- Book: 1 month ahead
15. Live Streaming Service
- For NRI relatives and guests who can't attend
- Book: 1-2 months ahead
Questions to Ask Every Vendor
- What's included in your package and what's extra?
- What's your cancellation and refund policy?
- Have you worked at my venue before?
- How many events do you handle on the same day?
- Can I see reviews from recent clients?
- What's your backup plan if you fall sick?
How StyleBuddy Coordinates with Your Vendors
We don't replace your other vendors - we enhance their work:
- Brief your MUA on outfit details for cohesive looks
- Coordinate with photographer on outfit reveal moments
- Work with decorator to ensure outfit colours complement the décor
- Align with planner on outfit change timelines
Need a wedding styling expert on your vendor team? Book a free consultation → with StyleBuddy Weddings.
