Wedding Vendor & Planner Responsibilities
Photo: Julie Dietz Studio
Curious about “Who Does What?”
Wedding Day Vendor Responsibilities Explained
Planning a wedding takes a village, but it’s not always clear who handles what. Who builds the timeline? Who lines up your wedding party? Who dims the lights, cues the music, or checks in on catering? Understanding your vendors’ roles is key to keeping your special day stress-free.
In this guide, the planners at BW Studio break down wedding day vendor responsibilities so you know exactly what to expect from each vendor—and where a wedding planner steps in to fill the gaps.
Photographer and Videographer Responsibilities on the Wedding Day
Your photographer and videographer may help you create a timeline, but their focus is usually on photo and video coverage. Their schedules generally begin and end at the contracted times, so they won’t include “getting ready” before they arrive, other vendor activities, or late-night send-offs if they’ve already wrapped. It definitely won’t include the night before (rehearsal + welcome drinks) or the day after (brunch and other activities). Their main responsibility is capturing your day beautifully and completely. Photo and Video teams will also help organize your family and friends for formal portraits!
That said, your photo and video team can be a great resource. They can suggest engagement shoot locations, help you plan attire, provide shot list templates, and keep family formals organized. Make sure to ask if they’ll help with building a full timeline, or if you’ll need your wedding planner for that.
Short List of Photo & Video Responsibilities:
Engagement shoot location + attire guidance
Family photo shot list
Lining up family and wedding party for formals
Capturing the Full Day!
Photo: J Lauryn Photography
Caterer Responsibilities on the Wedding Day
Your caterer is one of the most important partners in keeping the evening running smoothly. From curating the perfect menu and delivering food on time to accommodating dietary needs, they make sure every guest is fed and happy. Many caterers also assist with rentals, floor plans, and logistics, though not all do. In some cases, the venue or planner steps in for those details, so be sure to clarify responsibilities early.
Short List of Catering Responsibilities:
Menu planning and service
Rentals (china, glassware, linens, etc.)
Staffing and guest service
Floor plan assistance (sometimes)
Attending the final walkthrough
Setting up tables, chairs, and linens
Florist Responsibilities on the Wedding Day
Your florist is responsible for setting out the florals and décor included in your contract; think candles, centerpieces, arches, and head table arrangements. Some may also provide other décor items like pedestals, chargers, or runners. If your ceremony and reception are in the same space, your florist may assist with a room flip. At the end of the night, they should return to collect their rentals, unless your contract specifies otherwise… double check!
Short List of Florist Responsibilities:
Recommend seasonal flowers and the perfect rentals
Install, set up, and take down of décor
Room flip (if included in contract)
Might attend a final walkthrough (not typical)
Photo: J Lauryn Photography
Entertainment Responsibilities on the Wedding Day
About a month before the wedding, you’ll meet with your DJ or band to review the timeline and select music for key moments such as the processional/recessional, cake cutting, and first dances. You’ll also discuss technical needs like microphones for speeches or readings.
On the wedding day, the emcee keeps the flow of the reception running by lining up the wedding party, cueing dances, and making announcements. Be sure to ask whether your vendor provides speakers and a stand mic or lapel mic for the ceremony.
Pro Tip: If you’re having multiple readers during the ceremony, a mic stand is the most seamless option.
Short List of Entertainment Responsibilities:
Music recommendations for special moments
Timeline guidance for events like dances or bouquet toss
Emcee services and announcements
Venue Coordinator Responsibilities on the Wedding Day
It’s easy to confuse a venue coordinator with a wedding coordinator, but their roles are different. So let’s break it down!
A venue coordinator focuses on everything directly related to the venue: unlocking doors for vendors, dimming lights, overseeing parking passes, or restocking restrooms. Some venue coordinators go above and beyond by helping with guest flow or lining up the wedding party, but generally their role is limited to the venue itself. Definitely confirm with your venue what their involvement is going to be on the big day!
Short List of Venue Coordinator Responsibilities:
Opening and closing the venue
Lights and facilities
Venue upkeep and main point of contact
Coordinating a final walkthrough with the Planner + Caterer
Photo: Julie Dietz Studio
Wedding Planner/Coordinator Responsibilities on the Wedding Day
Unlike a venue coordinator, your wedding planner or wedding coordinator oversees the entire day, tying all vendors, details, and timelines together. At BW Studio, your wedding coordinator is dedicated to making sure every detail of your day comes together seamlessly. Whether you’ve booked full planning or event management, we’ll help you build a customized timeline, finalize your floor plan, and coordinate directly with your vendors so you can enjoy a stress-free wedding day. And if you’ve started working with us earlier in the process for Full or Partial Planning… you can expect us to assist with your budget mapping, venue search, vendor research, and much more!!
Our final logistics process begins about three months before your wedding. We’ll create your timeline—working backward from your ceremony time—to ensure every important moment is accounted for. After reviewing it together, we’ll share it with your vendor team, confirm guest counts and dietary restrictions, and keep communication open as we move closer to the big day.
Around the two-month mark, we will coordinate a final walkthrough with your Venue Coordinator and Caterer to ensure everyone understands the floor plan and day-of flow or flip. Then we share that info with the florist so they have the right table counts.
At the one-month mark, we’ll meet again to review your floor plan from ceremony to reception, confirm all décor details, and update your timeline as needed before sending everything to your vendors a second time. One week before, we’ll do one final run-through, answer last-minute questions, and, if contracted, lead your rehearsal while collecting any décor we’ll be setting up for you.
The night before, a BW Studio planner will host your ceremony rehearsal before you head out to your rehearsal dinner or welcome drinks. We will walk your wedding party through the ceremony lineup, etiquette, and recessional plan, giving your wedding party lots of time to ask questions and feel comfortable. This is also typically when we receive your decor for setup the next day.
On your wedding day, our team is one of the first to arrive and one of the last to leave. We’ll greet vendors as they arrive, set up your personal décor, cue the ceremony, keep the reception on schedule, and handle issues as they arise. With BW Studio, you can relax knowing every gap is filled, every detail is managed, and your only job is to celebrate with your guests.
With BW Studio, you don’t just get someone managing logistics, you get a partner who fills every gap so you can focus on celebrating with your family and friends!!
Short List of Wedding Coordinator Responsibilities:
Timeline creation and vendor coordination
Schedule & Coordinating final walkthrough + floor plan review
Personal décor setup and styling
Rehearsal coordination
Day-of management of vendors + timeline
Troubleshooting + Crisis Management
Final Thoughts: Who Really Does What on Your Wedding Day?
Each vendor has their own role, but your wedding planner is the one who connects the dots and makes sure everything runs smoothly. While photographers capture memories, caterers serve meals, florists bring the vision to life, and DJs keep the party going, it’s your planner who keeps the whole team in sync.
At BW Studio, we pride ourselves on filling in the gaps so you don’t have to worry about the details. Ready for a wedding day that feels seamless, organized, and stress-free? Contact us below to learn more about our wedding coordination services.