Please note that the following vendor roles will vary based on the event needs, venue, and different vendor services offered. The below information outlines “typical” vendor roles and will need to be reviewed by your coordinator at least 30 days prior to your event date to ensure all vendor roles are filled!

COORDINATOR

Timely and helpful email, text and phone correspondence
Recommended list of vendors based on your style and budget
Creation of design plan and mood board (full service planning)
Creation of floor plan and event layout (full service planning)
Aid with monitoring event budget (full service planning)
Booking, communicating with and coordination of all vendors (full service planning)
Walkthroughs prior to the event date (number based on package)
Vendor communication and coordination 30 days prior to the event
Creation of robust event timeline
Coordinating and running a wedding rehearsal (based on package)
Event set up including but not limited to linens, table settings, table decor, additional decor, guest book, etc.
Day-of vendor coordination and oversight
Event clean up including but not limited to collecting guest items, packing up additional decor, tidying getting ready suite, clearing any final trash or dishes, ensuring guest items are not left around venue

VENUE

Venue responsibilities drafted for The Black Diamond Lodge but may vary by venue.

Send client quote and provide clear and consistent communication throughout the planning process
Providing a clean, maintained and professional event space ready for all event set up
Set up of all ceremony chairs or benches
Set up of patio for cocktail hour with venue provided items (patio heaters, yard games, camp fire, bar, cocktail tables, etc)
Set up of dining room table and chairs for reception per seating chart provided by coordinator
Providing shuttle service for people who need it for the ceremony only
Providing basic table setting package as well as a dishwasher (coordinator responsible for setting tables, caterer responsible for bussing tables)
Communication with vendors for set up or item pick up purposes only (especially DJ, rental companies, caterer, and florist)
Final venue clean up including taking out the trash, wiping surfaces and cleaning the floor

OFFICIANT

Please note there are no official officiant requirements in the state of Colorado so this role is often filled by a friend or family member.

Meet with the couple to establish preferences and plan for ceremony
Premarital counseling (depends on the officiant)
Write and plan the ceremony order and speech
Participate in the wedding rehearsal per the coordinator’s instructions
Officiate the ceremony and coordinate the exchange of vows and rings (if desired)
Oversee the signing of the marriage license, may sign themselves as well

CATERER

Provide suggestions based on client preferences and budget
Send client quote and provide clear and consistent communication throughout the planning process
Menu planning and food shopping per final guest count
Provide catering tasting (offered by some caterers)
Establish serving style and plan accordingly (family style, buffet or plated)
Food prep, cooking, and serving to health department standards
Review timeline provided by coordinator, provide suggestions and plan accordingly
Provide waitstaff for water service and food service
Bus and clear tables, collect all cleared dishes in an orderly fashion for dishwasher
Take out catering trash
Clean catering space including wiping surfaces and cleaning floor - as clean as when they found it
Remove all personal items and leftovers from catering space

BAKER/DESSERT

Provide dessert suggestions based on client preferences and budget
Send client quote and provide clear and consistent communication throughout the planning process
Cake/dessert tasting
Preparation and delivery of cake/dessert
Pick up of all rented display items in a timely manner from venue (varies by venue)

BARTENDER

Provide suggestions for bar menu based on client preference and budget
Order all alcohol from provider (client must purchase, but some bartenders offer this service)
Provide adequate staffing for the bar (recommended one bartender per 50 guests)
Rent or provide all bar equipment (if not included at venue)
Complete all set up of the bar area including but not limited to glassware, alcohol, juices, garnish, etc.
Mix and serve drinks to guests at designated time
Check IDs and enforce all relevant regulations
Bus all bar equipment and dishes to dish pit or staging area
Clean equipment and bar area-as clean as when they found it
Remove all bar trash

PHOTOGRAPHER/VIDEOGRAPHER

Send client quote and provide clear and consistent communication throughout the planning process
Meet with couple to create a shot list and preferences for the celebration
Review timeline provided by coordinator, provide suggestions and plan accordingly
Action shots: pre-ceremony, ceremony and reception
Posed shots: couple, wedding party and family
Record all decided moments (typically ceremony vows, toasts, cake cutting and first dance)
Edit and deliver photos/videos to the couple and participating vendors
Set up and use of a digital automatic photo booth (some photographers)
Removal of all photo/video equipment on the property

FLORIST

Provide floral suggestions based on client preferences and budget
Send client quote and provide clear and consistent communication throughout the planning process
Rental of vases and floral supplies (depends on florist and event needs)
Purchase, arranging and delivery of all florals to venue
Review timeline provided by coordinator, provide suggestions and plan accordingly
Set up of all florals at the venue including but not limited to all ceremony florals, installations, centerpieces and personals
Tear down of florals and pick up of all rented floral items in a timely manner (varies by venue)

DJ/BAND

Provide music suggestions based on client preferences and budget
Send client quote and provide clear and consistent communication throughout the planning process
Rental and set up of all audio/visual equipment and lighting for the event
Help move people and keep the timeline on track by Emceeing
Play music during the ceremony and cocktail hour
Provide microphones and audio for ceremony, toasts and all other emceed events
Close out the event based on venue’s noise rules and coordinator’s timeline
Clean up and removal of all audio/visual equipment post event

HAIR & MAKEUP

Provide hair and makeup suggestions based on client preferences and budget
Send client quote and provide clear and consistent communication throughout the planning process
Trial consultation
Match makeup colors to your skin tone and desired style
Set up of hair and makeup supplies in getting ready suite
Wedding day hair and makeup
Providing touch up kit to bride and attendants (varies by artist)
Clean up and removal of all hair and makeup supplies from venue

RENTALS/DECOR

Provide rental suggestions based on client preferences and budget
Send client quote and provide clear and consistent communication throughout the planning process
Acquire all rental supplies and decorations
Deliver all supplies and decorations
Set up all supplies and decorations (depending on vendor and event needs)
Clean up and removal of all event supplies post event in a timely manner (varies by venue and rental vendor)

ADDITIONAL SERVICES (responsibilities not listed above)

Photo booth
Transportation
Childcare
Lodging

Vendor Roles