Hosting an unforgettable wedding requires having the right team of vendors supporting your vision. Building that dream team is key to a seamless and enjoyable wedding day, but knowing how to choose the right Arizona wedding vendors can be challenging. Keep reading to learn more about:
Planning your vendor booking timeline
Evaluating vendors beyond the price tag
Establishing communication and coordination practices
Managing multiple vendor relationships
Negotiating contracts with confidence
When we help our clients plan their big day, we do far more than just give them a list of wedding vendors in Arizona. We help them with every step and all the coordination.
Key Takeaways:
Start planning your wedding vendors a year before your big day.
Rely on a coordinator to save yourself the headache of managing all vendors.
Do your due diligence when vetting potential vendors.
Build Your Dream Vendor Team with Modern Moments
At Modern Moments, we’ve got a behind-the-scenes coordination team ready to help your wedding go off without a hitch. Host your wedding in confidence in our charming outdoor and indoor spaces.
Planning Your Vendor Booking Timeline
A year out might seem too early to start booking your wedding date, but it’s actually the perfect time to avoid last-minute panic, rushing, and having to settle. Check out our recommended vendor booking timeline.
12 months out: Book the venue that fits your overall vision to lock in dates. Modern Moments provides a stunning backdrop for any wedding, big or small.
10 to 11 months out: Start securing your key vendors, including the photographer, wedding planner, and caterer.
8 to 9 months out: Start booking your entertainment (musicians or performers), florist, and videographer.
6 months out: Secure your hair and makeup artist, officiant, and the rental company providing your furnishings.
3 months out: Confirm any details with transportation (if necessary for your wedding) and specialty vendors like those overseeing your stationery and decorations.
When you book with Modern Moments, our coordination team helps keep you on schedule. We follow set intervals to check in with your vendors and ensure everything runs smoothly.
Evaluating Vendors Beyond the Price Tag
When choosing your vendors, you’ll see a variety of price points. It’s only natural that you’ll want to cut costs when possible, but keep in mind that the cheapest choice won’t always be the best fit.
Meet potential vendors in person or via video chat to evaluate their overall attitude and professionalism. Consider:
Experience and portfolio quality, checking to confirm they have experience with Arizona’s desert climate and the challenges it brings
Communication style and overall responsiveness
Flexibility with timelines to suit your needs
Ability to collaborate with other vendors for a seamless experience
Reviews and recommendations from other couples
At Modern Moments, we’ve got our own list of preferred partners and some of the best wedding vendors Arizona has to offer. We’ve already vetted them for their reliability and quality. However, you’re always welcome to bring your own team.
Establishing Communication and Coordination Practices
Ensuring all vendors are aligned and in touch prevents misunderstandings and delays for the big event. To minimize the stress of coordinating yourself, we recommend:
Creating a shared vendor contact list, complete with phone numbers, setup times, and responsibilities
Scheduling a final walkthrough before the wedding day to confirm all vendors are ready and aligned
Sharing a detailed event timeline with every vendor and notifying them of any changes immediately
Our day-of coordination team lets you focus on the magic of your special day. We’ll ensure that every vendor knows where to be, when to arrive, and how to work together seamlessly.
Managing Multiple Vendor Relationships
It can be tough to balance the various personalities and workflows each vendor has. However, a handful of best practices can help every team focus on the bigger picture. Keep everyone in the loop by:
Maintaining a shared document with all vendor communication
Setting polite but firm boundaries — let vendors know to go through your wedding coordinator instead of giving you every individual update
Prioritizing collaborative vendors
Modern Moments saves couples from the constant headaches of endless emails and scheduling updates by serving as the one-stop communication hub between all vendors.
Negotiating Contracts with Confidence
Clear contracts protect both the couple and the vendors by establishing clear terms for the business relationship. Don’t rely on a verbal agreement without getting it documented in writing. As you negotiate and plan, carefully review all fine print.
Before you sign a contract, always review:
Cancellation and refund policies
Set up and teardown timelines
Extra fees for travel, overtime, or equipment
Liability and insurance coverage
When you partner with Modern Moments, we help you avoid wedding day surprises and mishaps by reviewing all vendor contracts during the planning period. We can also manage all necessary insurance policies and permits.
Enjoy a Seamless Celebration with Day-Of Coordination
Looking for an affordable venue without sacrificing quality? Host your wedding with Modern Moments to enjoy the support of professional event planners and day-of venue coordinators.