Rhiannon Hendricks
Planning a wedding can be stressful, and one of the many things to consider is whether to provide a table for vendors. Vendors such as photographers, DJs, and coordinators play an essential role in ensuring your special day runs smoothly, but they also need a break and a chance to eat. While some vendors may prefer to eat away from guests, either in a separate room or at a vendor table, others may be happy to sit with guests. Ultimately, the decision comes down to personal preference, the number of vendors, and the layout of the venue.
Characteristics and Values
| Characteristics | Values |
|---|---|
| Vendors' seating arrangements | A separate table for vendors, seating with guests, or no seating |
| Vendors' meals | Included in catering count, separate "vendor meals," or no meals |
| Vendors' meal timing | Before guests arrive, during dinner, or after guests are served |
| Vendors' meal location | Same room as guests, separate room, or off-site |
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What You'll Learn
Where should vendors sit?
There are a few options for where to seat your wedding vendors. Some people choose to provide a separate area for vendors to eat and take a break, away from guests. This could be a "vendor table" in a back room, the kitchen, or the hall. Some venues set up a smaller table for vendors off to the side or in a separate yented area. This allows vendors to have some peace and quiet and a chance to turn off for a while.
If you are having a buffet, you may not need to provide a separate space, as vendors can take their food back to their booths or find a seat where a guest hasn't shown up. You could also ask your vendors where they would prefer to sit. Some vendors may prefer to be seated with guests, especially if they are friends with the couple or their friends and family. However, some people feel that it is unprofessional for vendors to sit with guests.
It's important to consider the needs of your vendors. For example, photographers may need to be present during dinner to capture certain moments, so they should be seated somewhere that allows them to do this. Vendors will also need a place to put their equipment while they eat, and somewhere comfortable to sit.
It's also a good idea to provide a proper meal for your vendors. Some people choose to feed their vendors before the guests arrive, but this means they may miss out on capturing certain moments. Vendors usually eat when there is a natural lull, such as when everyone else is eating.
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Do vendors need to be on the seating chart?
There are differing opinions on whether vendors need to be included on the seating chart for a wedding. Some people believe that vendors should not be included on the seating chart, as they are not guests but employees. Instead, they can be provided with a separate table away from the main area or a "vendor meal" in the form of a packed lunch.
However, others argue that vendors should be seated at a guest table to ensure they are present to capture important moments during the wedding, such as toasts or the first dance. This is especially important for photographers, who may need to be seated near the head table to capture candid shots and toasts. Some photographers even include this in their contracts.
Ultimately, the decision of whether to include vendors on the seating chart may depend on the number of vendors, the type of wedding, and the space available. For example, if there is only one vendor, it may be more comfortable to seat them with the guests rather than on their own. It is also a good idea to check with the vendors themselves to see what their preference is, as some may prefer to be seated away from the guests to take a break, while others may want to be included.
It is worth noting that vendors should be included in the catering count and provided with a proper table and chairs if they wish to sit down and eat. While some vendors may not have time to eat a full meal, it is important to ensure they have access to food and a comfortable place to take a break.
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What food should vendors be served?
Feeding your wedding vendors is an absolute must. They are likely to be working long, intensive hours to make your day special, so it is only right to ensure they are well-fed and taken care of.
The food served to vendors can vary depending on your budget, the time of day, and the type of wedding you are having. It is not necessary to serve them the same food as your guests, but it should be something you would be happy to eat yourself after a long day of work. Many catering companies offer a standard vendor meal, which is usually a lot simpler and cheaper than guest meals. This could be a sandwich, fruit, chips, and a cookie, or a hot buffet with chicken and green beans. If your vendors are friends, you may want to include them as guests and serve them the same food as everyone else.
It is important to check your vendors' contracts, as some may stipulate that they require a hot meal, or that they can leave the venue to get food elsewhere if one is not provided. It is also worth checking if they have any dietary requirements or restrictions.
The timing of vendor meals can be tricky. Vendors should eat after the couple, their bridal party, and their parents, but before the guests, so that they are ready to capture any action once the guests have finished eating. Vendors often eat together in an area separate from the guests, so they can take a break, but some prefer to remain in the same room so they can easily remain on schedule and not miss any important moments.
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When should vendors eat?
When planning a wedding, it is important to consider the vendors' meal timings and seating arrangements. While there is no one-size-fits-all answer, here are some suggestions on when vendors should eat during the wedding:
Before the Guests Arrive
Some couples prefer to feed the vendors before the guests arrive at the venue. This approach ensures that the vendors are well-fed and ready to work during the reception without having to take a lengthy break. This option may be ideal for photographers, DJs, and other vendors who will be actively working throughout the event.
During the Reception Lulls
Another option is to schedule the vendors' meals during natural lulls in the reception. This could be while guests are eating, as photographers and other vendors can capture candid moments during dinner without constantly taking pictures. Additionally, it is a time when there are fewer opportunities for key moments, so they can take a brief break without missing much.
Separate Vendor Meal Times
If you want to ensure your vendors are well-fed and have a dedicated time to relax, consider arranging a separate meal time for them. Some venues offer a "vendor meal," which is typically served in a different area, such as a back room or a separate yented space. This option allows vendors to take a proper break, recharge, and refuel without feeling the need to rush back to work.
At the Guest Tables
In some cases, vendors may be seated and eat with the guests, especially if they are friends or family of the couple. This approach ensures that the vendors can socialise and enjoy the celebrations while also being able to capture any spontaneous moments that may occur. However, some vendors may prefer to maintain a more professional distance and may feel more comfortable eating separately.
Communicate and Customise
Ultimately, the best approach is to communicate directly with your vendors and ask about their preferences and contractual requirements. Some vendors may have specific meal requests or timing needs to ensure they can deliver their services effectively. By discussing these details in advance, you can create a customised plan that ensures your vendors are well-fed, comfortable, and able to perform their duties to the best of their abilities.
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Should vendors be offered a separate space?
There are several factors to consider when deciding whether to offer vendors a separate space at a wedding. One key consideration is the number and type of vendors present. If there are multiple vendors, such as a photographer, DJ, coordinator, and officiant, it may be more convenient to designate a separate area or table for them. This can help avoid last-minute seating arrangements and ensure that vendors have a comfortable space to take breaks and store their equipment.
Another factor to consider is the preference of the vendors themselves. Some vendors may prefer to sit with the guests, especially if they are friends or family of the couple. In other cases, vendors may appreciate having a quiet space away from the main festivities to relax and recharge. It is worth noting that photographers, in particular, often prefer to be seated near the main events to capture important moments, such as toasts and the first dance, during dinner.
The type of wedding and available space are also important considerations. For outdoor weddings or venues with limited space, it may not be feasible to set up a separate area for vendors. In these cases, vendors can be seated at guest tables or provided with a small table in a discreet location. It is also common for venues to suggest a specific area for vendors, such as a table in the cocktail area or a room adjacent to the main reception.
Ultimately, the decision to offer vendors a separate space depends on the specific circumstances of the wedding. It is advisable to communicate with the vendors beforehand to understand their preferences and ensure that their needs are accommodated. Proper planning can help ensure that vendors feel valued and appreciated for their contributions to the special day.
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Frequently asked questions
It is not necessary to provide a table for your wedding vendors, but it is considerate to do so. Vendors often appreciate having a place to sit and eat comfortably, and it can ensure they are well-rested and present for key moments.
The table can be in the same room as the guests, but tucked away in a quiet corner or at a separate table. This allows vendors to take a break while still being able to capture any important moments, such as toasts or the first dance.
Vendors, especially photographers, may include it in their contract that they need to be seated at a guest table to ensure they don't miss any important moments. Providing a table can also foster good relationships with your vendors and ensure they are well-rested and energised.
If providing a separate table is not possible, you can ask your vendors their preference for meals and breaks. Some vendors may prefer to eat in a separate room or area, such as a back room or the kitchen, to take a break from the festivities.
