Invitation Etiquette: Include Your Wedding Planner?

Wedding planners, photographers, and other vendors are often not sent invitations to the weddings they work on, as they are employees and not guests. However, some people choose to send invitations to their vendors if they are friends or would have invited them regardless of their professional relationship. Some also send invitations to their vendors to get them excited about the event.

Inviting your wedding planner: a kind gesture or an expectation?

Wedding planning can be a stressful process, and wedding planners are there to make it easier. But what about when it comes to sending out invitations? Is your wedding planner a guest or a vendor? Is it a kind gesture or an expectation to invite them?

Wedding Planner as a Guest

It's important to remember that wedding planners are professionals who are providing a service. However, if you have developed a personal relationship with your wedding planner, you may consider them a friend and want to include them as a guest. In this case, it would be appropriate to send them an invitation.

Wedding Planner as a Vendor

On the other hand, if your interaction with your wedding planner has been strictly professional, it is not necessary to send them an invitation. They are not there to enjoy the celebration but to work. Sending an invitation may even be seen as offensive, as it could imply that they don't know the details of the event they are planning.

Showing Appreciation

While you are not expected to invite your wedding planner, it is still important to show your appreciation for their hard work. Here are some alternative ways to show your gratitude:

• Thank you cards: A heartfelt thank you card can go a long way in expressing your appreciation.
• Tips or gifts: While not expected, a generous tip or a thoughtful gift can be a wonderful way to show your gratitude for their dedication and hard work.
• Vendor table: Although some wedding planners prefer to grab a quick bite in the back, you can set up a vendor table to ensure they have a proper meal.

Timing of Invitations

If you do decide to invite your wedding planner, it is important to consider the timing of the invitation. Sending the invitation too early may cause them to forget, while sending it too late will make them scramble to arrange their plans. The general rule of thumb is to send invitations two months in advance for local weddings and three months in advance for destination weddings.

In conclusion, inviting your wedding planner is not an expectation, but it can be a kind gesture if a friendship has developed. Ultimately, the decision is yours, and there are other ways to show your appreciation for their work.

Do you need to invite your wedding photographer?

Sending an invitation to your wedding photographer is not necessary, especially if they are simply a vendor. However, there are several reasons why you may want to consider it.

Firstly, photographers often appreciate seeing the beautiful invitations you have carefully crafted and can use them as a source of artistic inspiration for detail shots. Secondly, sending an invitation to your photographer can help them plan the day more effectively, eliminating location and time questions. It can also be a good way to ensure they have all the necessary details ahead of time.

Some photographers may request an invitation or two for flatlay shots, so it is worth discussing this with them beforehand. If you want your invitations included in your wedding photos, it is a good idea to keep an extra invitation suite on hand for your photographer to use.

It is important to note that sending an invitation may imply that you are inviting the photographer to participate in the wedding as a guest, which is not always the case. If you are providing a meal for your photographer, it is customary to ask their preference for seating arrangements.

What about other vendors?

The general consensus is that you do not need to send wedding invitations to vendors, as they are employees and not guests. However, there are some exceptions and considerations to keep in mind.

Firstly, it is important to ensure that all vendors are well-fed and comfortable during the event. You can organise a separate table for them to eat, or they can grab their meals in an area designated for service staff and vendors. It is also a good idea to discuss seating preferences and meal choices with them closer to the wedding date.

Secondly, if you have a close personal relationship with any of the vendors and would have invited them even if they were not providing a service, it might be appropriate to send them an invitation. This could include vendors such as the photographer, videographer, or officiant. Sending an invitation can be a nice gesture and a way to include them in the celebration.

Thirdly, some couples choose to send invitations to certain vendors, such as the photographer or wedding planner, as a fun way to involve them in the process and make them feel appreciated. While it is not necessary, it can be a thoughtful touch.

Finally, it is worth noting that some vendors may appreciate having an invitation to photograph or display in their portfolio, especially if their work is featured on it. This can be a nice memento for them and a unique addition to their collection.

Ultimately, the decision of whether to send invitations to other vendors is a personal one, and there is no one-size-fits-all answer. Consider your relationship with the vendors, the nature of their work, and your own preferences when making your decision.

Where should vendors sit?

When it comes to seating your wedding vendors, there are a few options to consider. Some couples choose to seat vendors at a separate "vendor table", usually placed in an area that still allows easy access to the action and doesn't obstruct guests. This option is often preferred by photographers who want to capture candid moments without having to weave through tables.

Alternatively, you can ask your vendors where they would prefer to sit. Some may choose to sit with guests, especially if they know some of them, while others may opt for a quiet corner or their workstation. Ultimately, it's important to ensure your vendors are comfortable and have easy access to food and drinks.

• Speak to your venue and caterer about their usual arrangements for vendor seating and meals. They might have a specific area designated for vendors.
• Include your vendors in the catering headcount and inform the caterer of any dietary restrictions or allergies.
• Consider the timing of vendor meals. It's a good idea to serve them after the couple and VIPs but before the remaining guests to ensure they're ready for the start of the party.
• If you have a large number of guests, you may not need to create a separate vendor table. Instead, you can fill up partial tables by seating vendors with guests they might get along with.
• If your vendors are family friends, it's common to seat them with other guests.
• If your vendors are eating in the same room as the guests, ensure there's enough space for them to spread out their equipment while they eat.

Do you need to feed your vendors?

Feeding your wedding vendors is an absolute must. Many of your vendors will be putting in a long and laborious day to make your wedding a success, so providing them with a meal is a thoughtful and kind gesture.

Any vendor who will be with you for most of the day should be fed. This includes your wedding planner, photographer, videographer, photo booth attendant, DJ or band, and the venue manager. It is worth checking with each vendor who will be present at your reception, as some may require a meal as per their contract. If any of these individuals have assistants, they should also be included in the meal count.

Other vendors, such as florists, lighting providers, makeup artists, and hair stylists, may not be present for the entire day, but they are still working hard to ensure your day is perfect. Providing them with a simple box of snacks, fresh fruit, or bottled water is an easy and thoughtful gesture.

Catering staff are usually not included in the meal count, as they will be taken care of by the catering team. However, it is always good to ask, as some couples have provided meals for a staff of 20 or more people.

The meals provided for your vendors do not have to be the same as those served to your guests. While some vendors may stipulate that they require a hot meal, it is not necessary to serve them gourmet food. A nice, hot vendor meal is a great way to show your appreciation for their hard work. It is also a good idea to ask about any dietary restrictions and try to accommodate them.

The cost of vendor meals can range from $30 to $90 per person, so it is important to ask your caterer upfront to avoid surprise bills.

When deciding where to serve vendor meals, consider providing a separate space for them to eat and relax away from the guests. This gives them a chance to take a break and recharge before getting back to work.

In summary, feeding your wedding vendors is an important aspect of your wedding planning. It is a thoughtful way to show your appreciation for their hard work and ensures they stay energised throughout your special day.

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