Deborah Chan
Feeding your wedding vendors is an absolute must. Vendors who will be onsite for the duration of the event should be fed, while those who are only there for a few hours do not need to be provided with a meal. The cost of vendor meals can range from $30 to $90 per person, and it's important to check your contracts to see if meals are included. The type of meal served to vendors depends on the time of day the wedding takes place, and it's wise to ask your caterer upfront about their offerings. Some couples choose to serve vendors the same meal as guests, while others opt for a separate vendor meal buffet or boxed lunches. Ultimately, the decision of what to serve and when to serve it is up to the couple, but proper planning and communication with vendors and caterers are key to ensuring everyone is well-fed and the day goes smoothly.
| Characteristics | Values |
|---|---|
| Who | Wedding planner, photographer, videographer, band or DJ/emcee, photo booth attendant, and their assistants. |
| Who (not required) | Florists, bakers, hair stylists, makeup artists, ceremony musicians, officiants, getaway car drivers, catering staff, bartenders, and security guards. |
| When | Before guests are seated for dinner, during cocktail hour, or after the couple, head table, and parents' tables are served. |
| Where | In a separate space from the guests, such as another room or a screened-off area. |
| What | A hot meal, preferably the same as the guests, but it can also be a vendor meal buffet, sandwiches, or boxed dinners. |
| Cost | $30 to $90 per person, or about half of the guest food pricing if they eat the same meal as the guests. |
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What You'll Learn
Who gets fed?
When it comes to your wedding, there are a lot of people to consider feeding—and your vendors are definitely among them. The general rule of thumb is that anyone who will be onsite for the duration of the event should be fed. This includes your wedding planner, photographer, videographer, DJ, band members, and their assistants.
Other vendors who may require a meal are those who will be onsite for a large portion of the day, such as your hair and makeup artists, photo booth attendants, and bartenders. It's important to note that some vendors may specify in their contract that they require a meal, so be sure to check the fine print.
On the other hand, there are some vendors who typically do not need to be fed as they may not be present for the duration of the event. This includes your baker, florist, ceremony musicians, officiants, and catering staff (unless they have been hired separately from the catering team).
The timing of meals for your vendors is also important. Ideally, they should be served just after the couple, head table, and parents' tables are served, but before the remaining guests receive their meals. This ensures that your vendors finish eating around the same time as the couple and can be ready for any "main events" like toasts, cake cutting, or the first dance.
The type of meal served to your vendors can vary. Some couples choose to serve their vendors the same meal as the guests, while others opt for a separate vendor meal buffet or boxed lunches. It is important to communicate with your vendors to see if they have any dietary restrictions or preferences for their meal.
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What do they eat?
Feeding your wedding vendors is an absolute must, but what do they eat?
The food served to vendors depends on the time of day the wedding takes place. If your wedding is in the evening, vendors will be served dinner. If your wedding is in the morning or afternoon, they may be served breakfast or lunch.
The type of food served to vendors can vary. Some couples choose to serve vendors the same meal as the guests. This is often the case when food is served from a food truck or when guests order at their tables. Other couples may opt for a hot buffet, with options like chicken and green beans. Vendors may also be served sandwiches, chips, and cookies, or a boxed lunch. It is important to ask vendors about any dietary restrictions or allergies they may have.
The cost of vendor meals can vary but is often linked to the cost of guest meals. Vendor meals can range from $30 to $90 per person, with some couples paying about half the cost of guest meals for vendors. It is a good idea to ask your caterer upfront about the cost of vendor meals to avoid surprise bills.
Vendors typically eat their meals together in an area separate from the guests so they can take a break. This area can also be used to store their supplies and personal items. Some vendors may prefer to eat just after the couple, head table, and parents' tables are served, but before the remaining guests. This ensures that the vendors finish eating around the same time as the couple and can be ready for the start of the party.
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Where do they eat?
Feeding your wedding vendors is an absolute must, but where they eat is another question. Vendors will likely want to eat in a separate space to allow them to relax and regroup. This could be in the reception space or another room. If your venue is a large events space, there will likely be extra rooms available. If your venue is more of an open-air loft, consider screening off a separate space for the vendor meal. This space can also be used to store their supplies and personal items.
Vendors will likely eat their meals together at the same time. This is usually after the couple, head table, and parents' tables are served, but before the remaining guests receive their meals. This timing ensures that the vendors finish eating around the same time as the couple and can be ready for the party to begin.
If your wedding takes place in the evening, you will be serving your vendors dinner. If your wedding takes place during the day, the meal could be breakfast or lunch. The type of meal served to vendors varies, but it should be good food. It can be the same meal as the guests, but it doesn't have to be. It could also be a vendor meal buffet or sandwiches, chips, and cookies.
Some vendors may have dietary restrictions or allergies, so be sure to check with them in advance.
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When do they eat?
The timing of vendor meals depends on the time of day your wedding takes place. If your wedding is in the evening, you'll be serving your vendors dinner.
It is important to consider the flow of your event and the timing of "main events" like toasts, cake cutting, and the father-daughter dance. Your vendors need to be in the room to execute or capture these big moments, so make sure you haven't scheduled their break to happen at the same time as something else major.
Some sources suggest that vendors should be served dinner just after the couple, head table, and parents' tables are served, but before the remaining guests receive their meals. This way, the vendors will finish eating around the same time as the couple, and they can be ready to capture the action as soon as guests are done with their meal.
Wedding bands, on the other hand, generally have clear stipulations about when their meal needs to be ready, and it's often before their set during cocktail hour. The wedding photographer may also eat during dinner but should have a second shooter present to capture moments until they return.
It is also worth noting that some vendors may not require a full meal, as they may not be present for the entire duration of the event. For example, florists, hair stylists, and makeup artists are often long gone by the time dinner is served. Vendors who are only present for a couple of hours, like ceremony musicians or officiants, also do not need a full meal. In these cases, providing a simple box of snacks, fresh fruit, or bottled water can be a thoughtful gesture.
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How much does it cost?
The cost of vendor meals will vary depending on the market and the type of meal served. It is generally recommended to budget anywhere from $30 to $90 per person for vendor meals. Some caterers may offer a set list of options, such as "chef's choice" or the same main course as your guests, which can be included in the catering fee or offered at a lower set price.
The type of meal served to vendors can range from a simple boxed lunch or sandwich to a hot buffet or the same meal as your guests. If serving a hot meal to your guests, it is generally recommended to provide a hot meal to your vendors as well. The timing of vendor meals is also an important consideration, as they may need to be scheduled around other wedding events and activities.
It is worth noting that some vendors may require a meal as per their contract, so it is important to read the fine print and check with each vendor to determine their preferences and any dietary restrictions. The number of vendors to be fed will depend on the duration of their services, with some vendors only requiring a meal if they are onsite for the majority of the event or the full reception.
Providing a separate space for vendors to eat and relax can enhance their overall experience and allow them to regroup before returning to work. This space can also be used to store their supplies and personal items. When creating your wedding budget, be sure to include vendor meals and consider using a wedding budget tool to explore catering costs in your area.
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Frequently asked questions
No, you only need to feed the vendors who will be onsite for the duration of your event. This includes your photographer, videographer, wedding planner, venue manager, photo booth attendant, DJ or band, and their assistants.
You don't need to feed your catering staff unless they are hired separately.
It's best to serve your vendors just after you, your head table, and parents' tables are served, but before the remaining guests receive their meals. This way, your vendors will finish eating around the same time as you, and they won't miss any major moments.
You can serve your vendors the same meal as your guests, or you can provide them with a separate vendor meal buffet. It's important to provide a hot meal and to account for any dietary restrictions.
The cost of vendor meals can range from $30 to $90 per person, but it's a good idea to ask your caterer upfront so you can budget accordingly.
