Q+A: Do You Have to Feed Vendors at Your Wedding?
Welcome to our wedding Q+A series. From wedding etiquette and vendor needs to guest experience and design advice, we’re here to teach you more about the wedding planning process and inform you of best practices.
Q: “Do I need to provide a meal for my wedding vendors?”
A: Yes, couples should provide a meal for vendors who will be working for the majority of their wedding day (generally 5+ hours), if their shift/hours on-site overlap with dinner service.
You will often hear this referred to as a “vendor meal.” A vendor meal is a meal paid for by the couple that your vendors receive while working your wedding. Sometimes, your catering company will designate a specific meal for the vendors, but most often they will eat the same meal as your guests.
How do I know which vendors get a meal?
The rule of thumb is to provide a meal for anyone working 4-5+ hours on your wedding day, if those hours coincide with your dinner service. This almost always includes your photographer(s), videographer(s), DJ/band members, and wedding coordinator(s). Meal requirements are often noted in vendor contracts, so be sure to look those over!
There might be other vendors working your wedding over dinner, too, such as a live wedding painter or a photobooth attendant. They may not expect a meal, but it’s kind to offer.
Here are a few additional questions we’ve been asked about who receives a vendor meal:
Are venue staff included in the meal count?
This varies by venue. Most often, we see venue staff declining to be included, but it doesn’t hurt to ask.Do I have to feed the catering and bar staff?
No, you do not need to provide a meal for servers. It’s about 50/50 if bartenders need to be included in your meal count. The catering team will be working during dinner service and they will take care of their own staff, including the bartenders if they are from the same company (or if the bartenders work on behalf of the venue). If the bar is independently managed, you may be required to provide a meal for those people.What about my hair stylist and makeup artist?
They won’t be on-site over dinner, but it is so thoughtful and appreciated to include them in your breakfast/lunch order!
Do I include vendors in my guest count?
Vendors are not included in your guest count. And while your wedding vendors don't need to formally RSVP (more on that here), you do need to confirm the Vendor Meal Count. This is the total number of vendors who will receive a meal during dinner, including any assistants your photographer, wedding planner, etc. may bring. When you are confirming how many vendors need a meal, it is also important to ask if they have any dietary restrictions or allergies.
Ultimately, offering your hard-working vendor team a meal is kind, courteous, and often expected. When you hire a wedding planner, vendor meal counts and dietary restrictions are details we will confirm so you don’t have to!
HappiLily Events plans crazy-fun weddings for couples in Minnesota and Wisconsin. We specialize in making each wedding day as unique as it is memorable with thoughtful details and personal touches.
Whether you dream of getting married in a modern downtown venue, a romantic barn, or celebrating in your backyard, HappiLily Events is here to support you through the entire planning process.
