The Vendor Symphony: Making Everyone Work in Harmony
Forum horror stories often involve vendor miscommunication. Your band arriving during the photographer's key shots. The caterer serving during the first dance. Here's how to avoid these disasters.
The Pre-Wedding Meeting
Six weeks before your wedding, arrange a vendor coordination call. Include your band, photographer, videographer, and venue coordinator. This 30-minute investment prevents countless day-of issues.
Band and Photographer Coordination
These two must work together seamlessly: - Photographers need warning before special dances - Bands need to know when photographers need silence - Both need to know the running order
One photographer shared: "I've missed first dances because nobody told the band to wait for my signal. Now I introduce myself to the band leader during setup."
Band and Caterer Timing
Critical coordination points: - Band volume during dinner service - Cake cutting announcement timing - When to clear the dancefloor for food stations - Late-night snack service timing
Forum tip: "Our band leader liaised with the catering manager all night. They lowered volume when waiters were taking orders and announced when the evening buffet opened. Such small things made a huge difference."
The Venue Coordinator Connection
Your band needs the coordinator's mobile number for: - Power issues - Schedule changes - Guest concerns - Emergency situations
Creating the Master Timeline
Create one master timeline document including: - Setup times for all vendors - Key moment timings - Break schedules - Pack-down times - Contact numbers for everyone
Share this with everyone two weeks before the wedding. Request confirmation of receipt.
The Band Leader as MC
Many bands offer MC services. This can be invaluable for coordination. They can announce dinner, introduce speakers, and guide the evening's flow. Clarify if this is included or costs extra.
Sound Clash Solutions
Videographers often want clean audio for speeches. Solutions: - Band provides a direct feed to videographer - Scheduled "quiet zones" for video interviews - Wireless microphone coordination
The Loading Dock Drama
Bands have equipment. Lots of it. Coordinate: - Arrival times to avoid blocking other vendors - Parking arrangements for vans - Equipment routes through the venue - Storage for cases during reception
Forum Success Story
"I created a WhatsApp group for all vendors two weeks before our wedding. Quick questions got instant answers. When our ceremony ran late, everyone adjusted seamlessly. That group chat was wedding planning gold!" - Michelle, 2023