The Two Week Out Vendor Confirmation Call Checklist

What to Confirm With Every Vendor, No Exceptions

The two week out vendor confirmation call is where you catch mistakes before they become emergencies. Every vendor, from the florist to the shuttle driver, should get a call or a detailed email. Go vendor by vendor, but stick to the same core questions for each.

First, confirm the event date, venue address, and start time. Many last-minute disasters start with a misread contract or a typo. Read these details aloud and listen for any hesitation from the other end. Next, check the primary point of contact for the day: get their direct number, not just a main office line. Ask if they will be onsite themselves or sending a different crew leader.

Review load-in and load-out windows. Vendors often work multiple events per weekend and may not remember which venue has early access or strict pickup times. Lock down when they can arrive, where to park, and who will meet them. Get the make and color of delivery vehicles if the venue controls the loading dock.

Finally, flag any contract details that need confirming: final payment status, insurance certificates, and any extras that were discussed but not signed for. These small details can cause headaches onsite if missed. Take notes as you go and repeat back what you have written for their confirmation.

Keep reading: What Goes Into a Day Of Coordination Fee, Hour by Hour

Photography and Video: Arrival, Shot List Owner, End Time

Photographers and videographers need more than an address and a start time. These teams often move between getting ready locations, the ceremony, and reception spaces. Ask for their first arrival location and whether they need an escort past security or to access a room key.

Who Owns the Shot List

Many planners assume the photo team has a printed shot list, but some rely on digital versions or even expect the planner to cue groups. Clarify who is tracking the family formals and special requests. If the couple has sent you a list, share it again and confirm who will call names on the day.

Coverage End and Overtime Procedure

Photographers often book a specific number of hours. Ask for their hard out time and what the overtime policy and rate are if the schedule slips. Note who can approve extra time, some teams will not stay without a signed addendum or a text from the planner or couple.

Ask for the backup plan if a lead shooter becomes unavailable: do they have a second shooter or an associate prepared, and how will you be notified?

Catering: Head Count Deadline, Vendor Meals, Service Style

The catering call is where the numbers get real. Two weeks out, most caterers need a final or near-final guest head count to order supplies and schedule staff. Confirm the last date you can make adjustments and if counts should include vendors or children.

Vendor Meals and Dietary Restrictions

Ask how many vendor meals are included and whether they are the same as guest meals. Some caterers serve boxed sandwiches to vendors, others match the main menu. Check for vegetarian, vegan, or allergy-friendly options, and confirm a delivery window for vendor meals that does not compete with guest service.

Service Style and Late Additions

Go over the agreed service style: plated, buffet, stations, or family style. This affects rental needs and table setup. Ask if servers will bus guest tables, cut cake, and pour champagne. If the couple is adding late-night snacks, check if the caterer is handling those or if another vendor is involved.

Double check the plan for cake cutting, who provides plates and utensils, and who serves guests.

Keep reading: Inside a 45 Minute Ceremony to Reception Room Flip

Band and DJ: Load In, Power, Sound Limits, Break Coverage

Bands and DJs bring their own logistics. Start with when and where they can load in, and if they need special parking. Ask if stairs or elevators affect their equipment setup, and if they need access to any locked rooms.

Power and Sound Checks

Confirm the number and type of outlets they need. Some venues limit decibel levels to avoid complaints from neighbors. Check if the band or DJ has played this venue before and if they require a soundcheck before guests arrive.

Break Coverage and Special Requests

Bands and DJs usually take breaks. Ask if they provide background music during their downtime or if you need to cue up a playlist. For live bands, clarify who will announce key events like toasts or cake cutting. If the couple has a do-not-play list, confirm it has been received and reviewed.

Discuss how they will coordinate with the officiant, especially if the ceremony is in the same location as the reception. Check who is providing microphones for speeches and what backups are available if there is a technical failure.

Florals and Rentals: Delivery, Flip Items, Pickup Window

Florists and rental companies are usually juggling multiple deliveries. Confirm the delivery address, entry instructions, and earliest allowed arrival. Specify who is signing for deliveries and where items should be staged if rooms will not be set up yet.

Flip Items and Ceremony-to-Reception Moves

If any florals or rentals are moving from ceremony to reception, clarify who is responsible for the flip. Some florists will stay to move arrangements, others expect the planner or venue staff to do it. List every item that needs to travel and confirm the handoff plan.

Pickup Window and Damage Policy

Ask for the latest possible pickup time and what happens if the event runs late. Venues often charge for after-hours pickups. Check if the rental company needs items rinsed or stacked. Review the policy for lost, broken, or missing inventory and who will inspect before signing off.

If specialty items like linens or lounge furniture are part of the order, confirm the counts and colors. Small errors go unnoticed until the crew arrives, and correcting them onsite is much harder.

See how AisleTimeline handles this for weddings and events

Venue: Access Hours, Parking, Day Of Point of Contact

The venue is the hub that holds the timeline together. Confirm the earliest arrival for all vendors and when the last person needs to be out. If there are restrictions on when music must end or when staff must leave, note these exact times.

Parking, Loading, and Vendor Entrance

Ask about guest and vendor parking, loading zones, and access codes or keys. Some venues require a parking pass or have a security guard who needs a vendor list. Get clear instructions on how rental trucks and catering vans will get close to the door.

Onsite Contact and Emergency Procedures

Identify the venue manager or coordinator for the day of the event. Get a direct cell number and a backup contact. Ask about procedures for emergencies or maintenance, such as a blown fuse or a spill on the dance floor. Check if the venue provides a toolkit, cleaning supplies, or a ladder for quick fixes.

If the couple is planning a sparkler sendoff or other special exit, confirm the venue's policy and whether permits or extra staff are needed.

Transportation: Loads, Stops, and the Late Bus Plan

Transportation is more than a pickup and drop off. Go over the exact pickup schedule, number of vehicles, and the list of stops. Some companies rotate vehicles between locations, so timing matters.

Guest List and Special Needs

If transportation is for guests, confirm the list of pickup locations and whether ADA accessible vehicles are needed. Ask if drivers have a contact number for the planner or someone onsite in case of delays.

Late Bus and Backup Plan

Discuss the plan for guests who miss the last scheduled shuttle. Some companies will not send a vehicle back unless it is arranged in advance. Confirm how long the last bus will wait, and who is authorized to request an extra trip. Share the bus driver's number with your team on the day.

If multiple trips are needed to clear the venue, confirm the estimated round trip time and any local restrictions on buses idling or parking.

What to Send After the Calls and Who Has to Confirm Receipt

Once every vendor has been called, send a written summary of what was discussed, including arrival times, key contacts, and any special instructions. This document becomes the working run sheet for the team. Ask each vendor to reply with written confirmation or corrections.

Copy the couple and any other planners involved, so no one is working from an old timeline. For details with several moving parts, such as flips, exits, or special dietary needs, highlight these in a different color or section. If a vendor misses a reply, follow up until you get an acknowledgment.

Many planners now use collaborative tools that allow each vendor to see only their own timeline and get updates if there are changes. This reduces confusion and makes last-minute adjustments easier to communicate. With the right tool, you can track who has seen the latest version, keeping everyone on the same page before the big day.