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How to Create a Vendor List to Host an Unforgettable Event

Planning your wedding at Oaks Manor is an exciting journey, and it starts with one big advantage: complete creative control. As a private estate and full-access event venue, Oaks Manor gives you the keys and lets you host your wedding exactly the way you’ve imagined it. 

That means you will need to build your vendor list, one of the most essential tools for staying organized and making your big day unforgettable.

So, what is a vendor list, and how do you make one that works? Whether you’re starting from scratch or looking for best practices to refine your wedding vendor list, this guide will walk you through every step.

What Is a Vendor List?

A vendor list is a centralized document that tracks all the professionals and services involved in your event. This can include caterers, florists, photographers, entertainment, rental companies, and more. 

For couples hosting a DIY-style event at a flexible venue like Oaks Manor, having a vendor contact list is crucial. It’s your roadmap, your timeline, and your safety net all rolled into one.

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How to Create a Vendor List from Scratch

To start building your vendor list, begin with a list of wedding vendors that are most essential to your vision. At Oaks Manor, couples often bring in their own:

  • Caterers and bartenders
  • Florists and decorators
  • Musicians or DJs
  • Photographers and videographers
  • Officiants
  • Hair and makeup teams
  • Rental companies for furniture, tents, or décor

    You can use a vendor list template, a spreadsheet, a wedding planning app, or even a shared Google Document to track key details. Be sure to include names, contact info, arrival/setup times, and payment deadlines. Your event vendor list doesn’t need to be fancy; it just needs to be clear, accessible, and shared with the people who need it.

    Choosing the Right Vendors for an Estate Wedding

    Since Oaks Manor is only a host location, we don’t lock you into a preferred vendor list. That means you’re free to work with the professionals you love most and build a day that reflects your style, priorities, and budget. 

    Still, the best vendors are those who understand you, your style, your pace, and your goals. Set up calls, read reviews, and don’t be afraid to ask, “Have you worked at an event venue like this before?” The right team will be just as excited as you are to bring your ideas to life.

    Best Practices for a Vendor List 

    As you finalize your list of vendors for an event, consider the following tips.

    1. Keep everything in one place. Whether it’s digital or on paper, your vendor list should include full names, phone numbers, email addresses, contracts, and notes regarding responsibilities.
    2. Share your timeline. Your vendors should know when they can arrive, when they need to be finished, and where they will be setting up. Oaks Manor’s flexibility makes this easy; we offer extended access for setup and breakdown.
    3. Confirm details in writing. A well-organized vendor contact list is your insurance against miscommunication.
    4. Stay in touch. A quick check-in with each vendor a week before your wedding helps avoid last-minute surprises.

    Maintaining clear communication and records of conversations will help you keep track of your plans and ensure everything is clear for you and your vendors.

    FAQ’s

    Seeking more information on creating a vendor list? See the frequently asked questions below or contact our team, and we will be happy to help!

    Why is a vendor list important?

    A vendor list helps you stay organized, ensures vendors know where and when to appear, and provides everyone with a clear point of contact. 

    When you’re managing an event as unique as a wedding at a private estate, that level of coordination can make all the difference.

    What is a Vendor List?

    A document that keeps track of all the professionals and services involved in your event. Including how to contact them, dates, prices, arrival and departure times, legal information, important details or conversations, and any other relevant information you need to keep track of for your event. 

    How to Create a Vendor List?

    This is your all-in-one organizer. Your vendor list should include each vendor’s business name, contact person, phone number & email, arrival/setup times, contract status, remaining balance due, important conversations, legal agreements, and any other relevant details you want to remember. Keep it somewhere accessible, such as a shared Google Sheet, a wedding planning app, or a printed folder that you bring to the venue.

    Plan Your Event at Oaks Manor

    At Oaks Manor, we offer space for up to 180 guests, provide outdoor ceremonies, and feature a brand-new carriage house that is perfect for cocktail hour. Please get in touch with our team, and we will arrange a time for you to take a tour.