Vendor Meals: The Unsung Heroes of a Smooth Wedding Day

Here’s something no one tells you in the whirlwind of wedding planning: Your vendors need to eat, too.

That’s right—your photographer, planner, DJ, and videographer aren’t powered by pure love and confetti. They’re humans working 8, 10, sometimes 12+ hour days to make your event seamless and spectacular. And just like your guests, they need fuel to do their best work.

Let’s break down why feeding your vendors matters (and how to do it the right way).

First Things First: Do I Really Need to Feed Them?

If a vendor is working more than 5–6 consecutive hours at your event, the answer is: yes, absolutely.

Most vendor contracts will specify this expectation. But even if it’s not in writing, offering a meal is standard practice—and just plain courteous.

Think about it: You wouldn’t want your photographer to miss a key moment because they had to sneak off and find a vending machine, right?

Who Needs a Vendor Meal?

The short answer: Anyone working through your reception.

This usually includes:

• Photographer & assistant

• Videographer

• Wedding planner / coordinator

• DJ or band

• Lighting & production crew

• Live painters or performers

• Hair/makeup team (if still on-site during reception)

If you're unsure who qualifies, your planner (hi! 👋) can give you a vendor meal headcount based on your team.

What Counts as a Vendor Meal?

This is where things get interesting.

A vendor meal doesn’t have to match the filet mignon and truffle mash your guests are having, but it should be a hot, hearty, and balanced meal—something that feels like a real dinner, not just a granola bar and a Diet Coke.

There are typically two options:

1. Same Meal as Guests

   Pros: Easy and consistent.

   Cons: May increase your catering cost.

2. Separate Vendor Meals

   Most caterers offer a reduced-cost vendor meal—usually a simplified version of your menu or a hearty alternative like chicken, pasta, or a sandwich plate.

Pro tip: Ask early and confirm what it includes!

When Should They Eat?

This part matters more than you think.

Vendors should eat when guests eat—not after. Why? Because no one wants their photographer taking a dinner break right as you start speeches or your planner gone when it’s time for cake cutting.

Feeding vendors at the same time as guests ensures they’re fueled and ready when key moments happen.

Where Should They Eat?

If possible, provide a quiet spot nearby (but not in the middle of the reception). Vendors don’t need a fancy setup—but a table, chair, and some peace go a long way.

This also keeps them close enough to jump back in at a moment’s notice.

A Small Gesture with Big Impact

Here’s the bottom line: feeding your vendors isn’t just a nicety—it’s a smart investment in your day.

Well-fed vendors are focused, energized, and able to keep your event running smoothly. It’s one of those small details that makes a huge difference behind the scenes.

And don’t worry—you don’t have to manage it alone. As your planner, I’ll work with your caterer and vendor team to make sure everyone is fed, happy, and ready to rock.

Need help coordinating vendor meals and all the other moving pieces of your big day?That’s what I’m here for. Let’s make it effortless. Brandi Frey - Eventful Moments NC www.EventfulMomentsNC.com