How to Build the Best Wedding Day Team

There are many highs and lows in wedding planning; the excitement of brainstorming decor, the sticker shock of the venue you thought you could afford, and it’s a lot to process. On top of that, it’s your first time planning a wedding and you’re really just hoping for the best along the way! (We’ve been there.) One of the trickiest parts of wedding planning, though, is securing your dream team of vendors. If you're feeling overwhelmed or unsure where to start when it comes to securing vendors, fear not! I’ve got you covered with the most effective methods to finding the perfect vendors for your wedding.

1. Dive into Wedding Listing Websites:

WeddingWire and The Knot are two websites you’ve probably already heard of, and likely have already utilized. These platforms offer a vast array of vendors covering every aspect of your big day, from photographers to florists to caterers and beyond. However, it's essential to keep in mind that while these sites provide a great starting point, there will be a lot of hidden gem vendors that you’re not seeing. Some amazing vendors might not be listed due to budget constraints (you have to pay to be listed on these types of sites) or simply because they prefer to rely on word-of-mouth referrals. So, while you're browsing these sites, remember that you’re only scratching the surface of who is available in your area. That said, it’s a great place to start and can provide you with a plethora of high quality vendors. 

2. Connect with Local Facebook Groups:

There seems to be a Facebook group for just about everything—including wedding planning, of course! There are plenty of wedding planning groups that are buzzing with activity, with brides and grooms, and vendors alike sharing tips, recommendations, and personal stories from their own wedding planning adventures. If you haven’t joined a local wedding group or two on Facebook by now, I would highly recommend it! Wedding planning can be lonely, and there is a whole community out there going through the same struggles as you.. Like finding vendors! Once you’re in, you’ll likely see other couples posting that they are looking for vendors and need recommendations, and may use the term “ISO” which means “In Search Of”. When you're ready to share an ISO post, only search for one vendor type at a time, and be sure to provide as much detail of what you’re looking for as possible. Let the group know your wedding date, venue or city, budget, and any specific preferences you have for that vendor. This way, you'll receive targeted comments that align with your needs and vision. If you’re not specific, you could end up sorting through a hundred comments from vendors that aren’t in your budget, don’t provide the correct services you’re looking for, etc. Here’s an example of how to share an effective ISO vendor post:

“I am looking for a photographer for my wedding day! Our date is February 14th, 2025, in Grand Rapids. Our budget is $2,000 and we would like 2 shooters with 8 hours of coverage. We are looking for someone with a light and airy editing style.”

Boom. This post would likely lead to 20-50 comments of photographers in my area who fit those needs, seriously! And do not be afraid to post your budget! It is absolutely necessary and will really narrow down the comments you end up sorting through and save you loads of time, and likely lead you to your dream photographer (or whatever vendor you’re looking for)! Essentially, Facebook groups are great, so get in there. 

3. Ask Your Already-Booked Vendors:

So, you've secured your dream venue, found the perfect photographer to capture every heartfelt moment, and now you're ready to fill in the rest of your vendor lineup. But wait—before you hit the search button on Google once again, why not tap into the wealth of knowledge and experience you've already accumulated? Your booked vendors can provide you with more than just their service on the day of your wedding, so don’t hesitate to pick their brains and ask for recommendations outside of their specialty. Ask your venue what DJ they love, ask your photographer who’s florals always stand out and hold up during the day, and they will absolutely share recommendations with you! They're likely to have a list of preferred vendors they've worked with in the past and can vouch for their professionalism and reliability, so use that to your advantage. 

4. Check Out Wedding Shows and Open Houses:

One of the more fun ways to find vendors is at wedding shows and venue open houses! Both of these options will present you with enthusiastic vendors eager to chat with you. Whether you attend a large-scale expo or a more intimate venue open house, these events offer the perfect opportunity to meet vendors face-to-face, view their portfolios, and discuss your vision in detail. Plus, many vendors offer exclusive discounts or promotions for couples who book their services at the event. Large wedding shows will often have plenty of appetizer and dessert samples, and sometimes even a fashion show to inspire your wedding day attire. And don’t disclude venue open houses even if you already have your venue booked, this can still be a great way to meet quality vendors and gather wedding day inspo. These types of events are typically held during the wedding off-season (November-March), but some fall outside of that time period as well, so keep an eye out! 

5. Hire a Wedding Planner:

I’m a wedding planner, so this might sound biased, but the reality is, this is the best way to find vendors. Wedding planners have extensive networks within the industry and can recommend vendors that align perfectly with your vision and budget. And while hiring a wedding planner may seem like an additional expense, it's an investment that can save you time, stress, and even money in the long run. Yes, we can save you money! A good planner will pay for themself in the ways they help you plan and avoid unnecessary costs, or while making discounts available from vendors. Plus, they handle all the nitty-gritty details of vendor coordination, allowing you to relax and enjoy the journey to your big day. So, yea, a wedding planner is always the best option when possible.

Get out there and build your dream team!