Let’s Dig Into What Vendor Meals at Weddings Really Mean
After you say "I do," everyone is ready to do two things…party and eat. But you and your guests aren't the only ones that need sustenance to keep them going. The wedding pros helping you make the day happen need food too. That's where vendor meals at weddings come in. Wedding vendor meals are an important part of any wedding's catering order and should be included in your wedding budget breakdown. And most likely, as new to-be-weds, you have a lot of questions surrounding what that food will be and other wedding vendor meals etiquette.
To understand more about this catering must-have, what vendors need meals at a wedding and more, we tapped some of our go-to industry experts to shine a light on the topic. Keep reading to learn what vendors get a seat at the (figurative) dinner table.
What you should know about vendor meals for weddings: What Are Vendor Meals? | Wedding Contracts | Do Vendors Eat the Same Meal as Guests? | Cost | When Vendors Eat | Where Vendors Eat | When to Ask Vendors About Wedding Meals
What Are Vendor Meals at a Wedding?
Vendor meals are dishes served to wedding professionals who are working on the wedding day for the majority of its duration. What kind of meal it'll be, like breakfast, lunch or dinner, depends on what time of day your wedding takes place.
Typical Wedding Vendor Meals
What cuisine will be served varies, but vendors should be fed good food. Does that mean you need to splurge by serving them the lobster or steak your wedding guests are enjoying? No, not unless you want to. But you do need to know if your vendors prefer a hot or cold meal. This is where each of your vendor's wedding contracts come into play since some vendors write explicitly, which one they require.
Many catering companies have a standard vendor meal or will serve the same food the guests had since they'll have extra portions. (Ensure you speak with your caterer about what their plan of action is so you can relay this information to your vendors.) Whether it's family-style, a hot buffet or tacos from a food truck, a tasty vendor meal is a great way to show appreciation for your pros' hard work.
What Are Vendor Meals in a Wedding Contract?
Wedding vendors who are on-site for the majority of the wedding day should be fed and shouldn't have to provide their own food. Most vendors will have a wedding contract clause saying "vendor meal required," which takes out the guesswork of who to feed. Some vendor contracts may even say they'll leave to get a meal elsewhere if they're not provided one by the couple.
What Vendors Get Meals at a Wedding?
Wondering what vendors get meals at the wedding? Michelle Norwood, founder of Michelle Norwood Events with 20 years of planning experience, says "any vendor that'll be onsite for the duration of the event" should be fed. This usually includes the following vendors:
- Photographer
- Videographer
- DJ
- Band
- Band sound techs
- Planners or designers
- Any reception entertainment vendors
Your florists, hair stylists and makeup artists don't need vendor meals because they'll likely be long gone by the time dinner rolls around. Vendors who are only at the wedding for a couple of hours, like a ceremony musician, officiant or getaway car driver, won't need meals either. Also, don't worry about the catering staff since they take care of their own servers and bartenders. Your wedding coordinator or planner will be a great resource in figuring out who needs to be included in the headcount for vendor meals.
Do Vendors Eat the Same Meal as Guests?
Norwood notes that she likes "for wedding professionals to eat the same meal as the guests, however, oftentimes that's difficult. Most times it's a sandwich, chips and cookie." Amanda Slater, founder of Slater Events and expert in luxury planning, goes on to share that what vendors eat "completely depends on the location and client, but all vendors require their meal to be hot and account for any dietary restrictions (no boxed lunches). Usually, my clients want vendors to be taken care of and eat what the guests are having, but sometimes that isn't possible so we receive a vendor meal buffet set up for us to go through at our leisure. Either way, vendors should be served a nice meal as it's probably the first time they've eaten since breakfast, and they're working really long hours to make the client's day special."
What Do Vendor Meals at a Wedding Cost?
Did you type "do vendors pay for their meal at weddings" into Google? If so, the answer to your question is no. Instead, it's the responsibility of the to-be-weds to include vendor meals in their wedding budget. The cost of vendor meals will vary across the wedding industry by market just like the average wedding catering cost, but can generally range anywhere from $30 to $90 per person. It's wise to ask your caterer upfront so you don't have a surprise bill at the end. Pro tip: Use our free wedding budget tool to explore catering costs in your area.
When Do Vendors Eat Their Meals?
Usually, vendor teams will cycle through taking a break to eat so someone is always present if an emergency arises. Your main wedding photographer may go eat during dinner but have their second shooter stand guard to snap wedding photos until their teammate returns. Wedding bands, on the other hand, generally have very clear stipulations about when their meal needs to be ready, and it's often before their set during cocktail hour.
Norwood explains that, generally, "the band eats prior to the start time or during the seated dinner portion of the evening. The photographer and planners rotate between before dinner and after dinner." As for Slater, she usually likes "the band to eat at a separate time than the rest of the vendors because they have a different schedule and have to play while guests are eating. I often end up feeding them around when the ceremony is happening. With all other vendors, I try my best to make sure we eat while the guests are eating. Some hotels and caterers give some pushback on this and want to serve us after all of the guests are served, but at that point, we're having to coordinate speeches and first dances and end up not eating until 10 pm, if at all. Once I explain this to the client, they give the okay to have vendors served as guests are being served. It's the only time nothing is happening on our end logistically."
Do You Put Vendors on Your Seating Chart?
Vendors are not expected to eat amongst guests so you don't have to put them on your seating chart. Instead, plan to have a green room or staging area where vendors can rest, store their equipment and enjoy their food. Not only does this save you money from having to pay for a decorated table in the reception room for them, but it also gives vendors a chance to be away from the commotion of the event. "I've had clients want to seat their vendors at a guest table before, and while it's a nice thought, we love being able to sit in a quiet room and relax for thirty minutes," explains Slater. "Anywhere comfortable that's out of view from guests is preferred."
When to Ask Vendors About Wedding Meals?
Once you've decided on your pros, go through your wedding vendor checklist to ensure you speak to every person listed above about their vendor meal preferences and dietary restrictions. Jot down this information before or immediately after you finalize your contract with them so you can tell your catering team when the time comes (about five months out from the wedding).
Additional reporting by Chapelle Johnson