Vendor Worksheet
Catering & Desserts
Every menu choice, service time, bar detail, and cake instruction — written down, handed off, and accounted for. Because "I thought you told them" is not a wedding plan.
Catering Company
When they arrive to set up kitchen/serving
After cleanup is complete
Confirm final headcount with caterer 2 weeks out
Service Timeline
Cocktail Hour
Dinner Service
Late Night & Additional
🍽️ Coordinator Note
Build a 15-minute buffer between cocktail hour appetizer pass and dinner service.
Guests never sit down on time. If dinner is called at 6:45, food shouldn't hit tables until 7:00. Caterers who start plating the moment guests are seated usually end up with cold food waiting on slow guests. Tell your caterer to watch for your signal, not the clock.
Appetizers & Cocktail Hour Bites
List each passed appetizer or station item. Add one row per item.
Main Course Selections
List each entrée option. Add one row per protein/main selection.
Dietary Accommodations
Total count of all special meals
How will special plates be identified and delivered?
🍸 Coordinator Note
Set your last call 30 minutes before the venue's hard stop — not when you're scrambling at the end.
Bartenders need time to close out, guests need time to finish their drinks, and you need time to make announcements. If bar closes at midnight and the venue kicks everyone out at 12:30, last call should be 11:30. Build it in. Write it down here. Tell the bar captain.
Bar Service
Announce 15–30 min before bar closes
Include both names and recipes so bar staff can make them consistently
Wedding Cake & Desserts
Cake Vendor
Confirm who receives and signs for delivery
Usually after first dances, before dancing opens
Cutting Instructions
Dessert Table
Vendor Instructions & Notes