Vendor Coordination 101: Who Does What?
- jgagnon199
- Jan 23
- 4 min read
Posted Jan 2026 | 6 min read
It’s one thing to book your venue. It’s another to make sure everything works together like clockwork on the day of your event. From florals to food service, décor to DJs, vendor coordination is the secret ingredient that turns careful logistics into unforgettable atmosphere.
Whether you’re planning an intimate wedding in Cheboygan or a corporate meeting with precise timing, knowing who is responsible for what can save you stress, time, and unexpected hiccups. Let’s break down the key players and how their roles intersect.
Why Vendor Coordination Matters
Successful events are dances of timing and collaboration. Without a clear plan for who does what (and when), vendors can overlap at the wrong moment, setup windows can conflict, and your timeline can unravel. Good coordination ensures:
Seamless flow between services
Zero downtime or delays
A day that feels effortless for you and remarkable for your guests
Who’s Who: Roles & Responsibilities
Here’s your easy guide to the most common vendors and what they’re typically responsible for on event day.
Venue Team
What They Handle Your venue team (like us at Loft Events on Main) ensures the space is ready and functional. That usually includes:
Opening and locking the venue
Coordinating vendor load-in windows
Managing venue furniture setup
Overseeing venue logistics (parking, restrooms, safety)
What They Don’t Handle
Unless specified in your contract, venue staff generally don’t manage vendor meals, décor installation, or vendor scheduling. That’s where your planner or coordinator comes in.
Caterer
Primary Responsibility Food & beverage magic ✨Caterers are responsible for:
Meal preparation
Serving food and drinks
Bussing and cleanup of food stations
Food safety compliance
Coordination Checklist
✔ Confirm delivery and setup time with venue load-in schedule✔ Share timeline for service (cocktail hour, dinner, dessert service)✔ Clarify when staff breaks are happening
DJ / Musician
Primary Responsibility Soundtrack & mood management. They handle:
Music for ceremony, cocktail hour, and reception
Sound system setup
Microphones for officiants and speeches
Coordination Checklist
✔ Confirm power and AV access with venue✔ Share timeline with caterer (don’t blast music during dinner service!)✔ Line up ceremony cues in advance
Photographer / Videographer
Primary Responsibility Capturing emotion and moments. Their focus is:
Ceremony photos
Reception highlights
Portrait time windows
Coordination Checklist
✔ Provide a shot list and priority list of key moments✔ Share the event timeline (especially ceremony start time)✔ Connect them with your planner so they’re never left guessing
Florist & Decor Team
Primary Responsibility Setting the scene. They manage:
Delivery and installation of centerpieces, arches, and specialty décor
Breakdown after the event
Coordination Checklist
✔ Clarify load-in window with your venue✔ Confirm access to power (for lighting or specialty decor)✔ Set teardown expectations
Wedding or Event Planner / Day-Of Coordinator
The Glue If you have one, they are your hub of communication. Their role includes:
Creating the timeline
Communicating arrival windows to vendors
Problem-solving on the fly
Managing flow on event day
No planner? Make sure someone (a friend or family member) knows the big picture so vendors aren’t left coordinating with each other.
How to Align Everyone
Here’s how we help our clients at Loft Events on Main ensure harmony among vendors:
1. Shared Timeline Document
A master schedule everyone can reference avoids overlap and keeps the day moving.
2. Designated Drop-Off Windows
Assign specific load-in times for each vendor to avoid the “truck traffic jam” scenario.
3. Clear Point Of Contact
Give vendors one go-to person (planner, coordinator, or venue rep) so messages don’t get lost.
4. Pre-Event Walkthrough
Walk through the space with your key vendors a week before your event. Confirm placement, power access, and timing.
Common Coordination Mistakes (and How to Avoid Them)
Mistake: Vendors show up at the same time and block each other. Solution: Staggered load-in schedule with a shared timeline.
Mistake: DJ starts while dinner is still being plated. Solution: Share schedule with all parties and confirm cues beforehand.
Mistake: Florist needs power that isn’t where they expected it. Solution: Pre-event site map with power access points noted.
Final Thought
Vendor coordination might sound like logistics, but it’s really about the experience. When every person involved knows their role and how it fits into the bigger picture, your event feels smooth, polished, and unforgettable.
If you’re planning an event in Cheboygan or Northern Michigan and want help aligning your dream team, we’d love to walk you through it.
Ready to make your day seamless? Book a free consultation.
About the Author: Vicki Thornton is the owner of Loft Events on Main in Cheboygan, Michigan. After investing in transforming a historic Masonic Lodge into a beautiful event space, she and her business partner, Julie Gagnon-Cornish, are passionate about helping couples and event planners navigate the venue selection process with confidence.
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