Wedding Day Vendor Attendance & Coordination Form

Planning a wedding involves coordinating dozens of vendors, timelines, and moving parts—and on the big day, you need a single source of truth to keep everything running smoothly. This Wedding Day Vendor Attendance & Coordination Form is designed for wedding planners, coordinators, and venue managers who need to track vendor arrivals, confirm setup times, manage ceremony and reception schedules, and maintain emergency contact availability throughout the event.

Whether you're managing an intimate garden ceremony or a multi-venue celebration, this template helps you stay organised and responsive. Collect vendor check-in times, confirm delivery and setup windows, document coordination checkpoints (first look, cocktail hour transitions, cake cutting), and ensure every key contact is reachable in case of last-minute changes or emergencies.

Paperform makes it easy to customise this template to match your brand and workflow. Embed it on your website, share it via link with your vendor team, or use it internally on an iPad during the event. With conditional logic, you can tailor follow-up questions based on vendor type—caterers see meal service times, photographers see portrait schedules, and DJs see reception cues.

Once submissions come in, use Stepper (stepper.io) to automate your coordination workflow: send vendor confirmations, update your master timeline in Google Sheets or Airtable, ping your team in Slack when a vendor checks in, or trigger reminders for upcoming coordination checkpoints. And if you need signed vendor agreements or day-of liability waivers, connect Papersign (papersign.com) to turn form responses into eSignature-ready documents without leaving your workflow.

With Paperform's trusted platform—used by wedding planners, event coordinators, and hospitality teams worldwide—you can focus on creating unforgettable moments, not chasing down spreadsheets. Get started with this template and make every wedding day as seamless as it is special.