Vendor list.
A vendor list is the record of every outside supplier the client has booked alongside the venue's own services — florist, photographer, DJ or band, cake supplier, decorator, AV company, transport — with each one's day-of contact, arrival time, load-in point and setup location.
Also called a supplier list or vendor contact sheet, it belongs on the BEO so house staff know who is loading in and when, where each vendor sets up, and who to call if someone is running late on the day.
What a vendor list includes
A wedding or gala can easily involve six to ten outside suppliers, all arriving while the venue runs its own kitchen, bar and floor. The vendor list puts them in one place. Each line names the company and the service, the person who will actually be on site and their mobile number, when they arrive, which door or dock they use, where in the room they set up, and what they need from the venue.
That last part is where problems hide: a band needs power by the stage, a photographer expects a meal, a decorator needs the room early. Unwritten, the team finds out when the vendor walks in.
| Field | Example | Why it matters |
|---|---|---|
| Vendor & service | Bloom & Co. — florist | Staff know who they are dealing with |
| Day-of contact | On-site lead and mobile, not the office line | Someone to call if they are late |
| Arrival & load-in | 1:00 PM, loading dock B | Staggers deliveries and keeps the dock clear |
| Setup location | Ballroom, stage left; centrepieces on 18 rounds | Ties the vendor to the floor plan |
| Needs from venue | Power, tables, parking, vendor meals | No surprises for the setup crew |
| Departure | Out by 11:30 PM | Keeps the strike on schedule |
A venue's preferred-vendor list — suppliers it recommends — is a sales tool; the event vendor list is an operational one.
How the vendor list fits into planning
The client or their planner usually supplies the names, and the venue's event coordinator or point of contact confirms the details, often 10 to 14 days before the event. The arrival times then feed the run sheet, setup positions go onto the floor plan, and departure times shape the strike.
The contract usually sets the rules around outside vendors: whether they must be licensed and insured, whether certain services such as AV must be booked in-house, and what happens to items they leave behind.
Common mistakes to avoid
- Listing the vendor's office number instead of the person who will be on site.
- Letting several vendors arrive at the same time and block the only loading door.
- Forgetting vendor meals, so the band and photographer go unfed or the kitchen is short.
- Not checking insurance certificates before the day, when it is too late to refuse entry.
Related terms
- Full banquet & catering glossary
- BEO — the document the vendor list is attached to
- Run sheet — the timeline that vendor arrivals feed into
- Point of contact — the person who confirms vendors with the client
- Audiovisual (AV) — a service often supplied by an outside vendor
- Strike / teardown — when vendors pack up and leave
Vendor list — common questions.
What should be on a vendor list?
What is the difference between a vendor list and a preferred vendor list?
Do venues have to feed outside vendors?
Who is responsible for the vendor list?
One sheet for the whole event team.
In LightCater, BEOs and function sheets hold the menu, timing, room setup, dietary notes and staffing for every event, so your kitchen, floor and setup crew work from the same plan. Try it free for 14 days, no credit card to start.