Everything You Actually Need To Know About Vendor Meals

Any vendor who is working 6+ hours straight without leaving your venue.

So think of people who are basically on their feet the whole day with you:

your photographer, videographer, planner/coordinator, DJ/band, sometimes even your photo booth team.

Anyone who is running around capturing moments or keeping things running smoothly ...they’re the ones who need real food.

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Your florist, decorator, baker, and glam team usually don’t need vendor meals because they finish earlier and leave.

So if they don’t explicitly request it, you’re fine.

Timing is the secret sauce.

1. Your photographer

They should eat when YOU are eating.
Why?

Because nobody wants photos of themselves mid-bite.

So your photographer isn’t missing anything important ...it’s the perfect break.

Just make sure the caterer brings their food out quickly (so they finish around the same time you do).

2. Your wedding planner / coordinator

They eat during dinner, but not at the same time as all vendors.

Usually they take quick shifts because someone still needs to keep an eye on the timeline.

3. Your DJ team

They should eat in the early part of dinner, when guests are also eating and nothing major is happening.

The music can keep playing while they step away for a short break.

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If you're using a band...

That means more mouths meaning ...more coordination.

So their meal break should be perfectly timed around your timeline, because if they stop ...the room goes quiet.

But usually:

• They eat while guests eat

• Or they rotate in shifts

• Or they take a break right after dinner before dancing opens

Ideally:

• At a table somewhere at the back

• Away from guests

• But still close enough to get back quickly if needed

It gives them time to rest, decompress, and eat without being “on.”
It also prevents guests from asking them for things while they’re eating.

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How the food should be served...

Vendor meals must not be fancy, they must not be plated like guest meals.

Alot vendors don’t expect anything glamorous.

They just need food they can actually eat quickly.

1. “Should vendors drink alcohol?”

No.
No.
And… no.

Vendors are there to work, not sip rosé.

Most of them won’t even ask, but it’s okay to say no politely if it ever comes up.

2. “Do I need to feed every assistant and second shooter too?”

Yes ...if the vendor brings someone who is actively working your wedding, they also need a meal.

3. “Do I give them the same food as guests?”
Unless you want to.

But vendor meals are usually a simplified, cheaper version.

Your caterer already knows the drill.

4. “What if a vendor has dietary restrictions?”

Just ask. Most are super easy to accommodate.

5. “Can vendors eat off the same buffet as guests?”

Alot of couples do this.
I personally prefer a separate vendor table so they don’t slow down guest service.

But discuss with your caterer about it.