Wedding planning template with vendor questions and comparison sheets

This wedding planning template helps you pick your vendors with a clear head, thanks to ready made questions for every meeting and comparison grids that put options next to each other. Its 30 undated pages cover ten kinds of vendor, plus a booking tracker, a contract checklist, a payment schedule and a contact sheet. It arrives as an instant PDF download in US Letter and A4, and nothing is shipped.

Less second guessing, fewer forgotten questions and a tidy record of every decision you make.

How this wedding planning template makes vendor choices easier

Bring a printed sheet of 12 to 15 targeted questions to each appointment and note the replies right beside them. Overtime fees, backup plans and cancellation terms will never slip your mind again. Later, a single grid holds up to three candidates per vendor type, so cost, inclusions and your instinct can be read at a glance.

After you book, the contract checklist helps you go through each agreement with care, and the payment schedule gathers every deposit and due date on one page. No currency symbols appear anywhere, so you simply note sums in your own money.

Who this wedding vendor planner is for

• Couples who just got engaged and are beginning to research and book vendors
• Brides and grooms organizing their own day without a full service planner
• Couples collecting several quotes who want prices and inclusions laid out next to each other
• Maids of honor, mothers of the bride or friends helping a couple keep vendor details in order
• Anyone who would rather make big choices from a printed binder than from scattered emails and notes

Tidy design that prints well at home

• Elegant, minimalist white pages with soft blush pink touches that are light on ink
• Generous margins on each page, so a home printer never trims your writing
• Two portrait sizes: US Letter (8.5 x 11 in) and A4 (210 x 297 mm)
• Undated, so it suits a wedding in any year
• Currency free, so you note amounts in whatever money you use
• Fits a binder or a clipboard, or ask a print shop to spiral bind it

Inside the wedding planning template: 30 pages

1. 1A cover with an index of every page
2. 2Start here: four steps for using the sheets, a typical order for booking from a year or more ahead to one or two months before, your must haves, the overall vendor budget and the number of guests
3. 3Vendor booking tracker: 16 lines (the ten covered vendors, then rentals, transportation, stationery and three spare lines) for name, status, contract signed, deposit paid and the date the balance is due, plus lists for vendors still to book and replies you are waiting on
4. 4Photographer questions: 15 prompts with room for answers, such as hours of coverage, a second shooter, complete galleries, turnaround, print rights and a backup plan, plus what impressed you and warning signs
5. 5Compare photographers: a grid for three candidates across 14 lines, among them style, hours, second shooter, number of images and turnaround, album and rights, full quote, deposit and a gut feeling score from 1 to 5, plus your pick and the reason
6. 6Videographer questions: 14 prompts about which films come included, sound for vows and speeches, drone filming, turnaround, edits and unedited footage
7. 7Compare videographers: three candidates across 14 lines, among them how many videographers attend, included films, sound, drone shots and turnaround
8. 8Venue questions: 15 prompts about capacity, hours including setup and cleanup, a wet weather plan, inclusions, rules for vendors, corkage, noise limits, parking and access
9. 9Compare venues: three candidates across 14 lines, among them capacity, hours, an on site ceremony, wet weather plan, vendor rules and parking
10. 10Caterer questions: 14 prompts about the style of service, tasting, allergies and special diets, cost per guest, staffing, rentals, bar service, a cake cutting fee and the final headcount
11. 11Compare caterers: three candidates across 14 lines, among them service style, menu, tasting, dietary choices, staffing, rentals and bar service
12. 12Florist questions: 13 prompts about flowers in season, bouquets, centerpieces, moving ceremony flowers to the reception, rentals, sample arrangements, delivery and teardown
13. 13Compare florists: three candidates across 14 lines, among them style, seasonal suggestions, bouquets, boutonnieres, centerpieces, ceremony arrangements and setup
14. 14DJ and band questions: 13 prompts about hours and overtime, an emcee, must play and do not play lists, guest requests, microphones, gear, lighting and breaks
15. 15Compare DJs and bands: three candidates across 14 lines, among them musical style, overtime charge, emcee, music for the ceremony and cocktail hour, sound and lighting
16. 16Cake baker questions: 12 prompts about tastings, number of servings, hot weather, gluten free and vegan choices, design, toppers, stands, delivery and keeping the top tier
17. 17Compare cake bakers: three candidates across 14 lines, among them flavors, size and servings, design, dietary choices, delivery and additional desserts
18. 18Hair and makeup questions: 12 prompts about how big the team is, time needed per person, travel, a trial, sensitive skin, long lasting looks, touch ups and extras
19. 19Compare hair and makeup: three candidates across 14 lines, among them team size, trial, how many people, start time, travel and touch ups
20. 20Planner and coordinator questions: 13 prompts about packages, meetings, assistants, commissions, budgeting support, the timeline, the rehearsal and solving problems on the day
21. 21Compare planners: three candidates across 14 lines, among them the kind of package, meetings, hours on site, assistants, vendor contacts and the rehearsal
22. 22Officiant questions: 12 prompts about legal rules, writing your own vows, ceremony length, religious or civil ceremonies, readings, the rehearsal and submitting the marriage license
23. 23Compare officiants: three candidates across 14 lines, among them ceremony style, personal touches, meetings, length, rehearsal and license submission
24. 24Questions for any vendor: 14 general prompts for rentals, transportation, stationery, a photo booth or anyone else you hire
25. 25Compare any vendor: three candidates across 14 lines for any other kind of vendor
26. 26Vendor meeting notes: the vendor, who you spoke with, location, contact, topics covered, the quote and its inclusions, what you liked, unanswered questions, the next step and a feeling score from 1 to 5
27. 27Contract checklist: 18 points every contract should include, plus a log of signed contracts for 12 vendors with the signing date, where your copy is kept and the deadline to cancel
28. 28Payment schedule: 14 vendors with total, deposit, date paid, next installment, due date and a paid tick box, plus the total booked, amount paid so far, amount still owed, reminders and payments due on the day
29. 29Final confirmations: 12 vendors with arrival time, contact on the day, details sent and confirmed, plus a seven point final checklist with one extra line
30. 30Vendor contacts: 12 cards with name, phone, email and notes for each vendor, your point person for the day and one additional vendor

Files included in your download

• Wedding Vendor Questions & Comparison Sheets, US Letter PDF (30 pages)
• Wedding Vendor Questions & Comparison Sheets, A4 PDF (30 pages)
• Read Me First, a brief printing guide (PDF)

How to download and print

• Check out with PayPal, a debit or credit card, Apple Pay or Google Pay. Your download page opens as soon as the payment goes through.
• We email the same private download links to you, so you can download your files again later.
• Open the PDF in a free reader such as Adobe Acrobat Reader and print at 100% or Actual size.
• Print only the pages you need, as often as you like, for your own personal use.

Good to know before you buy

• The sheets come as a PDF designed for printing, not a hyperlinked digital planner. You can still open it in most note taking apps and write on the pages.
• You receive a digital file only. Nothing physical is sent.
• Colors may look a little different on a screen than on paper.
• Personal use only. The files may not be shared, resold or passed on to others.
• Digital files cannot be returned. If a file will not open or print properly, email us and we will help quickly.

How this was made

Designed and written by PetiteDiary. AI tools helped draft parts of the text, and some background scenes in the preview images were created with AI. Every page was designed, reviewed and checked before release.

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