Feeding Your Wedding Suppliers: When, how and why?

After planning hundreds of weddings, let us share one simple truth: a well-fed supplier is a happy supplier. And a happy supplier will go above and beyond for your wedding. A hangry one? Not so much.

This isn't a lecture. It’s a lovingly-worded PSA for anyone mid-way through planning who hasn’t yet thought about how to keep their photographer, planner, or saxophonist from passing out during speeches.

Why You Need to Feed Them

"But I don’t get fed at work...why should they?"

Fair question. But your wedding isn’t a desk job. It’s more like a 12-hour endurance event in formalwear with nowhere to hide and zero snack breaks. Most of your all-day suppliers - photographers, videographers, planners, bands - arrive hours before you put on your dress and leave long after you’ve conga’d out of the venue. There’s no corner shop run. No Just Eat delivery to a tipi in a field. No time to escape.

It’s not about pampering. It’s about performance. Feed your team and they’ll bring the energy, focus and extra sparkle. It’s a small gesture with a big impact.

Who Actually Needs Feeding?

Anyone onsite for more than six hours and working over a main meal window. Most of these folks will have it in their contracts that they require a hot meal, so please please check the small print.

Typically, that includes:

• Photographer + second shooter

• Videographer

• Wedding planner(s)

• Band or DJ (especially if they’re there all day)

• Lighting or production crew (if they’re staying through)

Florists, cake makers, hire companies or styling teams doing setup only? Not necessary.

What Counts as a Decent Meal?

Let’s talk ‘outmess’. This is what caterers often call supplier meals - simpler dishes designed to keep your team fed without blowing the budget. Think lasagne with salad, hearty pastas, curries, stir fries. Nothing fancy, but definitely warm, filling and edible.

Here’s the golden rule: no cold cheese sandwiches.

Speak to your caterer early about offering hot supplier meals. Most will have an option. Bonus points for asking suppliers about dietary requirements - a surprise vegan on the night is not your caterer’s idea of fun.

When Should They Eat?

Ideally? When you do.

This one’s important. If your photographer eats after you, they’ll miss the speeches. If your planner eats after you, they’ll miss the quick-fire questions from guests. Your team’s one lull is when you’re eating - so they need to be fed then. Make sure your caterer is onboard with this.

Drinks + Breaks

Don’t forget hydration. Ask your bar or caterer to keep water and soft drinks available for suppliers throughout the day. A small, designated break area out of view of guests goes a long way too - a chair, a drink, and a chance to regroup.

Final Word:

Feeding your suppliers isn’t a budget-buster, it’s good wedding karma. It keeps your day running smoothly, your team energised, and your memories picture-perfect.

And if you’re ever in doubt? Ask your wedding planner. We’ll always point you in the right direction - and probably hand you a snack while we do it.

Need help figuring out the logistics of the day? That’s what we’re here for. From supplier schedules to your signature cocktail garnish, we’ve got you covered. Let’s chat.