Planning a Luxury Event? Here’s Your Ultimate Vendor Checklist
Planning a luxury event—whether it's a wedding, gala, cultural celebration, or high-end birthday—takes more than just good taste. It takes structure, vision, and the right team of professionals.
To help you bring your dream event to life, we’ve compiled a comprehensive vendor checklist to guide you through the planning process. Use this as a roadmap to ensure no detail is overlooked and your day runs seamlessly from start to finish.
1. Venue
Ceremony and/or reception space
Availability for rehearsal or day-before access
Indoor/outdoor options depending on season
Guest capacity and parking accommodations
Tip: Book your venue first—it sets the tone, availability, and layout for everything else.
2. Planner or Coordinator
Full-service planner or day-of coordinator
Vendor communication & timeline management
Budget tracking & logistics
Design/styling consultation
Luxury events benefit hugely from a professional planner who can translate your ideas into a cohesive experience.
3. Photography & Videography
Engagement/pre-event shoot
Full-day wedding/event coverage
Drone coverage (if permitted)
Same-day edits or trailers (optional)
Ensure your team can capture both emotion and elegance. Ask to see full galleries, not just social media highlights.
4. Entertainment
Live band, DJ, or a mix of both
Dholi or cultural musicians
MC to guide guests through key moments
Sound system & backup equipment
Bonus: Consider robot dancers, a saxophonist, or a custom dance performance for that wow factor.
5. Catering & Desserts
Cocktail hour, dinner, and late-night snack options
Bartending & specialty drink services
Cake/dessert table or cultural sweets station
Note: Check with your venue if outside catering is allowed.
6. Decor & Florals
Ceremony setup, aisle decor, arch or backdrop
Reception centerpieces, tablescapes, and ceiling installs
Lounge setups, neon signs, custom rentals
Mood boards and color palettes help communicate your vision clearly to your decor team.
7. Beauty Team
Hair and makeup for bride/groom and wedding party
On-site touch-ups or second look services
Pre-wedding trials
Consider a glam room or getting-ready suite with natural light.
8. Rentals
Chairs, tables, linens
Lighting, chandeliers, staging
Dance floor, tenting (if outdoors)
Confirm delivery, setup, and breakdown times with all rental vendors.
9. Specialty Experiences
360 video booth or traditional photo booth
Fog machine or dry ice for dances
Indoor sparklers, cold fireworks, or confetti canons
Custom signage, LED dance floors, or champagne walls
These touches elevate your event from memorable to unforgettable.
10. Transportation
Luxury car rental for couple or VIPs
Shuttle buses or valet for guests
Parking attendants or signage
Pro tip: Arrange a getaway car for a grand send-off.
Final Thought
A truly successful luxury event feels effortless—but it requires careful planning and a strong vendor team working in harmony. This checklist is a starting point to help you envision, organize, and execute the day you’ve been dreaming about.
Take your time, trust your team, and don’t forget to enjoy the process. The celebration is about you, after all.
