Your wedding suppliers are the behind-the-scenes heroes of your big day. From capturing picture-perfect moments to keeping the music flowing and the timeline on track, these professionals often spend long hours on their feet making sure everything runs smoothly.
One simple but meaningful way to show your appreciation? Feed them.
Providing meals for your wedding team isn’t just a kind gesture, it helps them stay energised and perform at their best.
Who Needs a Meal?
If your wedding takes place over a mealtime, it’s standard (and thoughtful!) to offer food to any supplier who will be present during your reception or for most of the day.
Here’s a quick list of wedding pros who typically require a meal:
- Photographers
- Videographers
- Wedding planners or coordinators
- Live entertainers (bands, DJs, magicians, live painters, photo booth operators, etc.)
Your venue staff and catering team will usually have their meals arranged internally, but don’t forget about hired bartenders or waiting staff brought in separately – they may not be included in the venue’s catering plan.
You don’t need to provide meals for suppliers who leave before the reception begins, such as:
- Decor and styling teams
- Florists
- Hair and makeup artists (unless you’ve asked them to stay for touch-ups)
Check the Contracts
Always review your supplier contracts. Some suppliers will include a clause stating that they require a meal, while others may note they’re happy to step off-site for food (which means they’ll be unavailable during that time).
Still, it’s best practice to feed any on-site team member who’s part of the celebration, especially those working a full day.
What Should You Feed Them?
The golden rule: if your guests are having a hot meal, your suppliers should too.
In most cases, your catering team will provide the same meal (or a simplified version) for suppliers. This can be arranged whether you’re serving plated meals, buffet-style, from a food truck, or family-style.
Tip: If you’re unsure what’s appropriate, your caterer or wedding coordinator can guide you based on what’s typical at your venue.
When Should They Eat?
Timing is key. Work with your planner, venue coordinator, or caterer to decide when your suppliers will be fed. Here are the most common options:
- At the same time as your guests – Keeps everything flowing smoothly.
- After the guests have eaten – May work better for entertainment teams who go on later in the evening.
- Before the guests – Ideal if suppliers are being served a different meal and need to be back on the job once guests begin eating.
Whatever option you choose, make sure it’s clearly communicated in advance.
Where Should They Eat?
The best setup is a separate, quiet room where your suppliers can take a short break and eat in peace. It gives them space to relax without needing to mingle with guests and doubles as a secure spot to store gear or personal items.
Some suppliers might prefer to eat among the action, so if possible, ask them what they’d prefer when making arrangements.
Feeding your wedding team might seem like a small detail, but it goes a long way in showing respect and gratitude for their hard work. Well-fed, well-rested suppliers are more energised, focused, and ready to deliver their best.
So as you plan your perfect day, make sure your incredible team is taken care of too – they’re helping bring your dream wedding to life.
