Vendor Meals - Timing

I'm not sure what the norm is, but can the vendors eat at the same time everyone else is eating? There's usually not much going on while everyone is eating dinner (unless there are speeches/events going on during dinner), so that might be the ideal time.

I can’t say specifically for a wedding, however as an event planner vendor meals are not something you need to worry about. When you hire a vendor they accept the job knowing the time they are accepting and knowing they need to plan their day accordingly. For events that I’ve done the MC of the event doesn’t eat a meal because they don’t want it effecting their speaking ability. A photographer or coordinator may sit somewhere out of sight and eat once everyone else is served/seated. If we have a musician of some sort to play during the meal, they obviously would need to plan their day accordingly without expecting a meal.
With all of that said however, I have always asked the kitchen to box up plates for each vendor to take with them at the end of the event.

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Ah thank you so much! This soothed my worries a bit.

That's a great idea to make sure they get some take home food. I'll bring that up to my venue who is doing the catering. Appreciate it!

My vendors ate when we ate. I am not sure about the DJ though. If they just play background music it shouldn't be an issue for them to step away to eat. I had a table set up in the back for them to sit.

Everything I have read says the photographer and dj eat at the same time as guests in the same room. Some articles say to feed them in the kitchen which is a huge health code violation.


The dj can eat at his station or at a table with the photographer near his setup. Ask them what they normally do since they work almost every weekend for a living and have it down to a system.

Our vendors ate at the same time as us. The DJ typically just plays a playlist of background music or eats at their table. As far as photographers, we didn’t need, or even want, photos of us eating.

SherI offered mine choices up front. 2 wanted box lunches, cold sandwiches, fruit, yogurt or puffing or potato salad. The music and photography person did not want to be stu k eating food gone cold when they were doing anything. Or have just a bite here, a bite there. Since that is cheaper than a real meal, the vendor did it except I bought a quart of
yogurt since they did not jave it. Two wanted to buy there own and bring with them, 1 diabetic, 1 kept kosher. All 4 of them said the same thing, by October, 5-10 banquet or at work meals a week would not be good for their bodies. The two who wanted to bring their own, I gave a twenty, for any of the meal to go or deli and kosher meals nearby. And told them all help yourself to the desserts and beverages buffets all night. The photographers assistant really wanted the big meal, so he went on break as people were served, and ate a vendor dinner. We had a limited menu of 12 meals, ordered when they arrived at cocktail hour, so he ordered as the guests did.

Your vendors and caterer are totally used to the flow of a packed wedding day and will work all of this out. Your DJ and photographer are used to squeezing in their meal at a time that works best, and your caterer knows they may need to eat in a different location or at a different time than the wedding guests. It will work out and you don't need to stress over it!

We told the venue that the DJ, his assistant, the photographer, and his assistant all needed meals. I'm not sure the exact time they are, but I did check in with them that they did so. The photographer definitely ate after we did because I asked him once if he has eaten and he said no, so I told him he should take a break and eat, and when I followed up with him after, he said he had eaten. I think because they had assistants, they were able to take turns eating.

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Thanks appreciate it!! Certainly does take the stress off (:

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This is great info - thank you! Both my DJ and Photographer are bringing assistants too, so hopefully they should be able to split it up!

I am just having all my vendors eat when we eat. That seemed like the most logical method, since nothing is going on during dinner. All we need is background music from a playlist, and I have no interest in having photos or video of us eating LOL I’m pretty sure we will have our dining room maxed out, so I will be having the waitstaff serve them in the adjoining room.

Our vendors ate at the same time as we did.

I thought DJs were the only vendor that doesn’t eat and it’s always known they won’t be able to eat, plus they’re only working for like 5-6 hours. If you want to insist that they eat maybe feed them during cocktail hour?


All other vendors will eat when you eat

My vendors ate at the same time as everyone else. The photographer really didn't need to take photos of everyone eating. The DJ played background music and ate at the DJ booth.

All my vendors require a meal. Band, photographers and videographers. I was advised the band would play recorded dinner music and will eat after the first course and speeches. Our venue offers a day of coordinator, so I’m relaying on her to insure they are fed! I’d suggest making sure all your vendors have the timeline for what’s happening when and they can coordinate around your schedule.

View Quoted Comment As a former wedding planner, what PP posted here is exactly what used to happen. After the bride and groom received their meals, all of us vendors would go to whatever room was dedicated for us, and eat our vendor meals. But, honestly, it was actually more like quickly scarfing down our food so that we could get back to the wedding as soon as possible 😆

Your venue should be in charge of this.

You coordinate a timeline with them and your DJ, and the caterer will provide them meals at an appropriate time.

At no point should you assume your vendors don't need meals. Health conditions or dietary concerns supersede a "plan your day accordingly".