Quick Answer
What is a vendor call sheet?
A vendor call sheet is the single document listing every wedding vendor — caterer, decorator, photographer, DJ, makeup, pandit and more — with their contact number, arrival or call time, and what they are responsible for delivering that day. It is the planner’s phone-book-plus-schedule that keeps thirty-odd suppliers arriving in the right order and reachable when something slips.
Last updated:
Last updated:
What is a vendor call sheet?
Also called: call sheet, vendor contact sheet, vendor schedule, supplier call sheet.
On a wedding day a planner is effectively the air-traffic control for thirty different vendors, and the vendor call sheet is the runway schedule. It lists every supplier — caterer, decorator, photographer, DJ, makeup artist, pandit, lighting, valet — with their contact, their call time, and their deliverable, so the right people arrive in the right order and anyone can be reached the instant a delivery is late.
What goes on a call sheet
A good call sheet is one page per function, scannable in a panic. Each vendor row carries the few facts you actually need at 6 am:
- •Vendor and contact — company name, the on-ground person (not the salesperson), and a mobile number that will be answered.
- •Call time — when they must arrive and be set up by, which is earlier than the function start.
- •Deliverable — exactly what they owe: "stage decor up by 4 pm," "two photographers + one drone," "60 kg sweets at the halwai counter."
- •Location and access — which gate, where to load in, where they stage.
- •Dependencies — who they need to coordinate with (sound needs power; makeup needs the bride’s room ready).
| Vendor | Call time | Deliverable |
|---|---|---|
| Decorator | 11:00 am | Mandap + stage complete by 4:00 pm |
| Caterer / halwai | 2:00 pm | Live counters live by 7:00 pm, covers for 300 |
| Photographer | 3:30 pm | 2 stills + 1 cinema + drone |
| Sound / DJ | 2:00 pm | Sound checked by 5:30 pm, power confirmed |
| Pandit | 6:30 pm | Mahurat at 7:45 pm, samagri brought |
How it relates to the run sheet
The two get confused because they share times, but they answer different questions. The call sheet is vendor-facing — who arrives when and delivers what. The run sheet is event-facing — the minute-by-minute flow of the day for the couple, family and ceremonies. The call sheet feeds the run sheet: a vendor’s "set up by 4 pm" on the call sheet is the precondition for the run sheet’s "guests enter at 5 pm."
| Vendor call sheet | Run sheet | |
|---|---|---|
| Answers | Which vendor, when, delivering what | What happens minute by minute |
| Built around | Suppliers | The event timeline |
| Main user | Vendors and the vendor coordinator | The whole planning team and family |
Tips for event managers
- •Put the on-ground contact on the sheet, not the sales rep who closed the deal — the person actually arriving is who you will call.
- •Set call times backward from each deliverable, with buffer; "arrive by start" guarantees a late, unfinished setup.
- •Spell out the deliverable in numbers — "covers for 300," "two photographers" — so there is no later argument about scope.
- •Distribute the sheet a day ahead and get an explicit confirmation reply from every vendor, not silence you assume means yes.
Tips for wedding hosts
- •Ask your planner for the call sheet so you know who is responsible for what — and resist calling vendors yourself on the day.
- •Make sure the pandit, makeup artist and anyone who needs early access is on it with a realistic call time.
- •Keep the planner’s number as your single point of contact; routing every issue through one person beats a family group call to vendors.
- •Confirm someone owns vendor coordination on the day, so a missing decorator is noticed in minutes, not when guests arrive.
Coordinating thirty vendors on the day?
Weddingkart puts your vendors and crew in one shared team view, so everyone runs off the same plan, contacts and timings — and when a call time shifts, you change it once instead of resending screenshots.
See how it works →Frequently Asked Questions
What is a vendor call sheet?
It is the single document listing every wedding vendor with their contact number, arrival or call time, and what they must deliver that day. It keeps suppliers arriving in the right order and reachable when something slips.
What is the difference between a call sheet and a run sheet?
A call sheet is vendor-facing — who arrives when and delivers what. A run sheet is event-facing — the minute-by-minute flow of the day. The call sheet’s setup times feed the run sheet’s event timeline.
Who prepares the vendor call sheet?
The wedding planner or event manager, usually a vendor coordinator on the team. They collect each supplier’s on-ground contact, call time and deliverable and distribute the sheet a day ahead.
What information should each vendor row include?
The vendor name, the on-ground contact who is actually arriving, the call time, the specific deliverable in numbers, the load-in location and any dependencies on other vendors.
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By Mayank JaiswalLast updated