One of the surprise areas of a wedding budget is often the vendor meals. A vendor meal is, quite simply, the meal your wedding vendors eat during a break. Here are some questions that commonly come up about vendor meals from brides:
Why do the vendors need to eat?
Most wedding professionals who are there on your wedding day are usually on their feet for hours at a time: wedding planners for 12+ hours, photographers and videographers for anywhere from 6-10 hours, and the band for 4-6 hours. Since most are there over a meal hour, they need to take a break to refuel. A vendor passing out from not eating is probably not the way you want your wedding to be remembered.
Which vendors do I need to provide a meal for?
A good rule of thumb is to provide a meal for anyone who will be there over a meal hour or for longer than five hours. For example, if your wedding photographer is scheduled to start at noon, they can (and should) eat lunch before they arrive, but dinner should be provided since they will most likely be there until 8 or 10 pm.
Why do I have to pay for the meal when I am already paying them?
This is where it can get tricky. Many vendors have contracts that outline meal requirements. If yours doesn't, then technically, you don't have to feed them. However, this means that your vendor will need to leave your wedding venue, find something to eat, and then come back. The amount of time this takes means that they will miss a part of your reception that they need to be present for. Bringing their own meal (like a sack lunch) is often not an option since most venues do not allow any outside food on property.
What does a vendor meal normally consist of?
Vendor meals vary from location to location, but the standard "boxed lunch" (a misnomer since it is usually not served at lunch) generally consists of a sandwich and some chips, and maybe some fruit.
Why do vendor meals cost so much?
Good question. The aforementioned sandwich/chips combo averages about $35 per person in the Phoenix area (hot meals cost more). And no, those chips do not hold the cure to any diseases.
Other things you should know:
If you're not hiring a wedding planner or day-of coordinator, find out ahead of time when and where the vendor meals will be served and communicate that to the professionals receiving them. Most wedding professionals prefer to eat at the same time the guests do because it is the time when their attention is least needed. For example, your guests don't want photos of themselves eating and your DJ usually isn't doing much emceeing during the main course.
Also make sure that you find out from your vendors how many staff they will have with them on their team that day. Many photographers and videographers have additional people shooting (commonly referred to in the industry as "second shooters") and possibly assistants.
Find out when you are interviewing venues or caterers how much the vendor meals cost and be sure to include them in your budget from the beginning. This will save you from the surprise of the expenditure later.