How Many Vendors Should You Hire for Your Rehearsal Dinner?
By Meghan Ely, OFD Consulting
Wedding rehearsal dinners might have a reputation for being low-key, but they still deserve a little love in the planning department. Whether you’re hosting a cozy dinner with your inner circle or kicking off the weekend with a full-on welcome party, there are quite a few moving parts that can pop up along the way.
The key is remembering there’s no one-size-fits-all vendor list here. What matters most is building a support team that fits your plans and helps the evening feel easy, fun, and true to you. Here’s what a handful of industry pros recommend when it comes to deciding how many vendors you need and which ones you can happily skip.
Think about your priorities first
Before you start reaching out to people, take a step back and think about what matters most for your rehearsal dinner. Your priorities will naturally guide which vendors are worth bringing onto your team.
Jenn Symula, Photographer at Symula Media Group, notes, “It's important to ask the couple what they want prioritized for the rehearsal dinner - are the photos the most important part, or do they also want content creation or videography? There's no right or wrong answer for the number of vendors at a rehearsal dinner; however, keeping things intimate/small from a vendor perspective allows for more private moments that don't feel like there's a camera on them the whole evening.”
This is also a great time to consider your guest count and budget. A larger group or more styled event may benefit from additional support, while a smaller gathering might only need the basics.
Photo credit: Nicole & Photo
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Coordinate with your venue
Your venue can be one of your biggest planning allies, so it’s smart to start there before building out your vendor list. Many restaurant and event venues already include services like catering, bar staff, rentals, or basic décor.
“The venue choice is the most important factor, as it determines whether you will need fewer or more vendors,” confirms Jaclyn Watson, Owner of Jaclyn Watson Events. “If you're at a hotel or restaurant, they have most everything, whereas if you're on a private estate, you'll basically be holding two weddings because you have to build from the ground up.”
It’s also important to ask about any restrictions or preferred vendor lists. Some venues require you to use in-house teams or have specific guidelines for outside professionals, like photographers or entertainment.
Photo credit: Niki Marie Photography
Ask your planner
Those who have a wedding planner or coordinator will want to loop them into rehearsal dinner conversations early. Even if their primary focus is the wedding day, many planners can offer helpful guidance on vendor needs and where it makes sense to simplify.
Amos Gott, Owner & Chief Event Architect at AmosEvents, shares, “My rule of thumb is simple: trust your planner and let them do the work you hired them for. They know what is needed, what is missing, and how to fill the gaps without you having to solve a single logistical puzzle. The whole point of bringing in professionals is so you can show up, enjoy your people, and start the wedding weekend without stress.”
Planners are great sounding boards when you’re trying to decide what’s necessary. They can help you balance the guest experience with budget, recommend trusted pros, and ensure the evening flows smoothly.
Chat with your wedding day vendors
Instead of assuming you need an entirely separate vendor team, check in with the pros you’ve already hired for the wedding. Many photographers, florists, and entertainment providers offer convenient add-ons or bundled packages for rehearsal dinners.
“I generally suggest hiring the same vendors as the wedding day whenever possible to help save on costs and simplify coordination,” says Eleonora Gobbo, Wedding Planner at Peach Perfect Weddings. “For the rehearsal dinner, you can book them for shorter coverage or request simplified services compared to the wedding day.”
Your vendors already understand your style and priorities, meaning less explaining and more ease for you. Even if you ultimately bring in someone new, it’s always worth exploring what your existing team can offer first.
Photo credit: Rebecca Love Photography
Don't get stressed - get Let's Get Rehearsed’s FREE rehearsal dinner guide packed full of everything you need to plan a welcome party, from saving money to celebrating the night before the big day!
Remember: Vendors should make the night easier
Every vendor you hire should serve one main purpose: making your rehearsal dinner feel more relaxed and enjoyable for you and your guests. If adding a particular pro starts to feel stressful or outside your priorities, it’s okay to skip it.
Craig Peterman, Photographer at Craig Peterman Photography, suggests, “Hire just enough vendors so that you and your families do not have to work at the rehearsal dinner. If a professional can take a task off your plate and let you be present, they are worth considering.”
The goal is to keep the focus on making memories with your guests instead of managing logistics behind the scenes.
Colton Simmons, Owner & Photographer at Colton Simmons Photography, agrees, adding, “Make sure you hire vendors based on how they will reduce stress during your rehearsal, not on their style.”
The right vendor lineup will support your vision and help you soak in the evening with your closest people. Whether your team is big or small, focus on choosing partners who simplify the process and enhance the experience. That’s the sweet spot for a rehearsal dinner that feels both polished and fun!
Meghan Ely is the owner of wedding PR and marketing firm OFD Consulting and the founder of OFD Collective, a membership community for wedding pros looking to elevate their visibility. She’s a sought-after speaker and a self-professed royal wedding enthusiast.