What Wedding Vendors Actually Provide: A Guide by Ashley Nicole Affair - Austin Wedding Planners

Planning a wedding is one of the most exciting seasons of your life—but it can also be one of the most overwhelming. If you're wondering who brings what, what you're actually paying for, or why your catering quote looks like half your budget, you're not alone. Let’s break it all down, vendor by vendor, so you know exactly what to expect—and what to plan for. Don't forget to cross check our blog about the average wedding Austin wedding vendor cost, which also includes recommended gratuity!

Photography by Hyde Park Photography

1. Venue: What’s Usually Included

Most venues include tables and chairs as part of your rental, which helps eliminate a big rental cost. That said, every venue is different, and some may have limited inventory or require you to rent specialty items elsewhere. Other common venue considerations:

Some require use of in-house catering and bar services (which can be convenient, but may limit outside vendor choices)
Set-up and tear-down of tables/chairs may or may not be included—always clarify or check your contract!
Hotels provide A LOT so check your contract to see what they allowed as far as outside vendors coming in (cake, desserts, specialty foods, etc.)

Photography: Anna Haile | Venue: Villa Antonia

2. Florist: More Than Just Flowers

Your florist often supplies more than bouquets and centerpieces. Typically included:

Candles for tables (votives, pillar candles, etc.)
Small bud vases or accent arrangements
Floral arches or aisle markers for ceremonies

💡 Pro tip: Always ask if they include candle holders and if they'll light the candles, or if that's something that is your planner or caterer's responsibility.

Photography: Maura Jane Photography | Venue: Inn & Spa at the Loretto; Santa Fe, NM

3. Catering: 40% of Your Budget—Here’s Why

Catering is more than food—it's the full dining and drink experience. That’s why it often takes up around 40% of your wedding budget. Here’s what’s usually wrapped into that price:

Menu creation, food prep, staffing (servers, bussers, chefs)
Bar service (bartenders, mixers, ice)
Rental coordination: Many caterers manage ordering these essentials:
- Plates, flatware, glassware
- Linens and napkins
- Service trays, beverage tubs
- Stages, dance floors, additional lighting + drapery, oh my!

4. Rental Companies: What You May Need

If your venue or caterer doesn’t provide it, you may need to rent:

Extra tables, chairs, cocktail tables
Linens, napkins, chargers
Lounge furniture or ceremony arches
Tents, heaters, lighting
Dance floors or stages

Some couples also rent specialty flatware or colored glassware for that Pinterest-perfect look.

5. Cake Baker: It’s Not Just the Cake

Your cake baker brings the dessert—but not always the stand! In most cases:

Cake stands must be rented separately, either from the baker or a rental company
Delivery and setup may be an extra fee
Specialty décor like florals or toppers need to be coordinated with your florist or planner

🎂 Don’t assume anything—if you have a vision for your cake display, clarify what’s included and what you’ll need to supply. Don't forget to add on some spare blooms from your florist or bring your own cake topper!

Photography: Brooke Couch | Cake: Austin Catering

6. DJ: Sound Setup + Vibes

Most DJs are a one-stop shop for music and announcements. Typically, they provide:

Speaker setups for ceremony and reception
Wireless microphones (for vows and speeches)
Playlist creation and on-the-fly music control
Dance floor lighting (if included in their package)

🔈 Just be sure to ask if they’ll cover the cocktail hour if it's in a separate area—some DJs may only have enough equipment to set up two different areas; indoors and outdoors.

7. Band: Live Energy + Emcee Duties

A band brings the party, but the logistics can get a little more complex. Bands generally:

Perform during the reception
Act as emcees for key moments (like toasts or introductions)

However, they often charge extra if you want:

A smaller group or instrumentalist for the ceremony
Additional speaker setups for multiple spaces (ceremony + cocktail hour)

8. Bar Service: What to Know

If your venue doesn’t offer in-house bar service, you’ll need to bring in:

A licensed bartending team (most of the time an independent company or provided through your catering team)
Alcohol (Ask if it's sourced by your food/beverage team or if you are expected to bring it in, and if you bring it in just know that a lot of the liquor stores will work with you and your menu to help you with your selections and have a reasonable buy-back policy!)
Mixers, ice, garnishes, bar tools
Coolers or portable bar setups (sometimes via rental company)

If you're doing BYOB, make sure you check the venue’s alcohol policy and whether liability insurance is required. In Texas, all alcohol must be served by a licensed bartender.

9. Photographers & Videographers: Capturing It All

Photographers come self-contained—they just need a timeline, shot list, and lighting awareness. They do not bring lighting for the ceremony or reception unless they specialize in studio-style setups.
Videographers usually bring a full camera/audio setup, and most will place a lapel (lav) microphone on the groom or officiant to capture your vows clearly. Some use discreet boom mics or plug into the DJ's soundboard for cleaner audio.

Always ask what their audio plan is—clear sound is half the magic in a wedding video.

10. Hair & Makeup Artists: Beauty Team Logistics

Your glam squad needs:

A well-lit room (preferably with natural light)
Access to power outlets
A clean table or counter space
A getting-ready timeline to stay on schedule

Make sure your venue or hotel suite is equipped with what they need, especially if you're having a larger bridal party.

Photography by Camera Shi

Final Thoughts: Clarity Is Everything

Every wedding vendor brings something unique to your day—but the key is knowing what’s included and what’s not. When in doubt, ask! Never assume a vendor will bring something unless it’s in your contract. Working with a planner can make this much easier, as they’ll oversee vendor logistics, rental needs, and timeline coordination. The clearer your expectations are upfront, the smoother your wedding planning will be—and the better your day will run.

Need help pulling it all together? Our team at Ashley Nicole Affair specializes in organizing all these moving pieces so you can actually enjoy the planning process and your wedding day. Let’s make your vision effortless.