Cincinnati Wedding Vendor Contact Sheet

Need help finding Cincinnati wedding vendors? Check out our Ultimate Cincinnati Wedding Planning Guide for venue comparisons, vendor recommendations, and local insights.

This comprehensive contact sheet keeps all your vendor information in one organized place. Use it throughout planning and especially on your wedding day for quick reference.

Related Resources:
- Ultimate Cincinnati Wedding Planning Guide - Complete guide with venue comparisons, budget breakdowns, and vendor tips
- Cincinnati Wedding Venue Comparison Guide - Venue vendor policies and requirements
- Wedding Planning Checklist - When to book each vendor
- Wedding Day Timeline Template - Coordinate vendor arrival times
- Wedding Budget Worksheet - Track vendor payments

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How to Use This Contact Sheet

During Planning (6-12 Months Before):

- ✓ Fill in vendor details as you book each one - ✓ Track contract signatures and deposit payments - ✓ Note payment due dates on your calendar - ✓ Keep it updated as details change - ✓ Store with contracts in your wedding binder

Final Month Before Wedding:

- ✓ Verify all information is current and complete - ✓ Confirm arrival times with each vendor - ✓ Share with coordinator 2 weeks before wedding - ✓ Update emergency contacts with current phone numbers

Who Needs a Copy:

1. You & your partner - Master copy with all details 2. Wedding coordinator - Full contact sheet 2 weeks before 3. Maid of Honor - Copy of emergency contacts 4. Best Man - Copy of emergency contacts 5. Parents - Emergency contacts and key vendor info 6. Venue coordinator - Vendor arrival times and contact info

Day-Of Usage:

- Keep a copy with your wedding day emergency kit - Your coordinator should have a copy at all times - Parents should have emergency contact section - If an issue arises, the right person can be reached immediately

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Your Wedding Details

Your Names: & __

Wedding Date: _

Ceremony Location: _

Reception Location: _

Wedding Coordinator: _

Coordinator Phone: _

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Venue

Venue Name: _
Contact Person: _
Phone: _
Email: _
Website: _
Address: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Venue Coordinator Arrival Time: _
Venue Access Time: _ (When can vendors start setup?)
Event End Time: _ (Venue closing time)

Important Notes:
- Parking instructions for vendors: _
- Loading/unloading area: _
- Venue rules/restrictions: _

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Catering

Company Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_
Gratuity Included? ☐ Yes ☐ No (If no, budget 18-20%)

Final Guest Count Due: _
Confirmed Guest Count: _
Caterer Arrival Time: _
Service Start Time: _

Menu Details:
- Cocktail hour: _
- Dinner: _
- Dessert: _
- Late-night snack: _

Special Dietary Needs: _

Notes: _

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Photography

Photographer Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Wedding Day Arrival Time: _
Hours of Coverage: _
Second Shooter: ☐ Yes ☐ No
Second Shooter Name: _

Photo Deliverables:
- Digital files: _
- Album included: ☐ Yes ☐ No
- Prints included: ☐ Yes ☐ No

Engagement Session Date: _
Engagement Session Location: _

Cincinnati Photo Locations Planned:
- ☐ Eden Park
- ☐ Smale Riverfront Park
- ☐ Washington Park (OTR)
- ☐ Mt. Adams overlook
- ☐ OTR murals
- ☐ Venue: _
- ☐ Other: _

Family Photo List Provided: ☐ Yes

Notes: _

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Videography

Videographer Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Wedding Day Arrival Time: _
Hours of Coverage: _
Second Videographer: ☐ Yes ☐ No

Video Deliverables:
- Highlight reel: _
- Full ceremony: ☐ Yes ☐ No
- Full reception: ☐ Yes ☐ No
- Raw footage: ☐ Yes ☐ No

Notes: _

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Florist

Florist Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Delivery Time: _
Delivery Location: _
Setup Time: _

Floral Items:
- Bridal bouquet: _
- Bridesmaid bouquets (qty ): __
- Boutonnieres (qty ): __
- Corsages (qty ): __
- Ceremony arrangements: _
- Reception centerpieces (qty ): __
- Other: _

Cincinnati Seasonal Flowers:
- Spring: Peonies, tulips, daffodils
- Summer: Sunflowers, dahlias, hydrangeas
- Fall: Mums, marigolds, asters
- Winter: Holly, pine, amaryllis

Notes: _

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DJ / Band

Company/Band Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Arrival Time: _
Setup Time Needed: _
Start Time: _
End Time: _

Equipment Provided: ☐ Sound system ☐ Microphones ☐ Lighting ☐ Other: _

Special Songs:
- Processional: _
- Bride's entrance: _
- Recessional: _
- First dance: _
- Father/daughter: _
- Mother/son: _
- Cake cutting: _
- Last dance: _

Must-Play List: _

Do Not Play List: _

MC Duties: ☐ Introductions ☐ Toasts ☐ Announcements ☐ Timeline management

Names for Introductions (phonetic spelling): _

Notes: _

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Hair & Makeup

Company/Artist Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_
Gratuity Included? ☐ Yes ☐ No (If no, budget 15-20%)

Wedding Day Arrival Time: _
Location: ☐ Hotel ☐ Venue ☐ Salon ☐ Other: _
Address: _

Services Scheduled:
- ☐ Bride hair: Start time : / Finish by :
- ☐ Bride makeup: Start time : / Finish by :
- ☐ Bridesmaids (qty ): Services __
- ☐ Mothers (qty ): Services __
- ☐ Other (qty ): Services __

Trial Date: _
Trial Time: _
Trial Location: _

Cincinnati Tip: Book early for Reading Bridal District appointments - they fill up fast for October weddings!

Notes: _

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Wedding Cake

Bakery Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Delivery Date: _
Delivery Time: _
Delivery Location: _
Setup Required: ☐ Yes ☐ No

Cake Details:
- Flavor(s): _
- Size: tiers / Serves: people
- Design/style: _
- Topper: _

Cutting Service: ☐ Included ☐ Venue provides ☐ Need to arrange

Cincinnati Bakery Options: Servatii's, Nothing Bundt Cakes, The Sebastian Bakehouse, Brown Bear Bakery, Aglamesis Brothers (ice cream cakes!), The Comfy Cow

Notes: _

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Wedding Planner / Coordinator

Company Name: _
Contact Person: _
Phone: _
Cell Phone: _ (Day-of emergency number)
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Services: ☐ Full Planning ☐ Partial Planning ☐ Day-Of Coordination
Hours of Coverage: _

Pre-Wedding Meetings:
- Meeting 1: Date / Time
- Meeting 2: Date / Time
- Final walkthrough: Date / Time
- Rehearsal: Date / Time

Wedding Day Arrival Time: _

Coordinator Responsibilities:
- ☐ Vendor coordination & timeline management
- ☐ Setup oversight
- ☐ Wedding party coordination
- ☐ Guest assistance
- ☐ Emergency problem-solving
- ☐ Distribution of vendor payments/tips

Notes: _

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Transportation

Company Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_
Gratuity Included? ☐ Yes ☐ No (If no, budget 15-20%)

Vehicle Type: ☐ Limo ☐ Party bus ☐ Vintage car ☐ Shuttle ☐ School bus ☐ Other: _
Vehicle Capacity: _ passengers

Wedding Day Schedule:
- Pickup time: _
- Pickup location: _
- Drop-off location: _
- Return pickup (if applicable): _

Guest Shuttle (if applicable):
- Route: _
- Schedule: _
- Capacity: _ passengers

Cincinnati Transportation Tips:
- School bus rental = budget-friendly for shuttles!
- Cincinnati Streetcar is free through OTR
- Account for traffic if ceremony ends during rush hour

Notes: _

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Officiant

Name: _
Phone: _
Email: _
Organization/Church: _

Type: ☐ Religious ☐ Civil ☐ Friend/Family (ordained)

Fee: $_
Payment Due: _

Rehearsal Date: _
Rehearsal Time: _
Rehearsal Location: _

Ceremony Date: _
Ceremony Time: _
Ceremony Location: _

Ceremony Style: ☐ Traditional ☐ Modern ☐ Religious ☐ Custom

Marriage License: ☐ Obtained (Hamilton County: ~$75)
License with Officiant: ☐ Yes

Ohio Wedding License Info:
- Valid 60 days
- No waiting period
- Hamilton County Probate Court: (513) 946-9500

Notes: _

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Rental Company

Company Name: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Delivery Date: _
Delivery Time: _
Delivery Location: _

Pickup Date: _
Pickup Time: _

Items Rented:
- ☐ Tables (qty/type: _)
- ☐ Chairs (qty/type: _)
- ☐ Linens (colors/qty: _)
- ☐ China/flatware (qty: _)
- ☐ Glassware (types/qty: _)
- ☐ Tent (size: _)
- ☐ Lighting (type: _)
- ☐ Dance floor
- ☐ Other: _

Setup Included: ☐ Yes ☐ No (If no, who sets up? )
Breakdown Included: ☐ Yes ☐ No

Cincinnati Rental Companies: All Occasions Party Rental, Prime Time Party Rental

Notes: _

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Additional Vendors

Vendor: _

Service Type: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Arrival/Delivery Time: _

Notes: _

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Vendor: _

Service Type: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Arrival/Delivery Time: _

Notes: _

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Vendor: _

Service Type: _
Contact Person: _
Phone: _
Email: _
Website: _

Contract Signed: ☐ Deposit Paid: ☐ Final Payment Due: _
Final Payment Amount: $_

Arrival/Delivery Time: _

Notes: _

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Emergency Contacts

Venue Emergency Contact: _
Venue After-Hours Number: _

Maid of Honor: _
Maid of Honor Phone: _

Best Man: _
Best Man Phone: _

Bride's Parents: _
Bride's Parents Phone: _

Groom's Parents: _
Groom's Parents Phone: _

Wedding Planner (Cell): _
Wedding Planner Backup: _

Bride's Cell: _
Groom's Cell: _

Day-Of Point Person: _ (If different from above)
Point Person Phone: _

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Cincinnati-Specific Vendor Resources

Recommended Vendor Categories

Venues:
- Somerhaus (OTR) - (513) XXX-XXXX
- The Transept (OTR) - (513) XXX-XXXX
- Rhinegeist Brewery (OTR) - (513) XXX-XXXX
- The Monastery (Mt. Adams) - (513) XXX-XXXX

Caterers:
- Funky's Catering
- Jeff Thomas Catering
- Pleasant Ridge Catering
- Vonderhaar's

Photography:
- Average Cincinnati rate: $4,000
- Book 12+ months in advance

Bridal Shopping:
- Reading Bridal District - 40+ shops!
- Call ahead for appointments

Emergency Numbers:
- Cincinnati Park Board: (513) 352-6180 (for park photo permits)
- Hamilton County Probate Court: (513) 946-9500 (marriage license)
- Cincinnati Police Non-Emergency: (513) 765-1212

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Vendor Payment & Tip Tracker

| Vendor | Deposit Paid | Balance Due | Tip Amount | Tip Paid | Total Paid |
|--------|--------------|-------------|------------|----------|------------|
| Venue | $ | $ | $ | ☐ | $ |
| Caterer | $ | $ | $ | ☐ | $ |
| Photographer | $ | $ | $ | ☐ | $ |
| Videographer | $ | $ | $ | ☐ | $ |
| Florist | $ | $ | $ | ☐ | $ |
| DJ/Band | $ | $ | $ | ☐ | $ |
| Hair/Makeup | $ | $ | $ | ☐ | $ |
| Cake | $ | $ | $ | ☐ | $ |
| Coordinator | $ | $ | $ | ☐ | $ |
| Transportation | $ | $ | $ | ☐ | $ |
| Officiant | $ | $ | $ | ☐ | $ |
| Rentals | $ | $ | $ | ☐ | $ |
| TOTAL | $ | $ | $ | | $ |

Gratuity Guidelines: See our Wedding Planning Checklist for detailed tipping guide.

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Final Checklist: 2 Weeks Before Wedding

☐ All vendor information is complete and accurate
☐ All arrival times confirmed with each vendor
☐ Emergency contact numbers are current
☐ Copies printed for: coordinator, parents, maid of honor, best man
☐ Shared digital copy with coordinator via email
☐ Final payments scheduled or paid
☐ Tip envelopes prepared and labeled
☐ Vendor timeline distributed (see Wedding Day Timeline Template)
☐ Marriage license obtained
☐ All contracts reviewed and filed

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Additional Wedding Planning Resources

Complete Cincinnati Wedding Planning:
- Ultimate Cincinnati Wedding Planning Guide - Venue comparisons, vendor tips, and Cincinnati-specific advice
- Wedding Planning Timeline - 12-month planning guide
- Wedding Planning Checklist - Task list with gratuity guide
- Wedding Budget Worksheet - Track all expenses
- Wedding Day Timeline Template - Hour-by-hour schedule
- Wedding Day Emergency Kit - Essential items

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Ready to start planning your Cincinnati wedding? Contact Somerhaus to schedule your venue tour and meet our experienced team who can recommend trusted Cincinnati wedding vendors!