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
How to Use This Contact Sheet
During Planning (6-12 Months Before):
- ā Fill in vendor details as you book each one
- ā Track contract signatures and deposit payments
- ā Note payment due dates on your calendar
- ā Keep it updated as details change
- ā Store with contracts in your wedding binder
Final Month Before Wedding:
- ā Verify all information is current and complete
- ā Confirm arrival times with each vendor
- ā Share with coordinator 2 weeks before wedding
- ā Update emergency contacts with current phone numbers
Who Needs a Copy:
- You & your partner - Master copy with all details
- Wedding coordinator - Full contact sheet 2 weeks before
- Maid of Honor - Copy of emergency contacts
- Best Man - Copy of emergency contacts
- Parents - Emergency contacts and key vendor info
- 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
Your Wedding Details
Your Names: _____________________________ & _____________________________
Wedding Date: _____________________________
Ceremony Location: _____________________________
Reception Location: _____________________________
Wedding Coordinator: _____________________________
Coordinator Phone: _____________________________
Venue
Venue Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Address: _____________________________
Contract Signed: ā Deposit Paid: ā 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: _____________________________
Catering
Company Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Gratuity Included? ā Yes ā No (Review your contract and decide any additional tip)
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: _____________________________
Photography
Photographer Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Wedding Day Arrival Time: _____________________________
Hours of Coverage: _____________________________
Second Shooter: ā Yes ā No
Second Shooter Name: _____________________________
Photo Deliverables:
- Digital files: _____________________________
- Album included: ā Yes ā No
- Prints included: ā Yes ā No
Engagement Session Date: _____________________________
Engagement Session Location: _____________________________
Cincinnati Photo Locations Planned:
- ā Eden Park
- ā Smale Riverfront Park
- ā Washington Park (OTR)
- ā Mt. Adams overlook
- ā OTR murals
- ā Venue: _____________________________
- ā Other: _____________________________
Family Photo List Provided: ā Yes
Notes: _____________________________
Videography
Videographer Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Wedding Day Arrival Time: _____________________________
Hours of Coverage: _____________________________
Second Videographer: ā Yes ā No
Video Deliverables:
- Highlight reel: _____________________________
- Full ceremony: ā Yes ā No
- Full reception: ā Yes ā No
- Raw footage: ā Yes ā No
Notes: _____________________________
Florist
Florist Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā 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: _____________________________
DJ / Band
Company/Band Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Arrival Time: _____________________________
Setup Time Needed: _____________________________
Start Time: _____________________________
End Time: _____________________________
Equipment Provided: ā Sound system ā Microphones ā Lighting ā 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: ā Introductions ā Toasts ā Announcements ā Timeline management
Names for Introductions (phonetic spelling): _____________________________
Notes: _____________________________
Hair & Makeup
Company/Artist Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Gratuity Included? ā Yes ā No (Review your contract and decide any additional tip)
Wedding Day Arrival Time: _____________________________
Location: ā Hotel ā Venue ā Salon ā Other: _____________________________
Address: _____________________________
Services Scheduled:
- ā Bride hair: Start time : / Finish by :
- ā Bride makeup: Start time : / Finish by :
- ā Bridesmaids (qty ___): Services _____________________________
- ā Mothers (qty ___): Services _____________________________
- ā Other (qty ___): Services _____________________________
Trial Date: _____________________________
Trial Time: _____________________________
Trial Location: _____________________________
Shopping note: Ask your chosen salon about appointment and alteration lead times.
Notes: _____________________________
Wedding Cake
Bakery Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Delivery Date: _____________________________
Delivery Time: _____________________________
Delivery Location: _____________________________
Setup Required: ā Yes ā No
Cake Details:
- Flavor(s): _____________________________
- Size: _____ tiers / Serves: _____ people
- Design/style: _____________________________
- Topper: _____________________________
Cutting Service: ā Included ā Venue provides ā Need to arrange
Bakery comparison: Record each bakery's quote, delivery area, setup fee, and tasting policy.
Notes: _____________________________
Wedding Planner / Coordinator
Company Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Cell Phone: _____________________________ (Day-of emergency number)
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Services: ā Full Planning ā Partial Planning ā 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:
- ā Vendor coordination & timeline management
- ā Setup oversight
- ā Wedding party coordination
- ā Guest assistance
- ā Emergency problem-solving
- ā Distribution of vendor payments/tips
Notes: _____________________________
Transportation
Company Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Gratuity Included? ā Yes ā No (Review your contract and decide any additional tip)
Vehicle Type: ā Limo ā Party bus ā Vintage car ā Shuttle ā School bus ā 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: _____________________________
Officiant
Name: _____________________________
Phone: _____________________________
Email: _____________________________
Organization/Church: _____________________________
Type: ā Religious ā Civil ā Friend/Family (ordained)
Fee: $_____________________________
Payment Due: _____________________________
Rehearsal Date: _____________________________
Rehearsal Time: _____________________________
Rehearsal Location: _____________________________
Ceremony Date: _____________________________
Ceremony Time: _____________________________
Ceremony Location: _____________________________
Ceremony Style: ā Traditional ā Modern ā Religious ā Custom
Marriage License: ā Obtained (verify fee with Hamilton County Probate Court)
License with Officiant: ā Yes
Ohio Wedding License Info:
- Valid 60 days
- No waiting period
- Hamilton County Probate Court marriage license office: 513-946-3589 (official instructions)
Notes: _____________________________
Rental Company
Company Name: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Delivery Date: _____________________________
Delivery Time: _____________________________
Delivery Location: _____________________________
Pickup Date: _____________________________
Pickup Time: _____________________________
Items Rented:
- ā Tables (qty/type: _______)
- ā Chairs (qty/type: _______)
- ā Linens (colors/qty: _______)
- ā China/flatware (qty: _______)
- ā Glassware (types/qty: _______)
- ā Tent (size: _______)
- ā Lighting (type: _______)
- ā Dance floor
- ā Other: _____________________________
Setup Included: ā Yes ā No (If no, who sets up? ______)
Breakdown Included: ā Yes ā No
Rental company comparison: Record delivery windows, setup scope, pickup and damage terms.
Notes: _____________________________
Additional Vendors
Vendor: _____________________________
Service Type: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Arrival/Delivery Time: _____________________________
Notes: _____________________________
Vendor: _____________________________
Service Type: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Arrival/Delivery Time: _____________________________
Notes: _____________________________
Vendor: _____________________________
Service Type: _____________________________
Contact Person: _____________________________
Phone: _____________________________
Email: _____________________________
Website: _____________________________
Contract Signed: ā Deposit Paid: ā Final Payment Due: _____________________________
Final Payment Amount: $_____________________________
Arrival/Delivery Time: _____________________________
Notes: _____________________________
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: _____________________________
Useful Official Contacts
- Hamilton County Probate Court marriage license office: 513-946-3589. Check requirements and hours before visiting.
- Cincinnati Park Board photography rules: 513-352-6180 for private park photo notification; Krohn Conservatory has a separate process.
- Somerhaus contact page: use your signed agreement for the event-day contact and vendor access plan.
For each vendor, record a verified contact number from your contract. A placeholder number is not an emergency contact.
Vendor Payment & Tip Tracker
| Vendor | Deposit Paid | Balance Due | Tip Amount | Tip Paid | Total Paid |
|---|---|---|---|---|---|
| Venue | $_______ | $_______ | $_______ | ā | $_______ |
| Caterer | $_______ | $_______ | $_______ | ā | $_______ |
| Photographer | $_______ | $_______ | $_______ | ā | $_______ |
| Videographer | $_______ | $_______ | $_______ | ā | $_______ |
| Florist | $_______ | $_______ | $_______ | ā | $_______ |
| DJ/Band | $_______ | $_______ | $_______ | ā | $_______ |
| Hair/Makeup | $_______ | $_______ | $_______ | ā | $_______ |
| Cake | $_______ | $_______ | $_______ | ā | $_______ |
| Coordinator | $_______ | $_______ | $_______ | ā | $_______ |
| Transportation | $_______ | $_______ | $_______ | ā | $_______ |
| Officiant | $_______ | $_______ | $_______ | ā | $_______ |
| Rentals | $_______ | $_______ | $_______ | ā | $_______ |
| TOTAL | $_______ | $_______ | $_______ | $_______ |
Gratuity Guidelines: See our Wedding Planning Checklist for detailed tipping guide.
Final Checklist: 2 Weeks Before Wedding
ā All vendor information is complete and accurate
ā All arrival times confirmed with each vendor
ā Emergency contact numbers are current
ā Copies printed for: coordinator, parents, maid of honor, best man
ā Shared digital copy with coordinator via email
ā Final payments scheduled or paid
ā Tip envelopes prepared and labeled
ā Vendor timeline distributed (see Wedding Day Timeline Template)
ā Marriage license obtained
ā All contracts reviewed and filed
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
Ready to start planning your Cincinnati wedding? Contact Somerhaus to schedule your venue tour and confirm the venue's current vendor requirements!
