Load-in and load-out
Arrival and departure times, vehicles and parking, power needs and how many staff are coming.
For barns, estates, wineries and event halls
Wedding venue vendor management without the spreadsheet
Vendor Roster is wedding venue vendor management software for independent venues that collects every outside vendor's certificate of insurance, load-in time and signed venue rules for each event. Vendors fill it in themselves from one link.
Saturday at the loading door
- 10:00 RentalsReady
- 12:30 FloristReady
- 1:00 CatererCertificate expired last month
- 2:30 PhotographerReady
- 3:00 DJHasn't agreed to the rules
Vendor intake form for venues
What a vendor sends back from its link
A current certificate
Insurer, per-occurrence limit, dates, additional insured, and the PDF or a phone photo of it.
Your rules, agreed
The rules for every vendor plus the ones for their trade, agreed by name with the time and rules version kept.
Wedding venue vendor list, the old way
Where the vendor paperwork goes wrong
The vendor list arrives in pieces, from the couple and then the planner, by email and by text, and someone retypes it into the timeline. Certificates of insurance turn into an email chase, and nobody checks that the one on file still runs through the wedding date.
On the day, rentals, florals, catering and the band all want the door at 2 pm. The rules PDF went out with the contract and nobody can say who read it when there is tape on the beams at midnight. Next month the same caterer fills in the same form again.
Features
Vendor COI tracking, load-in times and signed rules
- Vendor certificate of insurance tracking
- Vendors upload their certificate with its dates and coverage once. Each event checks it against the event date, your minimum per-occurrence limit and whether your venue is named as additional insured, and shows red when it falls short.
- A vendor list for every wedding
- One page per event with every caterer, florist, DJ, photographer, rental company and bar service, their load-in and load-out times side by side, and what each one still owes you.
- Venue rules acknowledgment, by name
- Paste in your rules once: open flame, confetti, tape on walls, the load-out deadline. Vendors read the ones that apply to them and type their name to agree. Change a rule and the version goes up, so you know who agreed to the old wording.
- A vendor intake form without the email chase
- Send one link per vendor per event. No account to create. Returning vendors come from your directory, so their phone numbers and approved certificate are already there.
- Day-of vendor sheet
- A printable timeline of arrivals in load-in order with day-of phone numbers, vehicles, parking and power, plus a CSV for your own spreadsheet.
- A manager for each property
- Running an estate with several venues? Give each one a venue manager who owns its rules, events and coordinators, while you see everything. (Estate plan.)
How it works
Run of show, for the paperwork
- Once
- Add your venue and paste in your vendor rules.Set the loading door, the parking, and the minimum coverage you ask for. Four common rules are there to start from.
- At booking
- Create the event and add the vendors the couple booked.Pick them from your directory or type in new ones. On Team and Estate, the couple's planner can add them too.
- Six weeks out
- Each vendor gets a link.They fill in load-in and load-out times, upload their certificate of insurance and agree to your rules. A regular vendor can have a login instead.
- Week of
- Check the event page.Green means ready. Red shows exactly what is missing, vendor by vendor, while there is still time to chase it.
Plans
Three plans, unlimited vendors on all of them
Vendors, vendor links and certificates never count against you. Paying yearly costs ten months.
Solo
A single barn or hall run by its owner.
- 1 venue
- 1 staff login
- 60 events a year
$29 a month$290 billed yearly
Team
A venue with coordinators, where couples bring a planner.
- 1 venue
- 6 staff logins
- Unlimited events
- Coordinators and planner logins
$59 a month$590 billed yearly
Estate
A group with up to five properties, each with its own manager.
- Up to 5 venues
- 20 staff logins
- Unlimited events
- Coordinators and planner logins
- A venue manager per property
$99 a month$990 billed yearly
Vendor insurance questions
What venue owners ask us
What insurance should a wedding venue require from vendors?
Most venues ask outside vendors for general liability of at least $1,000,000 per occurrence and a certificate of insurance that names the venue as additional insured. Caterers and bar services serving alcohol are often asked for liquor liability too. Vendor Roster lets you set the minimum per-occurrence limit and whether additional insured is required, then flags any certificate that falls short. Ask your own insurer what your venue should require.
How do I check that a vendor's certificate of insurance is current on the event date?
Each certificate is stored with its effective and expiry dates. An event shows a vendor in red when no approved certificate runs through the event date, so a policy that renews the week before a June wedding is caught in May instead of on the day.
Do vendors need to create an account?
No. Each vendor gets a private link for each event and fills it in from their phone. A caterer or DJ who works your venue every month can have a login instead, to see all of their events in one place.
Can the couple's wedding planner add vendors?
Yes, on the Team and Estate plans. Put the planner's email on the event and invite them; they see that event's vendor list, add the vendors the couple hired, and you confirm each one.
We already book events in HoneyBook or Tripleseat. Why add this?
Booking tools handle inquiries, proposals and payments. None of them asks the caterer for a certificate that runs through the wedding date or keeps the DJ's signature on your rules. Vendor Roster sits beside them and covers only the outside vendors.
What does a wedding venue vendor list template miss?
A spreadsheet holds names and phone numbers, but it doesn't know when a certificate expires, which vendor agreed to which version of your rules, or which DJ still hasn't sent a load-in time. Vendor Roster keeps the same list and checks those for you. You can import your existing spreadsheet as CSV.
What happens after the 30 days?
Nothing is deleted. Choose Solo, Team or Estate when you are ready; until then your events, vendors and certificates stay on screen and can be exported, but new events and vendor links wait for a plan. No card is needed to start.
Every certificate checked before the trucks pull in
Thirty days free on the Solo plan, no card needed.
Create your venue's accountUpdated October 8, 2026