Insider Tips: How to Get On a Preferred Vendor List (Without Sounding Thirsty)
If you're a wedding professional, getting on a venue's preferred vendor list can feel like the golden ticket—but here's the truth: it's not just about being added to a list. It's about being the right fit for the right venue, and showing up in a way that makes you easy to recommend.
I spent nearly a decade managing vendor lists for two multimillion-dollar wedding venues, so I’ve seen it all—the good, the bad, and the vendors who stood out for all the right reasons.
Here’s what I want you to know about actually getting on the list, in a way that feels aligned, professional, and never desperate.
First—Make Sure You’re a Good Fit
Not every venue is your venue. Before you reach out, take a minute to really consider:
Does this venue align with your brand and aesthetic?
Do you enjoy the type of clients they attract?
Is your price point in line with theirs?
Getting on any list won’t move the needle if it’s not a natural fit. The best results come from genuine, long-term relationships with venues where your work complements theirs and your personalities vibe.
Be Easy (and Enjoyable) to Work With
Your talent might get their attention, but your professionalism and attitude are what seal the deal. Venues want to work with vendors who are:
Calm under pressure
Communicative and on time
Kind to the entire vendor team
Prepared and respectful of the space
Make their lives easier, and they’ll remember you—and recommend you.
Introduce Yourself Thoughtfully
If you haven’t worked at the venue before, a cold pitch isn’t the move. Skip the “can I be added to your list” line and instead try something warm and low-pressure:
Hi [Venue Team],
I’ve always admired your venue—especially the way your reception space transitions so beautifully from day to night. I’m a [your service], and I’d love to connect, collaborate, or support in any way you might need. Whether it's helping out with a styled shoot, sharing content, or just stopping by to say hello, I’d love to get to know you.
This isn’t the time to sound pushy—or worse, blamey. Never say things like:
“I’ve sent you clients and haven’t gotten any back.”
That’s a quick way to get ghosted. The goal is to build a relationship, not guilt someone into working with you.
Stay Visible Without Being Overbearing
Getting on the list often doesn’t happen after one email—it happens after multiple touchpoints. Here’s how to stay on their radar without being too much:
Tag them in relevant social posts and stories
Send professional photos or galleries after weddings
Share helpful blog posts that feature their venue
Collaborate on Instagram or reels
Send a quick “thought of you” message when something relevant comes up
Subtle, helpful, and consistent is the sweet spot.
Have Your Digital Presence Ready
If you catch their eye, the first thing they’ll do is check out your online presence. What will they see?
Make sure your:
Website is clean, modern, and easy to navigate
Instagram is active and cohesive
Brand clearly speaks to the level of clients they serve
Offerings and contact info are simple and professional
Need help polishing your digital presence? That’s my specialty—custom websites and branding for wedding pros that are clean, modern, and built to convert.
Vendor-Specific Tips to Truly Stand Out
Here’s how different vendors can go above and beyond to leave a lasting impression and earn that preferred spot—naturally.
Photographers
Offer to shoot the venue in multiple seasons or at different times of day (sunset, night, golden hour). Venues love having content that shows off their space year-round.
Ask in advance if they need photos of anything specific—upgrades, setups, signage.
During weddings, capture intentional extra shots that help the venue: food stations, lighting, room transitions.
Send the full gallery post-wedding with sharing rights, and tag them in sneak peeks on socials.
Videographers
Offer aerial drone footage of the venue when possible.
Provide a discounted rate for a promotional video if they’re in need of one.
Collaborate with them on Instagram by tagging them in short vibe-driven clips—cocktail hour energy, guests enjoying the food, a glowing night shot.
Capture and share the feel of the space.
Florists
Share and tag the venue in content that highlights their space: ceremony setups, ballroom shots, entry installations, etc.
Even behind-the-scenes content is valuable—venues want to show real moments.
If you write blog posts about weddings, be sure to include the venue and DM them the post when it’s live. It helps them, and gives couples floral inspo tied to that specific venue.
Consider creating a dedicated page on your website featuring your work at different venues. It makes it easier for couples to visualize and also becomes a go-to tool for venue coordinators when clients ask for floral inspiration.
Stationery Designers / Calligraphers
Offer a custom discount code for the venue’s clients (i.e. “MadisonMansion10” for 10% off invites).
Show the venue how your work supports their couples:
Menus that showcase entrée choices
Invitation suites that feature an illustration of the venue (this is a hot commodity)
Post this content to Instagram and tag the venue so their clients are exposed to your work.
If you offer add-ons like signage, menus, or escort cards, highlight those offerings—venues often get questions from couples about where to find these items.
Hair & Makeup Artists
If you’re using the venue’s bridal suite, share beautiful BTS content that makes the space shine.
Be on time, stay on schedule, and maintain open communication with the planner or coordinator—it gets noticed.
Showcase diverse looks and real client moments to help the venue feel confident recommending you to any couple.
Rental Companies / Stylists
Offer to create styled shoots that show off different areas of the venue (lounge setups, sweetheart tables, etc.)
Capture and share content that transforms the venue and shows how your rentals elevate the space.
Tag and credit the venue whenever you share this content—especially if the look is something their couples often ask about.
Officiants / DJs / Planners
Be in sync with the venue’s flow and timeline.
Share your ceremony or reception setup content and tag the venue.
Follow up after the event with a kind note or shoutout—it’s rare and so appreciated.
Look for ways to shout out the venue publicly (stories, testimonials, etc.) without asking for anything in return.
Ask if they want to collaborate on content together (Instagram lives, happy hour Q+A’s, etc.).
Final Thoughts (from Someone Who’s Been On the Venue Side)
Getting on a preferred vendor list isn’t about chasing—it’s about aligning. Show that you understand the venue, that you care about the experience of their clients, and that you’re a teammate—not just another vendor.
Be consistent. Be professional. Be generous.
And the right venues? They’ll take notice.
Want to make sure your digital presence reflects the level of work you do?
Let’s polish your brand and website so when a venue clicks your name—they’re impressed.