The Essential Printed Marketing Materials Checklist for Wedding Vendors

If you’re building your print kit from scratch or prepping for the next bridal expo, start here. These are the pieces that work across almost every wedding vendor category: photographers, planners, florists, DJs, HMUA teams, caterers, venues, and more. 

The goal: cover your bases without overspending and create a set of materials you can reuse all season. 

Business cards are the fastest way to turn a quick intro into a real connection. They’re especially essential for bridal shows, open houses, and venue networking. 

A brochure or small lookbook is where you show polish. It can do the heavy lifting for your brand style, your signature services, and your client results. 

This is the stage where couples decide whether you’re “one of many” or the vendor they trust. Booking and consult prints are all about clarity, confidence, and making decisions easier. 

Business Cards That Get Kept (Not Tossed) 

A wedding vendor business card isn’t just contact info. It’s a mini brand experience. 

Ways to make your card more keepable: 

• Use a clean design with readable fonts 
• Add a QR code to your booking page or portfolio 
• Include one “signature” line: 
• “Modern wedding photography + documentary moments” 
• “Planning support from vision to vendor coordination” 
• “On-site coordination and timeline control” 

Best moments to hand them out: 

• Venue walkthroughs 
• Bridal shows + open houses 
• Vendor meetings 
• Consultations and tastings 

One-Page Service Menu / Package Overview Sheet 

This is the sheet clients reference when they’re comparing vendors after the call. 

Must-have sections: 

• Your top 2–4 services or packages 
• Starting prices or “packages begin at…” 
• What makes your process easy (deliverables + timeline) 
• Next step: how to book 

Bonus: Add a short “What to expect” line like: 

• “Inquiry → consult → contract → timeline → wedding day → delivery” 

Brochure or Mini Lookbook 

If your business is visual (photo/video/floral/design), a brochure can become your strongest closer.

What makes it work: 

• A few curated images (not everything you’ve ever done) 
• Short captions that show outcomes (“full-day coverage, no rushed portraits”) 
• Clear package breakdown 
• Testimonials from the type of client you want more of 

Optional upgrade: Turn it into a mini booklet if you want a premium “coffee table” vibe. 

Bridal shows are fast. People are collecting a lot of info from a lot of vendors. Your job is to make sure they remember you after the event and actually follow up. 

This section covers prints built for volume, visibility, and easy next steps. 

Flyers vs Postcards: Which Handout Should You Use? 

Both work, but the best choice depends on what you need your handout to do. 

Choose flyers if you want: 

• More space for packages or pricing structure 
• Room for bullet points and service details 
• A “menu-style” breakdown 

Choose postcards if you want: 

• A cleaner look and premium feel 
• A simple “book now” CTA with QR code 
• Something easy to keep in a bag without folding 

Quick rule: 

• If your pitch needs an explanation, use a flyer. 
• If your pitch is visual and immediate, use a postcard. 

Booth Signage That Pulls People In 

Your signage should answer two questions in three seconds: 

1. Who are you? 
2. Why should they care? 

High-performing booth sign messaging examples: 

• “Wedding Planner: timelines, vendors, and stress-free coordination” 
• “Documentary-style wedding photography, modern edits” 
• “Florals designed for photos, movement, and mood” 

Booth signage checklist: 

• Your brand name and service 
• A QR code that leads somewhere useful (booking link, inquiry form, portfolio) 
• One short credibility line (years, awards, featured venues, etc.) 

Leave-Behind Items That Improve Follow-Up 

The best follow-up materials are the ones that are easy to bring home and hard to ignore. 

  Easy leave-behind add-ons: 

• Stickers (great on bags, packaging, and envelope seals) 
• Small thank-you cards attached to giveaways 
• “Review and referral” mini inserts 

Event-day prints aren’t just nice touches. They reduce confusion, save time, and help the wedding run smoother. Planners benefit the most, but almost any vendor can use these for better coordination. 

Timeline and Vendor Contact Sheet (Especially for Planners) 

This is the document that keeps everyone aligned. 

Include: 

• Full event timeline (start to finish) 
• Vendor contact info + roles 
• Load-in, setup, and breakdown times 
• Key moments: ceremony start, speeches, first dance, etc. 
• Venue notes (where to park, where to enter, who to check in with) 

Why it matters: it stops last-minute chaos and prevents miscommunication between vendors. 

Vendor Meal Cards / Delivery Tags / Setup Notes (Optional but Useful) 

These prints feel small, but they can prevent big mistakes. 

Useful examples: 

• Meal cards or meal count notes for vendor meals 
• Delivery tags for florals, rentals, cakes 
• Setup instructions for decor, signage, or seating details 

Best use case: when multiple vendors are placing items in the same spaces. 

Day-Of Signage Vendors Can Provide or Coordinate 

Even if you’re not the “signage vendor,” having signage templates ready can save the day. 

Common day-of signage categories: 

• Directional signs (“Ceremony this way”) 
• Reserved seating signs 
• Photo booth instructions 
• Gift table notes 
• Vendor-only signs (“Staff entrance,” “Do not move”) 

Pro tip: Prioritize durability for event day prints since they get handled constantly. 

The best wedding vendors don’t just book once. They build a referral engine. These prints help you stay top-of-mind after the wedding and make it easy for people to recommend you. 

Thank-You Cards for Wedding Vendors (Clients + Partner Vendors) 

Thank-you cards help you close the loop professionally and keep relationships warm. 

Send to clients to: 

• Reinforce trust and appreciation 
• Encourage reviews 
• Remind them what you delivered 

Send to partner vendors to: 

• Strengthen referral relationships 
• Stay visible in the vendor network 
• Open doors to future collaborations 

Post-Event Follow-Up Cards 

These are simple cards that make your follow-up feel more premium than just another email. 

Ideas for what to include: 

• A short thank-you message 
• “Here’s your gallery link” or “Your recap is ready” 
• Review request QR code 
• Referral reminder 

Review + Referral Inserts 

Think of these as “tiny marketing tools” that work quietly. 

Keep it simple: 

• “If you loved working with us, please leave a review” 
• QR code to Google or preferred platform 
• A small referral incentive (optional)

You don’t need luxury everything. You just need your printed pieces to feel intentional, consistent, and durable enough for how you use them. 

Best Paper Picks for Wedding Vendor Prints 

Matte vs gloss (quick guide): 

• Matte: clean, modern, easy to read, less glare at events 
• Gloss: vibrant photos, strong contrast, more “pop” 

Thick cardstock vs standard: 

• Use thicker cardstock for: business cards, postcards, booth signs 
• Use standard for: flyers, high-volume handouts 

When lamination is worth it: 

• Signage that gets reused 
• Outdoor booths 
• High-touch event-day materials 

Matching Your Print Style to Your Brand 

Your materials should feel like the same brand across everything. 

Examples: 

• Minimal + modern: clean type, white space, matte finishes 
• Editorial + premium: high-res images, structured layouts, thicker stock 
• Bold + energetic: strong colors, punchy headlines, high-contrast design 
• Planner-forward: clean templates, easy-to-scan layouts, clear labels 

Consistency checklist: 

• Same logo placement 
• Same fonts 
• Same color palette 
• Same tone and tagline style

Most vendors only remember print materials when they’re already running low. A simple reorder plan saves you from last-minute stress, rushed decisions, and inconsistent branding. 

When to Restock Your Printed Materials 

Restock checkpoints: 

• Before bridal show season 
• Before peak wedding months 
• After a big booking push or marketing campaign 
• Anytime you’re below your “minimum stash” 

Easy rule: reorder when you hit 25% remaining. 

A Simple Vendor Print Inventory Checklist 

Keep a running list so you always know what you have on hand. 

Track: 

• Business cards 
• Postcards/flyers 
• Service overview sheets 
• Brochures/lookbooks 
• Signage pieces 
• Thank-you cards 
• Stickers/inserts 

Storage tip: Keep a small “grab-and-go” kit in your car or event bag for networking.

A polished print kit helps you stand out, book faster, and stay memorable. Start with must-haves, then build into event-day and referral prints so you can show up prepared at every wedding and every networking opportunity.