The Vendor Checklist I Wish I Had When Planning My South Asian Wedding
Written by: Disha Patel
South Asian weddings aren’t just “book a photographer, a caterer and you’re done.” They’re multi-day events with cultural traditions and so many logistical layers that no one really warns you about. Here’s the full vendor checklist I wish someone handed me when I first started planning so I could plan ahead. This will help you avoid the last-minute panic that comes when you realize you forgot to book a crucial vendor!
1️⃣ Photographer & Videographer 📸🎥
💡 These two are with you for every ceremony, every emotional moment, and every dance floor takeover.
• Photographer – Look for someone familiar with key cultural moments like varmala, milni, or mangalsutra ceremonies.
• Videographer – Ideally someone who can capture long Hindu, Sikh, or Muslim ceremonies without missing emotional moments.
✨ Pro Tip: If your wedding is multi-day, make sure your photographer offers haldi/ganesh puja and mehndi coverage, not just the main wedding & reception.
2️⃣ Decorator & Floral Designer 🎭🌸
💡 South Asian weddings are known for stunning mandaps, vibrant stage decor, and dramatic floral installs. The right decorator sets the vibe.
• Mandap or Stage Decorator – For your wedding ceremony setup.
• Floral Designer – Garlands / Haars, centerpieces, bridal party bouquets, and more.
• Lighting & Draping Teams – For uplighting, fairy lights, and soft drapes to create ambiance.
✨ Pro Tip: If you’re hosting a home event like a haldi or mehndi, you may also need a tent, table, and chair rental team (which we forgot until two weeks before!).
3️⃣ Hair & Makeup Artist 💄
💡 South Asian bridal looks require artists who know dupatta settings, jewelry placement, and long-wear makeup for all-day ceremonies.
• Bridal MUA & Hairstylist – Someone who understands South Asian beauty styles.
• Additional Artists for Bridal Party – For moms, siblings, and bridesmaids.
✨ Pro Tip: If you have a big bridal party, ask about assistant fees, especially for early morning starts.
4️⃣ DJ & Entertainment 🎧🥁
💡 No South Asian wedding is complete without Bollywood hits, Bhangra beats, and a DJ who can read the room.
• Wedding DJ – One who knows how to blend Bollywood, Punjabi, Western, and fusion tracks.
• Dhol Players – For the baraat, sangeet, and even reception entrances.
• Live Musicians – Think saxophonist, violinist, or shehnai for special moments.
✨ Pro Tip: Don’t forget to budget for power fees if your venue charges for plugging into their outlets.
5️⃣ Caterers & Food Vendors 🍽️
💡 Your guests will talk about your food for years, so don’t overlook this one.
• South Asian Caterer – For authentic Gujarati, Punjabi, South Indian, or Hyderabadi dishes (or fusion!).
• Dessert Vendors – From mithai displays to modern wedding cakes.
✨ Pro Tip: Watch out for extra staffing fees for live stations (e.g., dosa counters, jalebi stations) and equipment rentals like tandoors if you want something interactive.
6️⃣ Wedding Planner or Coordinator 📋
💡 Multiple days, multiple venues, multiple moving parts = you probably need a planner.
• Full-Service Planner – For vendor sourcing, design, and full coordination.
• Day-Of Coordinator – To handle logistics and timelines on your event day(s).
✨ Pro Tip: If you’re managing it yourself, at least consider hiring a day-of coordinator for peace of mind on the main day!
7️⃣ Henna Artist (Mehndi) 🎨
💡 Your bridal mehndi is a non-negotiable in most South Asian weddings, and guests love it too.
• Bridal Henna Artist – For the full, detailed bridal henna on hands and feet.
• Guest Henna Artists – For mehndi night, so everyone gets a little love.
✨ Pro Tip: Out-of-town artists may charge for travel and minimum hourly bookings, especially for large events.
8️⃣ Baraat Vendors 🥁🐎
💡 The baraat is where the energy kicks off—you’ll need more than just a dhol player.
• Dhol Player – For that unbeatable hype during the groom’s procession.
• Horse Rental or Luxury Car Rental – Whether you’re going the traditional or modern route.
• Saafo or Pagh Tying Specialist – A must-have for grooms and close family members, especially for Sikh or Hindu weddings.
✨ Pro Tip: Some venues may require insurance or permits for horses or vintage cars on their property—ask upfront!
9️⃣ Transportation Vendors 🚌
💡 With so many guests and multiple event venues, wedding-day transportation is key.
• Shuttle Services or Coach Buses – For safely moving guests from hotels to venues and back.
✨ Pro Tip: Confirm parking fees and shuttle wait times in advance—we learned this the hard way when our hotel charged guests $20 per car overnight.
✨ The Checklist I Wish I Had
I didn’t realize how many niche vendors I’d need until deep into wedding planning—and each one makes a difference. Don’t wait until the last minute like I did!
💡 Need help finding trusted vendors who understand the South Asian wedding world? Check out Plan My Desi Wedding.
