Are you a musician hoping to book more wedding gigs and build a steady rhythm in the performance world?
Well, grab your best suit and your kindest smile, because landing a spot on a venue’s preferred vendor list is like getting the key to the kingdom (or at least to a very packed dance floor!)
Here’s how to become a preferred wedding vendor, one warm handshake, thoughtful detail, and stellar setlist at a time.
What a Preferred Vendor List Is (and Why It Matters)
A preferred vendor list is a venue’s or event coordinator’s directory that includes trusted wedding vendors for everything ranging from wedding DJs and musicians to caterers, florists, and officiants.
When clients ask for recommendations, venues often share this list.
You, my talented friend, want a spot in these directories for five reasons:
- Increase visibility and client trust
- Boost the number of gigs you book
- Grow your network
- Strengthen your client screenings
- Sharpen your skills
How to Land a Spot on a Preferred Vendor List
Getting on a preferred vendor list is a game-changer for your craft. You get more music gigs and a steady income, plus it frees you up to focus on what matters most — making killer music!
Use these seven tips to discover what venues and event planners need, and how to align your services best to become their go-to artists.
1. Develop Strong Music and Venue Partnerships
Networking with venues, event planners, and other musicians is a must.
They can refer you to wedding planners and prospective clients, getting you more gigs, exposure, and better chances at getting on a preferred vendor list. Try these tricks to cultivate your network:
- Connect with different wedding venues to explore their performance spaces
- Attend venue open houses to speak with owners and take notes on how musicians or bands perform
- Share your business card and portfolio with venue owners or event planners
- Chat with other bands and venues online via social media about their skills and how to get on preferred vendor lists
2. Build an Impressive Portfolio
Your portfolio showcases your wedding performance skills, wows potential clients, and keeps them engaged from start to finish.
It’s also a building block of trust that shows venues and event planners why they should add you to their preferred vendor list.
Some things to include when making a music portfolio include:
- Your artist bio
- Your headshot
- Performance photos and videos
- Social media links
- Positive reviews
- Links to some of your best performances
- Notable achievements
Your music portfolio should highlight your skills, music persona, and how well you interact with audiences at gigs.
3. Keep Proof of Insurance (COI) Handy and Up-to-Date
You’ll often be asked to show your certificate of insurance (COI) to book gigs. Having it ready to go can set you apart from other contenders, which makes it a must.
Venues and event planners may also ask to be added to your policy as an “additional insured.” Don’t worry, this is common! It protects them from additional liability risks when working with vendors. For example, as a musician, someone might sue you if:
- A wedding guest tripped over your electrical cord, got hurt, and needed medical care
- You accidentally damaged the flooring at a venue when your speakers tumbled off stage
- The venue was nice enough to provide mics, cables, speakers, and more, but a dropped mic became a broken one, and now they want you to pay for the replacement
Insurance is a safety net you’ll be glad you have when things go sideways. A single claim could cost thousands of dollars… Having band insurance can protect you and your bandmates from the financial fallout.
4. Be On Time, Reliable, and Professional
Just like you, venues and coordinators are running a business.
And just like you, they want to work with trustworthy partners. Showing up on time and ready to play tells venues and planners you’re dependable and professional — the kind of vendor who will deliver every time.
And when you earn that trust? The gigs start coming in steady. Here’s how to prove you’re the kind of wedding musician they’ll want on every list.
- Test equipment beforehand to ensure it’s performance-ready
- Bring backup gear, such as microphones, amps, and speakers, just in case your original gear doesn’t work or breaks during a set
- Attend all the rehearsals and collaborate with the venue staff
- Arrive at the venue two or three hours before your gig for setups, soundchecks, and to ensure you’re not late due to traffic or bad weather
- Stick to schedules and timelines to fulfill your contract and meet client needs
- Stay on top of any changes by communicating with venues or planners at least two or three days before your gig, so there are no surprises
5. Get Reviews and Testimonials
Positive reviews and testimonials show venues that you have a track record that new customers can trust. To ask for reviews without sounding pushy, approach your customers politely, thoughtfully, and at the right time.
- Ask them in the moment: After a praise-worthy performance, ask clients if they’d be willing to share their feedback in an online review.
- Write thoughtful thank-you notes or emails: Send personalized messages to venues, couples, or event planners after the wedding. Not great at writing? Use tools like ChatGPT to get pitch-perfect thank-you note scripts.
- Offer to leave positive reviews: It’s human nature to respond in kind. A venue owner or event planner is more likely to leave a good review for you if you do the same for them.
6. Offer Venue-Friendly Deals to Earn Your Spot on Preferred Vendor Lists
Tailored deals show venues and event planners that you’re invested in the relationship. This can give you an edge over the competition when it comes to getting onto a preferred wedding vendor list.
- Referral Fees: Offer a small cut of your booked gigs to venues or wedding planners that recommend you. This gives them a reason to promote you to couples and planners.
- Discounted In-House Events: Play venue-hosted events (like bridal shows or holiday parties) at a reduced rate. It’s a live audition, a networking chance, and a way to learn the space.
- Targeted Offers: Research venues’ reviews to find service gaps (like dull cocktail hours or slow seasons) and pitch a solution, such as a live acoustic set. Custom offers show you’re paying attention and willing to help.
Going the extra mile shows you’re easy to work with and focused on creating value… Which is exactly what preferred vendor lists are made for!
FAQs: How to Become a Preferred Vendor for Weddings
Do Wedding Venues Include Musicians On Preferred Vendor Lists?
Yes, many wedding venues include musicians on their preferred vendor lists. People who book these venues often want to hire other trusted pros for catering, photography, flowers, and so on.
Best of all, the venue’s recommendation is a strong endorsement that puts you at the top of the couple’s list for consideration.
Can I Still Book Weddings at a Venue If I’m Not on Their Preferred Vendor List?
Unless a venue only books from its preferred vendor list, you should still be able to perform at wedding gigs there if a couple hires you.
But the wedding venue might require you to jump through some extra hoops to get approved, like providing references, proof of musician liability insurance, and so on.
What Makes a Wedding Musician Stand Out as a Preferred Vendor?
Venues will consider adding you to their list as a preferred wedding music vendor if you stand out, especially if:
- You performed there before, followed their rules, and made a great impression
- You’re insured and can provide a certificate of insurance (COI)
- You are responsive and easy to work with
- You get great reviews from couples
