How Vendor Coordination Works When Your Venue Is Fully All Inclusive

Planning a wedding usually means juggling a long list of vendors. When your venue is fully all inclusive, that list gets much shorter. At Novellas in New Paltz, most of the work is handled on site, so vendor coordination stays simple. Here is how it works for couples planning a wedding near Poughkeepsie.

Vendor coordination at a fully all inclusive venue works by reducing the number of outside vendors and providing one team to manage the details. Catering, bar service, rentals, cake, and sound are handled on site, while a day coordinator organizes outside vendors, timelines, arrivals, and setup throughout the wedding day.

How Vendor Coordination Works at Our All Inclusive Venue

Coordination is easier when fewer outside vendors are involved. Because our all inclusive package covers catering, bar service, rentals, and more, you deal with one team instead of many. Our day of coordinator ties the whole day together, from the vendors we provide to the few you bring, so nothing slips through the cracks.

What Our All Inclusive Package Already Covers

Our all inclusive package removes most of the vendors couples usually hire on their own. Catering comes from our own culinary team, so you never book an outside caterer. Bar service, bartenders, and a full service open bar are part of the package too. We provide the tables, chairs, linens, china, silverware, and glassware, which means no rental company to manage. Your wedding cake is included and made by The Pastry Garden, and our professional light and sound systems are already in place. On top of that, an on site designer is available to help bring your vision to life. Each of these pieces would normally be a separate contract, a separate call, and a separate arrival time. Because everything sits under one roof at Novellas, that coordination is already handled before your planning even begins, which is a big part of why our couples move through it with far less stress.

The Outside Vendors You Still Bring

Even at an all inclusive venue, a few personal vendors are still yours to choose. Most couples bring a photographer or videographer to capture the day, since these are personal choices tied to style and budget. Entertainment is the other common one, whether that is a band set up on the floor or a DJ at the small stage reserved for the DJ setup. Many couples also arrange their own florist for centerpieces, since we ask clients to handle centerpieces and seating charts. An officiant is usually booked separately as well, along with hair and makeup artists for the morning. These are the vendors that make your day feel personal, so they are the ones you stay in control of while our team helps you fold them into the schedule. Everything else is already covered, which keeps your outside list short and easy to manage near Poughkeepsie.

How Our Day of Coordinator Manages Everything

Our day of coordinator is the single point of contact who keeps every vendor on the same page. Once your outside vendors are booked, the coordinator shares your wedding timeline so photographers, entertainment, and florists all know when to arrive and where to set up. On the day itself, our coordinator greets each vendor, points them to their space, and makes sure setup runs on schedule. If a vendor has a question about power, timing, or layout, they ask our team rather than pulling you away from the celebration. This means you are not answering calls or directing traffic on your wedding morning. Instead, the coordinator handles the moving parts so you can simply arrive, get ready, and trust the schedule to our team. Having one person oversee the flow keeps the day calm and organized from the first arrival to the final song.

Sharing Your Timeline With Every Vendor

A shared wedding timeline is what keeps outside vendors and our team working in sync. Early in planning, we help you map out the flow of the day, from bridal suite arrival through the ceremony, cocktail hour, and reception. Once that schedule is set, your day of coordinator passes the key times to each vendor so everyone plans around the same clock. Your photographer knows when the first look happens, your DJ knows when introductions begin, and your florist knows when centerpieces need to be in place. On the wedding day, our team confirms these times as vendors arrive, adjusting only if something runs long. Clear timing this early removes the guesswork for everyone, which is one of the reasons couples find us easy to work with. When every vendor follows one timeline, the day moves smoothly, and you stay relaxed throughout.

Conclusion

Vendor coordination is far simpler when your venue is fully all inclusive. At Novellas in New Paltz, catering, bar, rentals, cake, and sound are already handled, so your only outside vendors are the personal ones you choose. Our day coordinator keeps them all on schedule, which leaves you free to enjoy the day. Reach out to tour our venue and plan your wedding near Poughkeepsie today.

FAQs

Do I need to hire my own caterer at Novellas?
No. Catering is part of our all inclusive package and comes from our own culinary team, so you never book an outside caterer for your wedding.

Which vendors do I still need to bring myself?
Most couples bring a photographer, entertainment such as a DJ or band, a florist for centerpieces, an officiant, and hair and makeup artists.

Who coordinates my vendors on the wedding day?
Our day of coordinator serves as the single point of contact, sharing your timeline and greeting each vendor so setup runs on schedule.

Is the wedding cake included?
Yes. Your wedding cake is included in the package and made by The Pastry Garden, so it is one less vendor to arrange.

Can I still bring my own decor and centerpieces?
Yes. We ask couples to handle centerpieces and seating charts, and you are welcome to bring your own decor or use our on site designer.