Preferred Vendor List vs. Approved Vendor List: Learn the Difference

Let us guess: You've narrowed it down to a few favorite venues and are currently weighing the benefits and drawbacks of each. As you get into the details, you might see the terms "preferred vendor list" and "approved vendor list" pop up. According to The Knot 2025 Real Weddings Study, 30% of couples booked vendors from a preferred or approved vendor list last year, so chances are, you've seen the phrases floating around. Before you commit to a venue offering a wedding pro roster like this, you should know the basics of each to see if one, the other or neither align with your wedding goals. But hey, if you arrived at this article with a venue you love that includes a preferred vendor or approved vendor list in their package, don't worry. We're digging into how to navigate them here too. Get equipped to crush your wedding vendor checklist (in whatever form it may come) below.

In this article:

• Difference Between an Approved and Preferred Vendor List?
• Preferred Vendor List: What Is It? | Benefits | Drawbacks
• Approved Vendor List: What Is It? | Benefits | Drawbacks
• Preferred and Approved Vendor List FAQ

What's the Difference Between an Approved and Preferred Vendor List?

The most significant difference between approved and preferred vendor lists is that the former is strict and the latter is flexible. If there's a note about an approved vendor list in your wedding venue contract, you'll be required to hire only pros included in that directory, with very few exceptions. Conversely, a preferred wedding vendor list is more of a recommendation than a requirement. The list provider would ideally like you to choose vendors from the docket, but you're also free to curate your vendor team as you wish.

Photo: Calenrose

Guide to Preferred Vendor Lists

Now that you can explain the general difference between an approved vendor list and a preferred vendor list (if any of the other betrothed babes in your life ask), it's time to decode the finer details. Find the essential info you should know about preferred vendor lists below.

What's a Preferred Vendor List?

A preferred vendor list is a collection of vetted vendors that your venue or wedding planner suggests (not requires) that you use. The wedding pros chosen to be on this list are those your venue or planner has previously worked with (usually multiple times) and those that they have built some trust and rapport with after numerous positive collaborations. A couple could choose to include all, some or none of the businesses on a preferred vendor list—there's no rule. A wedding preferred vendor list typically includes options for catering companies, photographers, entertainers, florists, rental companies and transportation providers.

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Benefits of a Preferred Vendor List

Preferred vendor lists offer guidance as well as flexibility, which is much appreciated by couples. These dockets provide a helpful jumping-off point into wedding pro research for engaged pairs, as each vendor on the preferred list likely matches the overall vibe of your venue or planner, and has their stamp of approval. Essentially, couples can trust the pros on this list to be prompt, positive and have the skills to pull off a celebration that's up to the standards of the list provider. For example, you might hire a wedding planner who's known for designing super-cool, avant-garde weddings—the planner could implement a preferred vendor list with other pros they know can successfully match their aesthetic and quality of work, thus removing a variable of chance for the planner.

"Vendors love being on a preferred list, as it's a great way to get new clients by connecting with couples they may not have met otherwise," says Jove Meyer, owner and creative director at NYC-based Jove Meyer Events. A diverse, well-rounded contact sheet gives talented pros in the area more exposure—and potentially more business.

Similar to all-inclusive wedding venues, working with a preferred vendor list can sometimes help couples manage their wedding budgets. As a hiring incentive, the vendors on the list might offer a small discount if you choose their business instead of an outside vendor. Regardless, you should still brush up on the typical cost of wedding vendors in your area to get a baseline. The easiest place to find this info: The Knot Budget Advisor.

Drawbacks of a Preferred Vendor List

"Oftentimes, preferred vendor lists don't provide vendors from an array of different backgrounds and cultures, but I hope to see this change in the future," says Jennifer Price, CEO and owner of Event Shoppe Chicago. If you don't feel like the preferred vendors on the list represent your values or needs, take advantage of the flexibility offered and do some outside research. Another drawback: Even though a preferred vendor list is designed to be a time-saver for couples, you might feel pressured to look into every vendor on that list and assemble your own collection of prospective options. Thoroughly assessing each potential pro is super important, but don't feel pressured to use the list if the siren song of wedding personalization is calling to you. Like we said: A preferred vendor list is a suggestion, not a requirement.

Guide to Approved Vendor Lists

Both preferred and approved vendor lists allow your wedding venue or planner to have input on the other vendors you're hiring, but approved lists are much stricter. Get familiar with the meaning of the term "approved vendor list" as well as the pros and cons here.

What's an Approved Vendor List?

An approved vendor list is a document provided by a venue or planner that offers a limited selection of vendors that you must choose from if you hope to work with said venue or planner. Approved vendor lists will typically include one or two options in each vendor category and couples are required to stick to the list. Occasionally, you can pay an additional fee and, likely, jump through some additional regulatory hoops to hire an outside vendor (aka: a pro that isn't on the approved vendor list). This applies whether the outside vendor is a specialty pro that wouldn't typically show up on an approved vendor list (think: a tarot card reader for your reception) or one that already fits into one of the list's existing categories.

Benefits of an Approved Vendor List

If a vendor has landed on an approved vendor list, each pro mentioned in the docket has undergone some kind of verification and vetting, so couples can get some relief knowing that the folks on these lists know their venue inside and out, or are used to their wedding planner's workflow. A wedding venue might require you to use their approved vendor list for insurance or business partnership reasons, especially if the venue has expensive or irreplaceable features (like centuries-old details in a historical ballroom). Thus, you won't get caught in the wedding insurance coverage crossfire as you otherwise might if you hired a vendor that compromised said irreplaceable feature.

"Vendor lists consist of specific vendors or creative partners that a vendor or venue enjoys working with," says Desireé Dent, owner of Chicago-based Dejanae Events. "[The venue or planner] has vetted them via an interviewing process and has checked out their professional credentials." Basically, approved vendor lists are a time saver (and these lists will likely resonate with couples drawn to the ease of an all-inclusive venue). The limited options could feel more freeing to some, since they reduce decision fatigue. Plus, since the type of list is so limited, every vendor mentioned will probably have experience working with one another, making for a smooth execution.

Drawbacks of an Approved Vendor List

The biggest con in terms of approved vendor lists is that they're incredibly limiting for both couples and vendors in the area, leaving little to no room to customize. They're tailored to facilitate a successful wedding, not a bespoke celebration. On that same note, you might not feel aligned with some pros on this list in regard to aesthetic or ethos. If you have a specific request in mind that extends beyond the list, ask your venue or planner if they'd be willing to expand their services to meet your needs—chances are, they'll be eager to give it a try. And if not, you'll potentially have more leverage to find a vendor who can. "The vendors you choose help to carve and create the perfect wedding day, and you shouldn't be limited to a list that never changes," says Price. And as aforementioned, there will probably be an extra cost associated with going off-list.

If you already anticipate you'll want to do a touch of tweaking to, say, your top-choice venue's approved vendor list before you book, get ahead of the issue and negotiate changes before signing your contract. Meyer definitely encourages couples to consider additional vendors, if necessary or allowed. "Do not limit your exploration and research only to that list," he says. "You need to make sure your wedding vendors align with your style, personality, budget and values."

Another thing to keep in mind: Some lists are, first and foremost, a business transaction. Certain collections of approved vendors are comprised of pros who pay the venue in return for an exclusive contract agreement. "This simply means the vendor paid money to be on the list, versus going through an interviewing process and showing their credentials," says Dent. It's something to be cautious of, because these vendors aren't being recommended based on their performance, and this financial requirement can sometimes exclude talented local pros. As always, it's a good idea to ask for full transparency before moving forward (add a note to your slate of questions to ask a wedding venue about this).

Photo: Vivid Symphony

Preferred and Approved Vendor List Frequently Asked Questions

What's a vendor list? You're already an expert on the main points. We'll get a little more granular here to ensure you're well equipped when met with these lists.

How Are Preferred or Approved Vendor Lists Created?

Preferred and approved vendor lists are usually created based on trust and experience. Once a venue or planner has had enough positive encounters working with a particular pro, they'll likely add them to their list. These dockets generally include tried-and-true vendors that have proven they can follow through with their promised services. In some cases, the approved vendor list is part of a paid business partnership, where the vendors split a portion of your payment. If you're signing a contract that includes an approved or preferred vendor list, be sure to ask about how the list is actually created so that you know all of the details up front.

Can You Only Use Vendors on a Venue's Preferred or Approved Vendor List?

Whether or not you can hire outside vendors will depend on the type and specifics of the vendor list and your contract negotiations. For preferred vendor lists, it's fair game. If you want to work with a vendor who isn't on the approved vendor list, you could be required to pay a fee or provide extra paperwork, such as proof of an insurance policy for the potential vendor. In some cases, working with an outside vendor might not be allowed at all. Before committing to a wedding venue or other vendor, it's important to read every contract closely so that you can make an informed decision to book or look elsewhere.

"Just because the vendor is on a preferred list, it's still your obligation to conduct your own investigation and research of the vendor before going into contract," says Dent. "Make sure to have an in-person or virtual meeting with them to understand their business dynamics."

How Can You Find Outside Vendors?

Stepping out of the vendor list box (even just a little) is always smart if personalization is a priority for you. The Knot Vendor Marketplace is a great spot to start your search—just input your wedding area and play around with the filters (like price, capacity, on-site amenities and more) to see who suits your specs. You can also filter your results to view vendors of diverse backgrounds, from BIPOC pros to LGBTQ+ experts, if supporting vendors of marginalized groups is a priority for you (spoiler: it should be). You can also filter by veteran-owned businesses, women-owned businesses and award-winning businesses.

"By hiring and working with allies, you empower them and the communities they come from," says Meyer. "Rather than assuming my vendors and partners stand for what's right, I want them to make it clear to me and my couples so everyone is proud of who they hire and what those people represent."

Your wedding planner is another valuable resource that shouldn't be left untapped: "Wedding planners' careers are centered around our relationship with our creative partner," says Meyer. "We get to know your style, personality and vibe, and match you accordingly." Price agrees, noting that she doesn't use preferred vendor lists, but rather grows a diverse personal network of local pros so she can keep track of wedding vendors that might resonate with her pairs: "We pride ourselves on connecting with a wide range of vendors so that we can find the perfect vendors for all our couples."

Lastly, your social network (both online and offline) is a great spot to finish up your search. Many vendors use an Instagram page as a portfolio, so if there's someone you'd like to see more work from, look 'em up. Dent recommends asking friends and family for recommendations. "But make sure to check [any vendor's] reviews and credentials before hiring them," she says. "You want to choose your vendor team wisely." Hiring your vendor team is an opportunity to live out your values, so remember to give that responsibility the time and care it deserves.

Additional reporting by Maddy Sims.