How to approach suppliers to be on their preferred supplier list

For couples in the throes of wedding planning, their suppliers will be based on both research and recommendations. Many couples will ask certain suppliers for recommendations for others, such as a venue recommending a great photographer. We tackle how to approach your peers to be on their preferred supplier list.

Being on preferred supplier lists is ideal because it comes with word-of-mouth recommendations, increased visibility to more couples, faster bookings, and smoother processes on the day, especially if you’ve worked with other suppliers previously.

Do your homework

Getting onto another supplier’s preferred list isn’t as simple as just reaching out to one and getting on it. There is a little groundwork to do first. The most important groundwork to do is research the suppliers first. Style, price point, clientele, service values, pain points, their personal branding. Follow them on social media and really get to know their daily posting style, what their brand voice is, and if they have a niche.

Understanding these identity alignments will help you to work out if you’re a natural fit together.

Our top tip: Preferred suppliers should be a natural fit, not a forced friendship. Find ones that align with you.

Get on their radar first

We’ve all heard about the random DMs, emails, or phone calls before. You’ve probably received one, so make sure you’re not the person sending one! Get to know the supplier first. How? Engaging with them on social media is the first step. Share their posts, commenting meaningfully, and go to industry events to organically meet them.

Our top tip: Be visible, but not pushy. No one wants to team up with someone needy.

Crafting the perfect approach

Emails, DMs, the humble phone call. What is the best way to reach out to your peers? There are a few measures to take; the main priority is making it a great fit.

Email or DM structure:

• Short intro + proof of your work + why you fit their brand.
• Include recent examples that match their style or clientele.
• Make it about value, not about what they can do for you.

What to include in your emails:

• Portfolio or real wedding galleries.
• Reviews that show reliability, professionalism, communication.
• Any mutual suppliers/venues you’ve worked with.
• Your insurance, certifications, or logistics info if relevant.

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Come in hot! Offer something of immediate value

When approaching a fellow supplier about being on their preferred list, giving something back to them is key. The most obvious is that they will be included on your list. But you could also sweeten the deal even further with an offer of immediate value:

• Volunteer for a styled shoot that aligns with their aesthetic.
• Offer a trial service or test-run (e.g., florist doing table florals for a venue tasting night).
• Provide social content they can use.
• Consider a small exclusive incentive for their couples, without undercutting your value.

Work efficiently and build trust

First impressions are everything, right? Keeping a positive impression comes down to how you communicate and work. Ensure you’re responding both quickly and professionally – nothing too familiar (you’re not in a partnership… yet!). Make their life easier with clear timelines, quick confirmations, and a display of reliability.

Strengthen the relationship first, then ask

This is a business proposal, and treat it as a real one. Don’t ask a stranger! If it’s possible, collaborate on one or two weddings first, and then provide them with galleries and maybe a review afterwards.

Shout them out on social media when sharing your work of the day, and then focus on follow-ups. Send a thank-you email, perhaps with a link to your socials.

Don’t push it, though. If they don’t respond immediately, that’s okay!

For venue Greenfields, Albert Park, they are after partnerships with reliable and professional suppliers.

At Greenfields Albert Park, we look for suppliers who are reliable, communicative, and committed to delivering exceptional service. We believe strong partnerships flourish through open communication, flexibility, and a collaborative, client-focused approach to creating seamless and memorable events.

Stand out in the crowded field

It’s a saturated workplace, but if you have a unique selling point or a niche offering, you’ll be able to stand out. Consider your special techniques, cultural knowledge, or focus on sustainability to ensure your business is different from the others.

What not to do

There are a few things you should avoid doing if wanting to create a great and long-lasting business relationship with someone.

Here’s what not to do:

• Don’t cold-pitch without research.
• Don’t ask before you’ve established any form of relationship or value exchange.
• Don’t push for exclusivity.
• Don’t ignore the venue’s process — some have formal applications.

Once you’re in, maintain that relationship

Business relationships can slip away as quickly as they were formed. After you’ve decided to pair up, you’ll need to maintain that relationship.

What can you do to maintain?

• Update them on new services, new photos, or seasonal offers.
• Keep communication friendly, not salesy.
• Continue providing excellent service to their couples.
• Celebrate their wins: awards, launches, rebrands, milestones.

It’s a partnership, not a transaction

Once you’ve created a deep network, keep it alive. It’s a genuine collaboration, and should be treated as such. When you focus on value and trust, the preferred list invitation becomes a natural next step.

Meet more couples, go to where they are – Easy Weddings. Sign up today.