Seated With Love

Growth for venues

Vendor management

Seated With Love holds a venue's vendors in two lists, the preferred ones every client sees in their portal and the ones the venue keeps as its own record, each with the people and the paperwork that go with them.

What it does

  • Puts your recommendations in front of a client at the moment they are choosing a photographer, not months earlier in an attachment.
  • Keeps a second list, for your team only, of every other vendor you have worked with, so a record you are not recommending still stays with you.
  • Holds the people you actually deal with at each vendor, and lets you decide per person, and per detail, what a client is given.
  • Keeps COIs, licences and signed agreements against the vendor they belong to, with the date each one runs out.
  • Tells you which vendors need attention, naming the document that expired and when.
  • Gives you a public vendor page you can send to anyone, with no login and no portal needed.
  • Puts vendors on a specific event, showing their contacts, paperwork status and your team's notes for that event on one card.

How it works

  1. Add a vendor

    A name, a description of what a client should know about them, a website and a category. A new vendor starts private, so nothing reaches a client while you are still typing.

  2. Say whether you recommend them

    Turn Preferred on and they appear in every client portal and on your public page. Leave it off and they stay a record only your team sees.

  3. Add the people you deal with

    The owner, the coordinator, the person who actually answers on the day. Each one takes a title, an email and a phone number.

  4. Choose what a client is given

    Share a contact and their name goes across with everything you hold for them. Their title, email and number each have a switch, so you can keep any of them to your team.

  5. Keep their paperwork with them

    Upload the COI, the licence, the signed agreement. Record when it takes effect and when it runs out.

  6. Check what needs attention

    Your vendor list says which ones have nothing on file yet and which have a document that has run out, naming it and the date it expired.

What's included

What a listing holds A name, a description of why you recommend them, a link to their website, and a category to file them under.
Two lists Preferred vendors are the ones you recommend, and every client sees them. Non-preferred vendors are your own record, kept to your team and held in the same detail.
The same tools on both Contacts, documents, categories and search work the same either way. Whether you recommend a vendor changes who sees them, not what you can keep on them.
Categories Type whatever category suits your venue, then reuse it with a tap on the next vendor. A client browses the one they need.
Contacts The people at each vendor, each with a name, a title, an email and a phone number. Yours to keep first, shared only if you say so.
Sharing, detail by detail Share a contact and their name goes with them. Their title, email and phone each carry their own switch, all on to begin with, so sharing someone shares what you have for them.
Filtered before it is sent A detail you have kept back is removed on our servers, so it is absent from the page a client loads rather than hidden somewhere inside it.
Documents COIs, additional insured endorsements, workers compensation, liquor liability, business licences, health permits, agreements and W-9s. PDF, Word, JPG and PNG.
Expiry in plain language Record when a document takes effect and when it expires, and your vendor list tells you which vendors have nothing on file and which have something that has run out.
Documents stay with your team Paperwork is for your side of the relationship. It opens through a link made for that one click and good for an hour.
In every portal Your preferred list appears in each client portal on its own. You maintain one list rather than a set of recommendations per booking.
A public page Your preferred list also lives at its own address that needs no login, so you can send it to a prospect or put the link on your own website.
Vendors we provide Alongside your own lists we supply a set of vendors any venue can switch on for its clients, and they count against neither of your numbers.
One update, everywhere Changing a description or a link updates every client portal and the public page at the same moment. No reissued PDF.
On an event Put vendors from either list on the event they are working. Each card shows their contacts and whether their paperwork is current, and opens the full vendor page. A vendor you have not listed yet can be created right there and joins your lists.
Notes per event Every vendor on an event has a private note for that event, such as arrival times and who to call on the day, with each teammate's writing in their own color. Clients never see it.
Any event type The same lists serve weddings, corporate events and everything else a venue hosts.

Availability

Free$0 per month Pro$49.99 per monthFree with 5+ active couples
Preferred vendors 250 250
Non-preferred vendors 1,000 1,000
Contacts per vendor 5 5
Documents per vendor 30 30
Public vendor page Included Included
Shown in every client portal Included Included
Categories Included Included

The two vendor numbers are separate budgets, so the vendors you keep on record leave your recommended list untouched.

On Pro, your subscription drops to $0 per month for as long as you keep 5 or more active couples on the platform.

Works with

Common questions

What is a preferred vendor list for a wedding venue?

It is the set of photographers, florists, caterers and other suppliers a venue recommends to its clients, usually because they already know the building and work well in it. In Seated With Love that list lives in the product, shown inside every client portal and on a public page you can share.

Does Seated With Love include vendor management?

Yes, on both the free and the Pro plan. You get the recommended list every client sees, a separate record of the vendors you work with privately, contacts for the people at each one, and a place to keep their insurance and licences.

What is the difference between a preferred and a non-preferred vendor?

A preferred vendor is one you recommend, so they appear in every client portal and on your public vendor page. A non-preferred vendor is your own record of someone you have worked with, kept to your team. Both hold the same contacts and documents, and you can move a vendor between the two at any time.

What does a client see of a vendor contact?

Only what you share. A contact is yours alone until you switch sharing on for them, and then their name goes across with whatever you hold for them. Their title, email and phone each have a switch, so you can pass on an email and keep a mobile number to your team.

What happens when I stop working with a vendor?

Move them to your non-preferred list. Clients stop seeing them straight away, in every portal and on your public page, and everything you built up stays with you: the description, the contacts and their paperwork. If you work with them again, move them back and your sharing settings return with them.

Where do vendor insurance certificates and licences go?

On the vendor. Upload a COI, a licence, a permit or a signed agreement, record when it takes effect and when it runs out, and your vendor list will tell you which vendors have nothing on file and which have a document that has expired, naming it and the date.

Can I record which vendors are working a specific event?

Yes. In Seated With Love each event has a Vendors tab where you add the vendors working it from your preferred and non-preferred lists. Each one shows its contacts and paperwork status, and has a private note for that event that only your team can see.

How many vendors can I list?

Up to 250 preferred vendors and 1,000 on your own record, the same on both plans. They are counted separately, so your private record never uses up room on the list clients see.

Put your recommendations where they get read

Start free, no credit card. Onboarding is included, so our team can load your vendor list for you.

Start free

Last updated 2026-09-28