The vendor desk
by gathered co.
Because magical weddings require vendors who feel just as cared for as the couple.
A seamless experience for everyone
At Gathered Co., our mission has always been to create magical, memorable weddings. But we believe that kind of magic only happens when everyone involved is supported ⎯ not just the couple, but the vendors too!
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That's why we created The Vendor Desk, a high-touch admin and client experience service build specifically for wedding venues and vendors who want to run smoother, book faster, and serve their clients better (without the back-end overwhelm)!
What is the vendor desk?
The Vendor Desk is your behind-the-scenes team! We manage your inbox, organize your workflows, respond to inquiries, schedule client meetings, send contracts, track payments, and create a seamless experience for your clients, so you can stay focused on your craft!
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Think of us as your front desk, operations manager, and client concierge, all in one.
why it matters?
When your backend is smooth, your bookings are easier.
When your clients feel cared for, they leave glowing reviews.
When your systems work, your weekends are less stressful.
We want you ⎯ the creative, the business owner, the vendor ⎯ to feel just as valued and supported as the people getting married!
Who is it for?
→ Boutique wedding venues who don't have a full-time office team
→ Busy vendors (florists, photographers, caterers, planners) tired of managing the inbox
→ Pros who want to scale their business without burnout
→ Creative who care deeply about client experience
what's included?
lead management
→ Prompt, professional, and personal inquiry responses
→ Scheduling consultations and/or tours
→ Friendly follow-up to non-responses
→ Track inquires & conversions
booking management
→ Send proposals, contracts, and invoices
→ Track signed documents & deposit status
→ Work with clients to setup payments and send friendly reminders
→ Create seamless booking flow using your CRM
→ Answer client questions about the booking process
Client onboarding
→ Send a beautiful, branded welcome email
→ Share any welcome packets, guides, preferred lists
→ Outline next steps
Admin Support
→ Manage contract and file organization
→ Update client portals & dashboards
→ Filter inbox and flag important items
crm management
→ CRM setup & training
→ Build & optimize workflows
→ Automate processes while maintaining a personal touch
ongoing client support
→ Send reminder emails before walkthroughs and meetings
→ Check in at milestone dates
→ Review timeline
→ Gather final details
→ Send updates
→ Act as primary contact for questions
Event week prep
→ Provide a weekly brief highlighting important details for that week's weddings
follow-up
→ Send thank-you notes to clients and vendors
→ Gather testimonials and feedback
→ Organize files and photos
client facing collateral
→ Design welcome packet, service deck, and other client facing materials
→ Create email templates
→ Manage an organized and accessible template library with all of the items created that you will have access to forever
Your admin & client experience team ⎯ without the overhead
All the perks of an in-house team without the cost or hassle.
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✗ No hiring
✗ No training
✗ No managing
✗ No payroll
✗ No turnover
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Instead, you get:
✓ A client experience expert who lives and breathes weddings
✓ Full admin and communication support
✓ Systems that keep your business running smoothly
✓ Strategic partnership that scales with you
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Imagine this landing in your inbox every monday...
An easy-to-read, to-the-point weekly brief with all of the information you need, and nothing that you don't!​
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→Every detail for that week's wedding(s) including the vendor list, timeline, & team action items
→ A snapshot of your current lead pipeline
→ Overview of your weekly schedule including tours, consultations, calls, & check-in's
→ Notes and update you didn't have to chase down
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No more digging through emails, group chats, or spreadsheets. Just clarity, confidence, and space to focus on your craft.
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Let The Vendor Desk be the strategic partner you didn't know you were missing.
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