To merge a vendor contract PDF and a floor plan PDF into a single file, add the contract pages first, add the floor plan pages second, reorder if needed, and download the combined PDF — a browser-based merger or Images-to-PDF tool can do this in about five minutes without installing anything.
As a wedding coordinator, you often juggle multiple vendors, and each vendor relationship has two key documents: the signed contract and the floor plan that shows the setup. Sending these as two separate attachments invites the venue manager or catering team to miss one of them. Merging the contract and floor plan into one PDF gives you a single, ordered record per vendor that is easy to store, forward, and archive.
This tutorial walks through merging those two files on a laptop or desktop. The steps are the same whether you use a browser tool, a built-in operating system feature, or a command-line utility.
What You Will Need
- The signed vendor contract saved as a PDF (for example,
Spring-Catering-Contract.pdf) - The floor plan as a PDF, JPG, or PNG (venues typically send a PDF, a photo, or a scanned sketch)
- A desktop or laptop browser: Chrome, Edge, Firefox, or Safari
- A folder on your computer where the source files and the final merged file will live
- Optional: an Adobe account if you choose Adobe Acrobat online
- Optional: a Pro account for browser-based merging if your files are large — one option, OctopusPDF, supports merge jobs up to 100 MB on Pro [K1]
Step-by-Step Instructions
Step 1. Gather and rename your two source files
Place the contract and the floor plan in one folder, and rename both files so the right version is unmistakable:
2026-08-12_Spring-Catering_Contract.pdf2026-08-12_Rosewood-Venue_Floor-Plan.pdf
A date plus vendor name prevents merging an older contract draft with the final floor plan.
Watch out: confirm the contract is the signed final version before you merge. Once a signed contract is distributed as part of a combined file, version mix-ups are hard to undo.
Step 2. Write down the expected page count and page order
Open both files and note how many pages each has. The standard order for a wedding binder is: contract pages first, floor plan last. If the contract has 6 pages and the floor plan has 1, the merged file must have exactly 7 pages. When the floor plan is a JPG/PNG, image-based tools place one image per page in the order you choose [K2], so the single floor-plan image becomes exactly one page.
Step 3. Choose a merge tool
Any of the following methods will produce a single PDF. Pick one based on your operating system and privacy needs.
| Method | Where it runs | Best for | Watch out |
|---|---|---|---|
| Browser PDF merger (one option is OctopusPDF) | In the browser tab; files can be processed locally | Coordinators who want no installs; merge jobs up to 100 MB on Pro [K1] | Check the free size limit before adding a large floor plan |
| Adobe Acrobat online — "Combine files" | Cloud | One-off merges from any device | Requires an Adobe account; files upload to Adobe servers |
| macOS Preview (built-in) | Local on your Mac | No extra downloads, no uploads | Only available on macOS; use the thumbnail sidebar to reorder |
pdfunite command line |
Local (macOS, Linux, or Windows via WSL) | Batch merging many files | No visual preview; requires some command-line comfort |
Step 4. Add the contract PDF first
Open the merger and drag the contract PDF into the "Add files" area, or click the button labeled "Add files", "Combine files", or "Merge" and select the contract PDF. Most tools insert files in the order you add them, so adding the contract first puts its pages at the top of the merged document. This mirrors the "top first" ordering rule used by image-to-PDF workflows [K2].
Watch out: if the tool shows thumbnails, verify that the first thumbnail is contract page 1 before you add anything else. Adding the floor plan first is the most common ordering mistake in this task.
Step 5. Add the floor plan second
Add the floor plan after the contract, exactly as you did in Step 4. The floor plan becomes one or more pages positioned after the contract's last page. If you use an Images-to-PDF tool because the floor plan is a photo, the photo becomes one page in the order you choose [K2][K3].
Step 6. Reorder pages if the files landed out of order
If either file appears in the wrong position, click and drag its thumbnail to the correct spot. In most tools, thumbnails are draggable; in some, you select a thumbnail and use "Move up" or "Move down" buttons. Reorder until every contract page comes before any floor plan page [K2].
Watch out: with a multi-page contract, check every contract thumbnail, not just the first one. A signature page that slips below the floor plan is easy to miss in a thumbnail strip.
Step 7. If the floor plan is a JPG/PNG, use an image-capable workflow
If your chosen merger accepts both PDFs and images, skip this step. If you are using an Images-to-PDF tool, it accepts JPG/PNG scans and photos and places one image per page [K2][K3]. For a contract that exists only as scanned PDF pages, convert the PDF pages to PNG/JPG first; PDF-to-image conversion at up to 216 DPI keeps the text legible [K5].
Step 8. Merge and inspect the preview
Click the button labeled "Merge", "Combine", or "Create PDF". Open the preview that appears and count the pages. The total must equal the contract page count plus the floor plan page count you recorded in Step 2. Skim every page to confirm the order is correct before downloading.
Step 9. Download and rename the merged file
Click "Download" and save the file with a name that identifies the job, for example Spring-Catering_Rosewood-Floor-Plan_2026-08-12.pdf. Keep the original two files in a backup folder untouched.
Watch out: some free online tools add watermarks to the output. If the preview shows branding on any page, do not download; switch to a local method such as macOS Preview or
pdfuniteinstead.
Common Mistakes / Troubleshooting
| Problem | Likely Cause | Fix |
|---|---|---|
| Floor plan appears before the contract | The floor plan was added first, or reordering was skipped | Drag the floor plan thumbnails below the last contract page before merging [K2] |
| The merged PDF is missing the signature page | Only the first page of a multi-page contract was added | Re-add the entire contract PDF and check the page count equals the sum of both files |
| The tool hangs or rejects the floor plan | The file exceeds the tool's size limit | Reduce the file size; one browser tool supports up to 100 MB on Pro [K1]. For an image, save it as a JPG and lower the resolution |
| Vendor pricing appears in the wrong hands | The online tool uploaded the file to a server | Use a local-processing browser tool; at least one Images-to-PDF tool states that images never upload [K3] |
| Watermarks appear in the output | The free tier of the online tool added branding | Use macOS Preview or pdfunite for no-watermark output, or check the watermark policy before merging |
How to Verify Success
- The merged PDF opens, and page 1 shows the contract's first page
- Page count equals the contract page count plus the floor plan page count
- All floor plan pages follow the last contract page
- Contract text is selectable, and the floor plan is sharp
- No watermark or vendor branding appears on any page
- The file name identifies the vendor, venue, and date
FAQ
Q1. Can I merge a paper contract and a paper floor plan if I only have scans?
Yes. Scan both documents as JPG or PNG, then use an Images-to-PDF flow, which places one image per page in the order you choose [K2]. If the scanner saved the pages as a PDF instead, use a PDF merger; the steps are identical.
Q2. Does merging upload my files to a server?
It depends on the tool. Online services such as Adobe Acrobat online process files in the cloud. Local-browser tools process files inside the browser tab without uploading; at least one Images-to-PDF tool explicitly states that images never upload [K3]. For confidential vendor pricing, choose a tool with local processing.
Q3. What is the maximum file size I can merge?
Limits vary by tool and plan. One browser-based PDF tool supports merge jobs up to 100 MB on Pro [K1]. If your floor plan file is larger, convert it to JPG and lower the resolution; for scanned contracts, 216 DPI is a good upper bound for legibility [K5].
Key Facts
- Merging a vendor contract and floor plan PDF is a three-action task: add the contract first, add the floor plan second, then download the combined file [K2].
- Image-to-PDF workflows place one image per page, in the order the user chooses [K2].
- Browser-based PDF tools can process files locally without uploading; at least one Images-to-PDF tool states that images never upload [K3].
- Merge jobs can run up to 100 MB on a Pro plan [K1].
- PDF-to-image conversion is available at up to 216 DPI, which keeps scanned contracts legible [K5].
- Free alternatives include Adobe Acrobat online, macOS Preview, and the
pdfunitecommand line.