How Far in Advance to Book Each Wedding Vendor (and Why It Matters!)
Planning a wedding is like conducting a symphony—every vendor plays a unique role in creating a seamless, beautiful day. But with so many moving pieces, knowing when to book each vendor can feel overwhelming. Whether you’re planning a grand ballroom celebration or a cozy backyard wedding, timing is everything.
As a wedding photographer and videographer, I’ve seen firsthand how the timeline of booking vendors can impact your overall experience. Here’s a helpful guide to ensure you're securing the best of the best at just the right time.
12+ Months Before the Wedding
📍Venue
Your venue sets the tone for your entire day—and determines your date.
Popular venues book up fast, especially during peak seasons. Secure this first before anything else.
📷 Photo + 🎥 Video
Once you have your venue and date, booking your photographer and videographer should be next.
Many of us book out 12-18 months in advance, especially for weekends and prime dates.
👰 Wedding Planner or Coordinator
A full-service planner can help you secure vendors, design your day, and manage the budget.
Month-of or day-of coordinators can be booked closer, but top ones still fill up fast!
9-12 Months Before
🎶 DJ or Band
Music is a major vibe-setter. Start reaching out early, especially for live bands.
Pro tip: book someone who matches your energy as a couple, not just someone with good reviews.
🍽 Caterer
If your venue doesn’t include catering, book an independent caterer who fits your vision (and budget!).
Don’t forget to schedule tastings early!
👗 Dress + Attire
Wedding gowns can take 6–9 months to arrive and often need tailoring.
Bridesmaids' attire and tux rentals can follow, but give everyone time for fittings.
6-9 Months Before
💐 Florist
Your florist needs time to order specific blooms and plan installations.
Booking earlier helps with seasonal availability and design consultations.
🎂 Cake Designer or Baker
Especially important for custom cakes or if you have dietary restrictions.
Bonus: some bakeries also offer mini dessert tables or late-night treats!
🪑 Rentals + Decor
Chairs, linens, flatware, lounge sets—these go quickly for summer and fall weddings.
If your vision includes a specific look or aesthetic, don’t wait!
4-6 Months Before
🎨 Hair & Makeup
Book your artist(s) and schedule a trial run.
Your dream glam team is likely working multiple weddings each weekend.
✍️ Officiant
Whether a professional or a close friend, give them time to personalize your ceremony.
If your ceremony requires specific paperwork or religious requirements, get that squared away early.
2-4 Months Before
🚌 Transportation
Shuttles, trolleys, limos, or even golf carts—make sure your guests (and you!) can get from A to B easily.
Consider peak season traffic and events happening in your area.
🎁 Favors + Stationery
Finalize menus, escort cards, signage, and favors.
Bonus tip: This is a great time to start gathering photos and notes for your wedding album or video highlight reel!
1-2 Months Before
🍹 Bar Service (if separate from catering)
Book mobile bars, bartenders, or alcohol delivery services.
Don’t forget your signature cocktail!
🎤 Rehearsal Dinner or Post-Wedding Brunch Vendors
Lock in smaller venues or caterers for weekend-long celebrations.
Final Thoughts
Booking early isn’t just about snagging your dream team—it’s about peace of mind. The earlier you secure your vendors, the more time you’ll have to enjoy the planning process and focus on the magic of your day.
Want help figuring out when to schedule your engagement session, bridal portraits, or how to build a wedding timeline that flows beautifully? I’d love to help!
Planning your wedding should feel exciting, not overwhelming. I’ve created a free printable wedding checklist to help you stay organized, stress less, and truly enjoy every step of the journey.
Click below to download your guide and start checking off those big (and small!) moments with confidence!