Wedding Planning 101: When Should I Book My Wedding Vendors?
Planning a wedding involves many moving parts, and one of the most critical aspects is booking your vendors. Each vendor plays a unique role in making your day special, and securing them at the right time is essential to ensure everything runs smoothly. Here's a comprehensive timeline to help you understand when to book your wedding vendors.
Keep in mind, this timeline is for the average engagement length of 12-18 months. Planning for a shorter engagement? Use this list to prioritize your vendor booking order.
12-18 Months Before the Wedding: The Big Picture
Venue: The venue sets the tone for your entire wedding, so it's crucial to book it as soon as possible. Popular venues can book up quickly, especially during peak wedding season, so aim to secure your venue 12-18 months in advance.
Wedding Planner: If you're considering hiring a wedding planner, do so early in the process. A planner can help guide you through the rest of your vendor bookings and ensure everything aligns with your vision.
Photographer & Videographer: Quality photographers and videographers are often booked well in advance. If you have a specific professional in mind, secure them at least 9-12 months before your wedding. These vendors play a crucial role in capturing the memories of your big day, so make sure you choose someone whose style you love.
9-12 Months Before the Wedding: Core Vendors
Caterer: If your venue doesn't provide catering, you'll need to find an external caterer. Start tasting and comparing options about a year out to ensure your favorite is available on your date.
Officiant: It isn’t official without the officiant! You will likely need to meet with your officiant several times before the wedding. Book your officiant 9-12 months out to ensure they're available for your wedding date.
Entertainment: Whether you're opting for a DJ, live band or other entertainment, it's essential to book them early. The best entertainers can be booked out months in advance, so aim for 9-12 months before your big day.
Florist: Your florist will help bring your wedding vision to life, so you should aim to start consultations and secure your florist at least 9 months before the wedding to allow ample time for pricing and design planning.
Hotel + Accommodations: Hosting a significant amount of out-of-town guests? Hotel blocks are essential early on, especially if your venue destination has limited accommodation options or your wedding will be held during a peak time of year.
Attire: Give yourself plenty of time to find the dress, as you’ll need to factor in multiple fittings and alterations. Start early to avoid rushed decisions…or rushed delivery fees for yourself, your groom and your wedding party.
Hair & Makeup Artist: Your hair and makeup artists are key to helping you look and feel your best on your big day. Book them at least 9 months in advance, especially if you have a specific artist in mind. Don’t forget to schedule a trial run to finalize your look.
6-9 Months Before the Wedding: Specialty Vendors
Cake Baker: The wedding cake is a centerpiece of your reception. About 4-6 months before your wedding, start scheduling tastings with cake designers and finalize your choice.
Rentals: While some venues, like Tamory Hall, offer inclusive wedding packages that provide tables, chairs, place settings and linens, others do not. If it’s the latter, work with your wedding planner or venue coordinator to identify what's needed and book accordingly.
Transportation: Whether it’s a classic car, limo, or vintage bus, secure your wedding transportation around 6 months out. Ensure you book enough vehicles to accommodate your wedding party and guests as needed.
2-4 Months Before the Wedding: Last-Minute Details
Stationery: While invitations should be sent out 6-8 weeks before the wedding, you'll want to finalize your invitation design and order about 2-4 months before. This timeline allows for any necessary edits and ensures you have time to assemble and mail them.
Favors & Gifts: If you're giving wedding favors or gifts to your bridal party, order these items 2-4 months in advance. This gives you time to personalize or package them as needed.
1-2 Months Before the Wedding: Final Touches
Final Walkthrough with Vendors: Schedule a final walkthrough with your venue and key vendors about 1-2 months before the wedding. This will ensure everyone is on the same page and help address any last-minute concerns.
Confirm Details: As your wedding day comes closer, make sure to touch base with vendors that were not part of your walkthrough. Now is the time to confirm fine details, share day-of timelines and ask any remaining questions.
Booking your wedding vendors at the right time is crucial to ensure you secure the vendors you want and the vendors that fit your budget. By following this timeline, you'll be well on your way to securing the best professionals for your wedding, allowing you to focus on enjoying the planning process and, ultimately, your special day.