The Ultimate Guide to Booking Your Wedding Vendors in the Right Order

Planning a wedding is an exciting journey, but with so many details to consider, it can quickly feel overwhelming. One of the most common questions newly engaged couples ask is: Where do I start when booking vendors for our big day? Timing is everything when it comes to securing the best professionals for your ceremony and reception. To help you navigate the process, we’ve put together a guide on when to book each vendor, ensuring a smooth and stress-free experience.

1. Wedding Planner (Optional) – 12 to 18 Months Before

If you’re considering hiring a wedding planner, this should be your first step. A planner can help guide you through the entire process, connect you with the best vendors, and keep everything organized. Some venues even require working with a planner, so it’s good to check early.  Make sure to interview potential planners to make sure they fit your vibe and to verify their experience.

2. Venue – 12 to 18 Months Before

Your venue sets the stage for your wedding day and determines many of the other details, including the date, capacity, and overall aesthetic. Popular venues book up quickly, so securing your location should be a top priority.  Aside from the date, the venue will be the question all the other vendors ask about!

3. Photographer & Videographer – 10 to 16 Months Before

Top photographers and videographers often book out over a year in advance, so once your venue is secured, this should be your next step. These professionals capture the memories that will last a lifetime, making them an essential part of your big day.  Make sure to ask about engagement photos as well!

4. Caterer – 9 to 12 Months Before

If your venue doesn’t include catering, start looking for a caterer early. Many caterers offer tastings, so schedule those in advance to ensure you find the perfect fit for your wedding style and budget.  

5. Entertainment (Band/DJ) – 8 to 12 Months Before

The right entertainment keeps the energy alive and your guests dancing all night. Whether you opt for a DJ or a live band, book them early to get your first choice.

6. Florist – 6 to 9 Months Before

Florists need time to design and source flowers for your wedding. Once you have a vision for your floral arrangements, book your florist to ensure availability.

7. Hair & Makeup Artist – 6 to 9 Months Before

The best beauty professionals get booked quickly, especially during peak wedding season. Schedule your trial runs early to find the perfect look for your big day.

8. Wedding Attire – 6 to 9 Months Before

Bridal gowns, bridesmaid dresses, and suits often require multiple fittings and alterations. Start shopping early to allow enough time for adjustments.

9. Rentals & Décor – 6 to 8 Months Before

If your venue doesn’t provide tables, chairs, linens, or other décor items, book a rental company in advance to ensure you have everything you need.

10. Officiant – 6 to 8 Months Before

Your officiant plays a crucial role in your ceremony, so book early to ensure availability—especially if you’re hiring someone outside of a religious institution.

11. Cake & Desserts – 4 to 6 Months Before

Schedule tastings and secure your bakery to create the perfect cake or dessert table for your wedding day.

12. Transportation – 3 to 6 Months Before

If you need limousines, shuttles, or guest transportation, book it well in advance to avoid last-minute stress.

13. Invitations & Stationery – 3 to 5 Months Before

Wedding invitations should be sent out about 8 to 12 weeks before the big day. Order them with enough time for printing and assembly.

14. Favors & Specialty Wedding Vendors – 2 to 4 Months Before

If you’re providing wedding favors, photo booths, or other specialty vendors, book them with a few months to spare.

15. Final Details – 1 to 2 Months Before

Confirm all vendor contracts, finalize timelines, and ensure everything is in place for a seamless wedding day.  It’s possible that you haven’t spoken to some vendors since you originally booked, so checking it to make sure everything is on track is VERY important!

Booking vendors in the right order ensures you secure the best options and reduces stress as your wedding day approaches. Start with the essentials and work your way down the list to create a seamless and unforgettable celebration.

Looking for the perfect wedding venue? The Barn on Welcome Hill would love to be part of your special day. Contact us today to check availability and schedule a tour!