One of the biggest challenges in wedding planning is figuring out when to book each vendor. Book too late and your dream team might already be taken. Book too early and you might feel rushed before key decisions, like your date or venue, are finalized.
The truth is, timing is everything. The best vendors, especially photographers, planners, and venues, often book out a year or more in advance. To help you stay on track, we’ve put together a month-by-month guide to when you should book each vendor so that you can plan your wedding stress-free and with confidence.
12+ Months Before the Wedding: Secure the Foundation
At this stage, your main goal is to set your vision, date, and location. These early decisions will affect everything else.
Book:
- Wedding Planner or Coordinator: Hiring a planner early gives you access to professional guidance as you choose venues, vendors, and timelines. If you’re booking EventBay, this is the time to do it so we can help you map out the rest of the process.
- Venue: Venues book up fast, especially for popular months like May, June, and October. Choose your venue first since it determines your date and available space.
- Ceremony Location: If it’s different from your reception site, like a church or outdoor space, book it as soon as your date is confirmed.
Start Researching:
- Photographers and videographers
- Caterers
- Entertainment options such as bands or DJs
Tip: If you’re planning a destination wedding, start even earlier, ideally 14 to 18 months in advance, to allow time for travel logistics and guest accommodations.
10–11 Months Before: Lock in the Core Vendors
Once your venue and date are secured, it’s time to start booking the people who will bring your vision to life.
Book:
- Photographer and Videographer: Top photo and video teams often get booked a year out. Meet a few options, review their portfolios, and secure the one that matches your aesthetic and personality.
- Caterer: Many venues have in-house catering, but if yours doesn’t, finalize your caterer early. You’ll need them for menu tastings and planning later on.
- Entertainment: Whether you prefer a live band, DJ, or string quartet, secure your music professionals early so they can hold your date.
- Officiant: If you’re not using a religious officiant, book a professional or family friend who’s certified to perform ceremonies.
Start Researching:
- Florists
- Hair and makeup artists
- Rentals such as chairs, tables, linens, and décor
8–9 Months Before: Design and Details
Now that your key vendors are locked in, it’s time to start shaping the look and feel of your day.
Book:
- Florist: Florists can only take a limited number of weddings per weekend, especially during peak months. Booking early ensures you get your preferred designer and time to plan your arrangements.
- Hair and Makeup Artists: These pros fill up quickly for wedding weekends, so schedule trials once you’ve selected your dress.
- Rental Companies: Secure any specialty rentals you’ll need, such as farm tables, lounge furniture, or statement décor.
Start Researching:
- Cake bakeries
- Transportation such as limos, shuttles, or vintage cars
- Stationery designer or printer
Tip: Begin collecting inspiration for your floral design, color palette, and reception style. Your vendors will appreciate visuals when you discuss your plans.
6–7 Months Before: The Creative Touches
At this stage, your vision is starting to take shape. This is when you can finalize the creative elements that make your wedding feel personal.
Book:
- Cake Designer or Baker: Schedule a tasting to decide on flavors, fillings, and designs. Bakeries often require several months’ notice, especially for custom cakes.
- Stationery Designer: Start designing your save-the-dates, invitations, and signage. Custom designs require time for proofing and printing.
- Transportation: If you’re providing guest shuttles or booking a vintage getaway car, reserve these now to ensure availability.
- Lighting or Specialty Vendors: If you’re adding uplighting, neon signs, or a cold spark exit, lock in those vendors during this window.
Start Researching:
- Ceremony musicians
- Specialty entertainment such as photo booths or performers
- Favors and signage
4–5 Months Before: Style and Experience
Now it’s time to focus on your personal details and guest experience.
Book:
- Attire for the Wedding Party: Bridesmaid dresses, groomsmen suits, and alterations should be underway. Tailors and seamstresses can get busy during wedding season.
- Ceremony Musicians or Performers: Finalize your ceremony sound, whether it’s a soloist, harpist, or string quartet.
- Photo Booth or Entertainment Add-Ons: These vendors are incredibly popular for receptions, so it’s best to confirm your setup early.
- Hotel Room Blocks: Reserve rooms for out-of-town guests before prices rise.
Tip: Send your invitations around two to three months before the wedding, so this is a great time to finalize your guest list and confirm your stationery timeline.
2–3 Months Before: The Finishing Touches
Your big day is getting close, and now it’s about pulling all the final details together.
Book or Confirm:
- Final Dress Fitting: Schedule your last fitting to make sure everything fits perfectly.
- Marriage License Appointment: Research your state’s requirements and plan your timing accordingly.
- Rehearsal Dinner Venue: Secure your space for the night before the wedding.
- Transportation Schedule: Confirm timing and routes with your drivers.
- Wedding Day Coordinator (if not already booked): If you didn’t hire one earlier, this is your last chance! Day-of coordinators are essential for managing the flow of the event so you can actually enjoy it.
Tip: Confirm delivery times and final details with all vendors. Your coordinator will help ensure everyone is aligned.
1 Month Before: Confirm Everything
This is your “review and finalize” month. By now, most vendors should already be booked, but it’s time to confirm logistics and final details.
Confirm:
- Final headcount with your caterer
- Timeline with your planner or coordinator
- Photo list with your photographer
- Song selections with your DJ or band
- Seating chart and décor layout
Tip: Create a vendor contact sheet with everyone’s name, number, and arrival time. Your coordinator, such as the EventBay team, will use this to ensure everything runs seamlessly.
Final Thoughts
Planning a wedding can feel like juggling a dozen moving parts, but a clear booking timeline can make the process feel manageable and even fun.
Remember, the earlier you start, the more options you’ll have. Booking your top vendors early doesn’t just guarantee availability; it also gives you more time to collaborate creatively and personalize every detail.
And if you ever feel unsure about when to make a move, that’s where a professional coordinator comes in. At EventBay, we help couples stay organized, track deadlines, and communicate with vendors so you can focus on the joy of the journey, not the stress of the schedule.
Your wedding team is what makes your day run smoothly. Secure them early, trust their expertise, and watch your dream wedding come to life right on schedule.