Planning a wedding is an exciting whirlwind, but if there’s one mistake I see couples make time and time again, it’s waiting too long to book their wedding vendors. And trust me, I get it—there’s a ton of conflicting advice out there, making it easy to think you have more time than you actually do.
But here’s the reality: the longer you wait, the more likely you are to miss out on your dream team. The last thing you want is to be scrambling for vendors just months before your wedding, settling for whoever’s left instead of the ones you truly love.
So, let’s break down exactly when to book wedding vendors to give you the best options and an stress-free planning experience. And if you’re looking for expert guidance to navigate it all, I’d love to help you plan a seamless and stunning wedding day!
The Ideal Wedding Vendor Booking Timeline
Booking your wedding vendors in the right order is crucial. Some vendors—like your venue and planner—need to be locked in first, while others can wait a little longer. Here’s the ideal timeline to follow:
12–18 Months Before
These are the first vendors you should secure:
Venue – Your venue sets your date, so it must be booked first. Many top venues are booked over a year in advance, especially for peak seasons.
Wedding Planner – A planner helps with vendor recommendations, logistics, and making sure you stay on track. Booking early ensures you get the best guidance from the start.
12–9 Months Before
Once your venue is locked in, it’s time to book:
Photographer & Videographer – The best professionals get booked fast, especially for popular wedding months. If you have your heart set on someone, don’t wait.
Florist – If you’re getting married in peak wedding season (spring through early fall), book your florist ASAP to secure your date.
Caterer – If your venue doesn’t include catering, find a caterer now to avoid limited availability later.
Entertainment (Band/DJ) – Live bands and top DJs book out well in advance, so don’t wait too long.
Room Blocks - Especially in places like New York City and Long Island, you’ll want to do this as soon as you have a date secured!
9–6 Months Before
At this stage, start securing:
Hair & Makeup Artist – Good beauty teams are in high demand, and you don’t want to be stuck with someone you don’t love.
Rentals – If you need specialty decor, linens, or furniture, book them now to avoid last-minute shortages.
Stationery – Custom invitations and signage take time to design, so get started early.
6 Months or Less
If you haven’t booked these vendors yet, do it now:
Cake & Desserts – Many bakeries book up early, especially during wedding season.
Transportation – Limousines, shuttle buses, and specialty cars should be booked ahead to guarantee availability.
Officiant – If you’re hiring a professional officiant, make sure they’re available for your date.
Why You Need a Retainer to Secure Your Vendors
Here’s a hard truth: No retainer = no date held.
Popular vendors can’t just “pencil you in” and hope you’ll eventually book. They need a signed contract and a deposit (aka a retainer) to officially reserve your date. Otherwise, they’ll move on to another couple who is ready to commit.
I’ve seen it happen countless times: A couple reaches out, expresses interest, and then takes months to follow up. By the time they’re ready, that vendor is already booked. Don’t let this happen to you!
Communication is Key: Don’t Ghost Your Vendors!
Wedding vendors put time and effort into consultations, emails, and proposals. If you’ve been discussing your wedding with a vendor but decide to go in another direction, just let them know.
Ghosting after multiple conversations isn’t just frustrating—it’s unprofessional. A simple, “Thanks for your time, but we’ve decided to go with another vendor,” is all it takes. Trust me, vendors appreciate the courtesy!
Misinformation is Everywhere: What Sources Get It Wrong?
A lot of wedding planning websites and forums (like The Knot and local Facebook groups) suggest booking vendors way too late, which leads to unnecessary stress and limited options. The truth? You should be listening to actual vendors—not generic planning checklists.
I can’t tell you how many couples have come to me panicked because they followed bad advice and found out their dream photographer, florist, or caterer was already booked. Don’t make that mistake!
Plan Ahead & Secure Your Dream Team!
Booking your wedding vendors early isn’t just about checking items off your list—it’s about securing the best professionals to bring your vision to life. When you book vendors on time, you avoid the stress of last-minute scrambling, get access to top-tier professionals, and ensure a seamless planning experience.
A couple in wedding attire embraces on a rocky landscape with the bride's veil flowing in the wind. Green trees and a bright sky serve as the backdrop.
Final Thoughts: When to Book Wedding Vendors
If the thought of juggling vendor contracts and booking timelines feels overwhelming, you’re not alone—I’m here to help! As a seasoned wedding planner, I know exactly when to book wedding vendors to ensure you get the best of the best without the last-minute stress.
Let’s talk about your vision and start securing your dream team today! Reach out here, and let’s make your wedding planning process smooth, stress-free, and (most importantly) exciting!
