If you’re newly engaged (congrats, by the way! ), you’ve probably already Googled “when do I book my wedding vendors?” and found seventeen different timelines telling you seventeen different things. Overwhelming? Totally. But don’t stress—I’m here to break it down in a way that actually makes sense.
As a wedding photographer who’s been in the thick of it with couples planning everything from dreamy backyard ceremonies to full-on destination weekends, I’ve seen firsthand how the timing of booking your vendors can totally impact your wedding day vibes. So here’s a practical, no-fluff guide to locking in your dream team without the last-minute scramble or missing out on your dream-team because someone got to them first.
12–18 Months Out: Book Your High-Demand Vendors
These are the vendors that tend to book up the fastest—especially during peak wedding seasons (spring through early fall). If you have your heart set on someone, reach out early!
- Photographer (hi, it’s me!)
- Venue
- Planner or Coordinator
- Videographer
- Officiant (if you’re not using a friend or family member)
Photographer tip: I typically book weddings 12–18 months in advance. If you’re planning a popular date (like 10/10, summer solstice, or a Saturday in September/October), don’t wait too long—reach out as soon as you have a date!
9–12 Months Out: Secure the Style & Experience Creators
Once you have the venue and vision locked in, it’s time to build the aesthetic and flow.
- Florist
- Caterer
- DJ or Band
- Hair & Makeup Artists
- Rental companies (tables, chairs, etc.)
Bonus tip: DJs and bands tend to book faster than people expect. If music is a huge part of your celebration, prioritize early outreach!
6–9 Months Out: Add the Extra Magic
These vendors are the cherry on top—the ones that make the day feel uniquely you.
- Cake or dessert vendors
- Custom signage & stationery
- Transportation (shuttles, vintage getaway cars, etc.)
- Specialty add-ons (live painters, photo booths, mobile bars, drag queens)
Photographer tip: If you’re planning something fun like a champagne tower, bounce house, or confetti moment—let your photo/video team know early so we can capture it in style.
1–3 Months Out: Final Touches
Now you’re just tying up loose ends and prepping for the magic.
- Timeline planning with your photographer & planner
- Final headcount for your caterer
- Hair & makeup trial runs
- Confirm details with all vendors
From my side: I’ll be in touch during this window to help you finalize your timeline and make sure we’re aligned on all the emotional, candid, and cinematic moments you want documented.
Final Thoughts
The truth? There’s no one-size-fits-all timeline. Some couples plan in 6 months, others take 2 years—and both can be amazing. But booking your high-priority vendors early gives you the flexibility to be picky, plan calmly, and actually enjoy the process (yes, that’s allowed!).
If you’re feeling stuck, overwhelmed, or unsure what to do next—reach out. Even if I’m not the first vendor you book, I’m always happy to be a sounding board and share my favorite recommendations. Because your wedding day should feel like you—intentional, joyful, and wildly in love.
