Discover the Optimal Vendor Timeline for Weddings and Events
Congratulations on your engagement! Now that you have selected a date and are dreaming of honeymoon locations, it is time to set up a timeline to help guide you to the finish line: your wedding day. How do you navigate through a stress-free journey of planning, decision-making, and budgeting, while soaking in every moment of the pre-wedding adventure? From tableware to venues, invitations, flowers, and music, there are multiple decisions to consider to make beautiful memories! You may be wondering where to begin with wedding planning and specifically, when exactly vendors need to be booked prior to the wedding. Creating a timeline takes the guesswork out of this exciting process and helps to guide you through every step of the wedding planning journey. Follow along with the planning calendar below to stay one step ahead and create an optimal planning experience!
12 to 18 Months in Advance: Book Your First, and Most Important Vendor, The Venue
Make a list of the most important vendors for your wedding, and there will be one that stands out above all of the rest of the vendors: the Venue! That’s right, according to The Knot 2025 Real Weddings Study , “82% of couples report that the venue is the vendor hired first.” Many venues book 12-18 months in advance, so it is essential to start planning by finding a venue and securing your date and time far in advance. Once the venue has been booked, the other decisions will fall into place seamlessly, such as themes and colors, reception meals and flowers, and the date and time of the wedding and reception. After securing a venue, the following vendors are also important to book at least a year in advance for optimal planning:
Photographer / Videographer
Wedding photographers and videographers are often booked up to 12-18 months in advance. Ask the venue for a list of preferred vendors, which will help you to narrow your choices to the photographers and videographers who frequently work with wedding families at that particular venue. Select the person or team who will bring your creative vision, style and theme to life, capturing your favorite moments of your special day!
Wedding Planner
Want a time-saving, stress-free way to plan your wedding? If it is within your budget, a wedding planner can provide logistical planning and problem-solving. A wedding planner should be booked at least a year in advance to help with decisions, budgets and organization. With their network of vendors, they can help streamline the entire process so you can relax and enjoy every moment.
Caterer
With limited availability, prioritize the booking of a caterer early to help you get exactly what you want for your wedding reception. This will provide you with ample time to discuss menu options, attend tastings (the best part), and receive the highest quality ingredients and menus. You may be able to lock in current pricing and figure out your budget for other essential vendors.
10 to 12 Months Before the Wedding: Florist, DJ or Band, Officiant, Hair and Makeup Artist, Rentals, and Transportation
Florist
Finding a florist and determining detailed floral arrangements almost a year in advance is recommended to secure your spot and discuss which flowers will be in season for your wedding day. Seasonal floral planning can help to save money while ensuring better quality and a greater selection of specialty blooms.
DJ / Band
To book a popular, experienced wedding entertainment band or DJ, securing the date and time early in your wedding planning process is essential. Music creates the vibe of the wedding celebration, and finding the right music team to complement your wedding theme will provide you with the type of energy and music selection that you and your guests will enjoy.
Officiant
If a friend or family member is officiating, allow enough time for getting ordained or registered before the wedding. Making this decision early on will help to personalize your ceremony and give you peace of mind.
Hair and Makeup Artist
Do you have a large bridal party (8+ bridesmaids)? If so, a hair and makeup artist can block time for the entire group, including moms and other family members. For a wedding during the peak season, these can book quickly! Booking early also allows you to prepare and practice a few looks, discovering the best look for your big day.
Rentals
Tables and chairs, dinnerware and glassware, linens, tents, and lighting are some of the considerations to make almost a year before your wedding. Specialty decor and catering equipment are additional rentals that may be required. Coordinate delivery and setup times to ensure a smooth rental experience.
Transportation
Will you be shuttling guests between locations? Do you want a specialty vehicle or several vehicles? Booking early will provide you with the best selection and pricing.
6 to 9 Months Before the Wedding: Baker, Invitations, and Dress Alterations
Baker, Invitations and Dress Alterations
With consultations to discuss wedding cake flavors, size and design, finding a baker 6-9 months makes it easier to set up tastings and coordinate timing. Creating custom invitations also takes time, and having a nice buffer of time for proofing and sending will keep you one step ahead in the planning process. Dress alterations involve first, second and final fittings, so the earlier these are scheduled, the more time is allowed to get the perfect fit for your special day!
3 to 6 Months Before the Wedding: Day-Of Coordinator, Welcome Bags, Rehearsal Dinner Venue, Favors and Gifts
Finishing Touches
Finding a Day-Of Coordinator, if you do not have a full wedding planner, will enable you to fully enjoy every moment while ‘real-time’ details are being coordinated. Welcome bags for out-of-town guests are a nice touch, along with favors and gifts for family members and friends. Book the rehearsal dinner venue 3-6 months in advance to find the best location for your private event.
1 to 3 Months Before the Wedding: Last Minute Details
Marriage License, Touch-up Services, and Final Vendor Confirmations
Lastly, make sure to get that marriage license a few months before your wedding, along with manicures, haircuts, and other services. Review contracts and make any final vendor confirmations to ensure a seamless, stress-free, and amazing wedding day!