Planning your dream wedding is so exciting, but it can also feel overwhelming when you realize just how many vendors are involved in bringing your big day to life. From photographers (hi, that’s me!) to florists, caterers, DJs, and beyond — timing is everything when it comes to booking the right team.


So, when is the perfect time to hire your wedding vendors? Let’s break it down so you can feel confident and on top of your planning timeline.

 

Rows of white folding chairs line a path in an outdoor garden venue with palm trees and greenery.

First Things First: Start with Your Wedding Date + Venue


Before anything else, lock in your wedding date and venue. These two decisions will shape the rest of your vendor timeline. Most vendors need to know where and when the wedding is before they can commit.


📍 Book your venue: 12–18 months before the wedding. Popular venues book up quickly, especially during peak seasons.

White wedding ceremony setup with chairs and archway on a lush green lawn surrounded by evergreen trees.
Rustic wooden bar with exposed brick walls, round mirror, and paper lantern lights in an industrial-style event space.

Next Up: Book Your High-Priority Vendors Early (9–12 Months Out)


These are the vendors who usually book up far in advance, especially if you’re getting married during spring, summer, or fall weekends. I recommend reaching out to:


Photographer & Videographer 📸🎥

(Many couples book me a year or more in advance — especially if your date is in high demand!)

Wedding Planner or Day-Of Coordinator 📝

Even if you’re DIY-ing most of your day, having someone help pull it together is a game-changer.

Caterer & Bar Service 🍽️🍸

If your venue doesn’t include these, book early — especially if you're going with a trendy food truck or local favorite.

Entertainment (DJ or Band) 🎶

Great DJs and bands can really set the tone for your celebration — and they go fast!

A white lace wedding dress hangs from a wooden beam in a rustic cabin with hardwood floors and windows.
Top-down view of a hexagonal glass container with a piece of copper and blue cylindrical object inside.
A white wedding dress with lace details hangs on display in a rustic venue under warm string lights and greenery.

Mid-Tier Bookings (6–9 Months Out)


Once the core vendors are booked, it’s time to focus on the next layer of your wedding dream team:


Florist 🌸

Especially if you want someone known for custom, seasonal arrangements.

Hair & Makeup Artists 💄💇

Your glam squad can make or break how you feel on your big day. Book a trial too!

Rental Companies 🪑

Think tents, chairs, lounge furniture, tableware — especially if your venue is more of a blank slate.

A rustic wooden bar counter with exposed brick walls, round paper lanterns, and industrial-style lighting in a cozy venue space.

Last But Not Least (3–6 Months Out)


These vendors are still important, but you usually have a bit more flexibility in booking:


Cake or Dessert Vendors 🍰

Schedule tastings around this time and finalize your design.

Transportation 🚐

Whether it’s a party bus or a classy car for your getaway, now’s the time to book.

Officiant 🙏

If you're hiring someone outside your family/friends, find a licensed officiant who matches your vibe.

Stationery & Signage 🖋️

Order your invitations, place cards, and signs with enough time for proofing and printing.


A white plate with gold flatware and a rust-colored napkin arranged with lavender and a decorative name card.
Rows of layered cake desserts topped with fresh berries and cream on display in a bakery case.

Pro Tips from a Wedding Photographer


Don’t wait to book your dream vendors. If you have your heart set on someone, reach out early. The best vendors tend to fill their calendars quickly.

Prioritize what matters most to you. Whether that’s photography, food, or florals — make space in your timeline and budget for what matters most to you.

Ask for recommendations! I’ve worked with some amazing local vendors who consistently go above and beyond. If you’re still building your vendor list, I’d love to share some favorites.