When to Book Your Wedding Vendors: A Realistic Timeline for Stress-Free Planning
If you’re newly engaged and wondering when to book your wedding photographer, planner, or florist, you’re not alone. One of the first big decisions couples make after setting a date is securing their dream vendor team, and timing matters more than you might think.
Some vendors book out over a year in advance, while others have more flexibility. So when should you reach out? Let’s break it down.
12 to 18 Months Before: The Core Vendors
If you have your heart set on a specific photographer, planner, or venue, you’ll want to book them as early as possible, ideally 12 to 18 months before your wedding date. High-end photographers (like me!) often book out fast, especially for peak-season weekends.
Top priority vendors to book first:
Venue (before anything else)
Wedding planner or day of coordinator
Photographer and videographer
Caterer
Most of these vendors take on a limited number of weddings per year. If you know who you want, don’t wait!
8 to 12 Months Before: The Creative Team
Once you’ve locked in your key vendors, it’s time to focus on your wedding aesthetic and experience.
Vendors to book at 8 to 12 months out:
Florist (especially if you want elaborate, seasonal designs)
Band or DJ (live entertainment books early)
Hair and makeup artists (especially for large bridal parties)
Rental companies (tables, chairs, linens, etc.)
This is also a great time to schedule your engagement session!
6 to 8 Months Before: Finalizing the Details
If you’re a little behind, don’t panic! Many vendors still have availability at 6 to 8 months out, though some options may be more limited.
Vendors to book at this stage:
Stationery and calligraphy (for invitations and signage)
Transportation (guest shuttles, classic cars, etc.)
Cake or dessert vendors
3 to 6 Months Before: The Finishing Touches
If you’re planning a wedding in a shorter time frame, this is when you’ll be finalizing the remaining details.
Last-minute vendors to book:
Officiant (if not using a religious leader or friend)
Dress alterations and tailoring
Favors and welcome bags
30 days prior to your wedding day, we will have a fun video call where we go over your questionnaire (which you’ll receive about a week prior to our call) and finalize details together. Think: where you want your first look, important notes about details, etc.
Final Thoughts: When Should You Book Your Photographer?
I recommend booking me 8 to 12 months in advance, though some couples book as early as 18 months out for peak dates. If you’re getting married in NYC, DC, or a destination like the Hamptons or Newport, I highly suggest reaching out as soon as possible, especially since dates and venues in those areas book up quickly!!
If you’re in the middle of wedding planning and haven’t secured your photographer yet, now is the time. Reach out to check availability for 2025 or 2026!
📩 Inquire today → CLICK HERE, BABY!