Are you planning your upcoming nuptials? Planning your wedding is an exciting journey and one of the key steps in making your dream wedding come true is booking your perfect vendors. If you’re starting the wedding planning process, you may be finding that there are SO many elements to consider when booking vendors. It is hard to know who to book, let alone when to book. We’ve created a month to month guide to help guide you through the booking process.
12 or More Months Before Your Wedding: The Early Stages
This is the early stages of planning. You are just beginning to make your first wedding planning moves. This includes creating a wedding budget, brainstorming your wedding style and theme. Before you can book these vendors, you will want to solidify these items and create a tentative guest list. Your guest count will narrow done the size and type of venue you will need to book.
Who/What to Book?
Venue: Your first priority should be booking your venue. Popular venues often get booked up to 12 months (or more) in advance, especially if you're planning a wedding during peak seasons like spring and summer. Ensure that your potential wedding venue is right for your desired season and can fit your guest count.
Wedding Planner/Coordinator: If you're hiring a planner (which we HIGHLY recommend), this is the time to meet, greet, and secure them. A wedding planner can help you with vendor recommendations and other details, making the entire process smoother. If you’re looking for someone to just help with the day of, plan on hiring a wedding coordinator to ensure everything runs smoothly.
Photographer & Videographer: These vendors are in high demand, so it's essential to book them as early as possible. Look for someone whose style matches your vision and budget.
9-11 Months Before Your Wedding: Setting the Tone
After you’ve booked your first three vendors, you’ve officially got the ball rolling. Now it’s time to research and officially select your wedding style and theme. Your theme will help drive the next vendors you’ll need to book.
Who/What to Book?
Caterer: If your venue doesn’t provide catering, it’s time to book a caterer. Be sure to sample their food and discuss your preferred menu and budget. We recommend you narrow your selection down to 2-3 caterers and determine what fits best with your overall theme, budget, and taste.
Band/DJ: Entertainment is crucial, and finding the right DJ or live band that suits your style should happen early. Popular wedding DJs often get booked far in advance. Set up a few meet and greets with potential bands or DJs. You want to get a feel for their vibe – this is an area where feel and vibe matters.
Florist: Choose a florist who understands your vision for bouquets, centerpieces, and floral installations. Start discussing themes, colors, and designs – and STAY in budget!
Rentals (if applicable): If you need to rent anything (tents, tables, chairs, linens, etc.), now’s the time to secure those rentals. Get various pricings from your local rental companies and don’t be afraid to set up a consultation to see their displays, portfolio and see fabric samples.
Bridal Attire: Shop for your wedding dress, bridesmaid dresses, and accessories. Be sure to leave time for alterations. Yes, this can be done closer to your wedding day, but depending on the designer, if the dress is ready to sell or needs to be created, you want to allow enough time to have all the alterations done (if need be).
6-8 Months Before Your Wedding: Finalizing Your Wedding Party
The details are all coming together and now it is time to start informing your guests of the good news! Start sending out your save the dates towards six months, unless you are planning a destination wedding. Then give your guests a little more time in advance.
Who/What to Book?
Groom’s Attire: Book an appointment to select the groom’s suit or tuxedo, as well as any accessories. If you’re not renting, start shopping around for the desired items for the groom and groomsmen.
Hair & Makeup Artist: Schedule a trial for your hair and makeup, and choose a professional who can bring your wedding day look to life. Narrow a few ideas that you love and share them with your artists.
Officiant: Whether you're getting married in a religious ceremony or a non-denominational one, it's important to confirm your officiant well in advance.
Accommodations: Begin booking your hotel room blocks for out-of-town guests. Or, if you don’t plan on booking or holding a wedding block of room, offer ideas such as Air-B-N-B’s on your wedding website. You want your guests to have some knowledge of the location and recommendations on where to stay.
4-5 Months Before Your Wedding: The Details Start Coming Together
You are getting closer to the big day! You are going to start finalizing your guest list and determine who will receive your official wedding invitation.
Who/What to Book?
Order your Invites: If you’re sending out wedding invitations or designing custom stationery, now is the time to finalize those details. Don’t forget your stamps and search for someone to support with calligraphy – if that’s your jam!
Cake or Dessert Vendor: Choose a cake designer and schedule a tasting session. Confirm your cake’s flavor, style, and design. If you’re planning a dessert table, set up a tasting for that and enjoy all the yummy treats!
Transportation: Whether it's a limo, a classic car, or a bus for your guests, book transportation now. It’s always great to promote safety for your guests, so call ahead and ask about hotel shuttles or set up a shuttle for your guests. Research whether your location has ride shares, such as uber and include the information for your guests on your wedding website.
2-3 Months Before Your Wedding: Tying Up Loose Ends
Your wedding planning is coming to a close! During this time you will finalize your menu and choices with your caterer, begin organizing your seating chart and you will need to send out your invitations. Sit down with your wedding planner and start creating your wedding timeline for the rehearsal, morning of, ceremony and reception. Don’t forget about planning for clean up!
Who/What to Book?
Rentals (if not already booked): If you need any additional rental items such as special decor or furniture, finalize the booking.
Rehearsal Dinner Venue: Book your rehearsal dinner venue (if you chose). You might want something intimate or casual depending on your wedding vibe. Communicate with your wedding party the expectations of the wedding rehearsal. This will ensure that your wedding party is able to get off work (if need be), or arrive on time for the rehearsal.
Final Fittings for Bridal Party Attire: Schedule final dress fittings for the bride, bridesmaids, and groom. Ensure that all accessories are purchased for the wedding party. You don’t want to wait until the last minute to ensure everyone has what they need!
1-2 Months Before Your Wedding: The Final Countdown
Ask your wedding planner (if you have one) or you will need to confirm all loose ends with your vendors. Ensure payments are made, confirm dates and arrival times with each vendor. You’ll want to confirm timelines and shot lists with your photographer and videographer. Confirm your timeline for your makeup artist and hairstylist. Meet with your wedding planner to finalize your wedding timeline, but also be prepared for it to change during the upcoming weeks.
Who/What to Book?
Obtain your marriage license. Check out with your county and make sure you have everything you need!
Finalize your playlist for the DJ or band.
Confirm final guest count with the caterer.
1 Week Before Your Wedding: Last-Minute Details
Confirm all arrival times with your vendors. Add this to your timeline. Run any last-minute errands and begin packing all the necessary items you need. Ensure all payments are complete, tips are ready for your vendors in pre-labeled envelopes, and any outstanding balances are settled. AND, if you’re writing your own vows – write them this week! Encourage your speeches for toasts to be written one week prior as well.
Wedding Day: It’s Time to Celebrate!
On your wedding day, your checklist should include enjoying EVERY moment of your day. All of your planning and preparation has come together and allows your vendors to execute all parts. Enjoy these memories and savor the day!
By breaking down your wedding planning into a clear timeline, booking your vendors in a structured way, and staying organized, you'll minimize stress and enjoy the journey leading up to your big day!
Lori Losee is the owner of Elegant Affairs, a Tacoma Wedding Planner with over 19 years of experience. We create awe-inspiring experiences—Events filled with meaning and refined elegance. Behind the scenes, our experienced team collaborates on each stage of the process, executing your vision and a wedding, celebration, or corporate event that is unique to you.