When to Book Your Vendors: A Month-by-Month Wedding Planning Timeline

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!

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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.

The Dos and Don’ts of Creating a Guest-Approved Seating Chart

Are you dreading the creation of your wedding seating chart? We all know that creating a seating chart that will keep you and ALL your guests happy can be a tricky task, but with some thought and careful consideration, you can ensure that everyone is happy, comfortable and enjoying your wedding day. There are a few things to consider as you sit down and tackle this task. So, here’s our guide of do’s and don’ts to help you design the perfect seating charts that you and your guests will appreciate. 

What to DO: 

#01: Consider Relationships 
As you begin to create your seating chart, you’ll want to think about the dynamics between your guests. Plan on seating friends and family together who get along easily or know each other. You will want to avoid placing people who may not have the best history or may clash. If you have guests that are more of acquaintances or may be brand new to each other, group by shared interest, experiences, or personalities to encourage conversation and to create a fun, easy-going atmosphere. 

#02: Use a Layout that is Functional 
Make sure that your seating chart is easy to find, easy to read, and navigate. Many couples opt for a traditional seating chart on a frame, acrylic, or physical board. You’ll want to have clear labels, not only on your tables but on your chart, and ensure that the writing is neat and clear. If you’re going for a digital seating chart, ensure that your coordinator has easy access or the list is available on your wedding website. Place your seating chart near the main entrance and keep it visible and easy to navigate. It’s best practice to give your coordinator or caterers a copy of your seating chart so they can help guests who may need help finding their seat. 

#03: Think about Special Requests
You’ll want to communicate ahead of time with any guests that may need special or certain accommodations. Some guests may have special needs, such as seating the elderly, pregnant guests, or individuals with mobility issues. You want to aim to accommodate and make their seats in areas that are comfortable and accessible to whatever they need. Ensure you accommodate and plan ahead for any special requests. You can add a button on your wedding website or include it on your RSVP as a note. 

#04: Have a Plan for Children
We’ve seen many different plans for children during the wedding day. Some couples choose to have a kids’ area, where they are seated together with activities. If you are planning to create a special kids’ table or area, communication with guests and parents are key. If families have small children or babies, you may want to place them in areas that are easily accessible for strollers or even near the dance for for movement. If kids are not invited, communicate with your guest clearly on your wedding website and invitation to avoid any confusion.

#05: Incorporate your Wedding Theme 
This is a fun way to set the theme of your reception! Your seating chart will be one of the first things your guests will see upon arriving at the reception. Tie your seating chart into your overall wedding theme for a cohesive look. Whether it’s rustic, elegant, modern, or tropical, your seating chart should complement your decor and set the mood of your wedding reception. 

#06: Assign Seats, if Necessary 
Once your theme is decided, you will need to decide if you want to assign guests to tables, or if you want to assign tables and exact seats using escort cards. If you’re planning a formal affair, plan on creating a seating chart with the accompanying escort card at the table. This helps keep the guests organized and ensure that everything goes smoothly. We highly recommend you avoid open seating and assign guests a table, at the least. 

#07: Label those Tables
Along with your seating chart, you will need to clearly label your tables. Guests will need to refer to the chart to find their table and there has to be a coordinating table number. This makes it easy for guests to find their seat in a short amount of time and minimizes confusion. 

What NOT to do: 

#01: Don’t make it Complicated 
We love creative seating arrangements, but complicated isn’t always better. Keep it straight forward and consider your guests’ relationships. When it comes to planning, don’t overthink it. Keep your overall chart simple, and don’t allow it to bring you stress. Seat guests where they will feel comfortable and enjoy their evening and keep it simple to avoid overwhelmed guest or confusion. 

#02: Don’t Ignore Friendships or Groups
You want your guest to feel comfortable and have a good time. If you know that there are groups of friends that would prefer to sit together - make it happen. Don’t place people who don’t know anyone else at their table unless necessary, too. It’s hard to be the odd man out that is on the outside of a group. If the group is large, split in half and add other guests that would feel comfortable and have common interests. Try not to isolate shy guest, or create uncomfortable situations in a group of strangers.

#03: Keep it Current and Communicate Changes
If there are any last-minute changes to the seating chart, make sure to inform everyone that must know. Updated seating charts should be displayed at the venue so guests can quickly find out if there were any adjustments made. Your guests list and seating chart should be one of the last things you create after your final guest count is in (but don’t wait until the day before!)

#04: Forget about Allergies and Dietary Restrictions
The last thing you want on your wedding day is a medical emergency. Factor in dietary restrictions, allergies, or preferences when making the eating chart, especially if you’ve given guests a choice of meal options. Don’t overlook these details, your guests’ safety comes first.

#05: Don’t Seat Everyone in the Same Age Group
It may sound like a great idea to place all the folks in their 20s together. But, we are a big fan of mixing the age groups at each table. This not only encourages interaction across generations, but it prevents any table from feeling too homogeneous. In addition, shared interests can be across many ages and spark new conversations. 

#06: Don’t Forget to Acknowledge your VIPS
Who are your wedding VIPS? You will want to give extra thought to your special guests. This includes parents, grandparents, aunts, uncles, wedding party, and close family friends. You will want their tables placed carefully, and having a special note on their table is always a special touch for them. You want your VIPS seated in a place of honor to make them feel valued at your wedding celebration. 

Creating a seating chart is an important part of wedding planning, and it can have a big impact on the overall experience. By following this simple outline, you can create a seating arrangement that works well for everyone and contributes to the success of your big day! Make sure to stay organized, consider your guests' needs, and communicate effectively, and your seating chart will be a success.

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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.

How to Create a Comfortable Atmosphere for Out-of-Town Guests

The second bright spot of your wedding day, beyond saying “I do” to the love of your life, is sharing your wedding day with your loved ones. For many couples, your friends and family members will be joining your wedding day from out of town. It’s important to remember that your guests will make an effort to celebrate with you. This includes making a special effort to travel for you, to your big day! This is your wedding day, but keep in mind you are a host. As like any event, to host means to make your guest feel comfortable, relaxed, and well taken care of. Much like with anything in life, once your basic needs are met, you are able to finally enjoy yourself! The same goes for welcoming your out-of-town guests. Let’s hit the basics of how to create a welcoming and comfortable atmosphere for your out-of-town guests!

#01: Provide Clear Information Early On

If you are hosting a destination wedding, or your guests are traveling from afar, you will need to provide a penalty of information to allow your guests to feel at ease. Plan on sending out wedding invites with details about the event, the venue, and provide details about local accommodations such as hotels or house sharing (Air-BnB). A great way to share all the details is to create a wedding website or digit guide that includes all the logistics – including directions, parking, information, and venue details. If you’re not up to creating a wedding website, include information and accommodation cards for with your RSVPS and formal invitations. The more information the better. It will keep your guests informed and give them a piece of mind before they arrive. Feel free to include restaurant recommendations, local attractions, and things to do with extra time! Being thoughtful with information will allow your guests to feel welcomed before the big day. 

#02: Offer Convenient Accommodation Options 

Your out-of-town guests will need a place to stay for the wedding day or wedding weekend. You can help guests out by reserving a block of rooms at a nearby hotel. Many hotel venues will offer discounts or special rates for weddings, which ultimately will save your guest money. If you’re having a destination wedding or hosting a smaller celebration, you can also consider renting out a home share, or boutique hotel for a more intimate vibe. If you go this route, share the details with your guests so they can book early and secure a spot that works for them!

#03: Create a Welcoming Gift Bag

While this next tip will need to be added to the overall wedding budget, welcome bags are a simple and thoughtful way to greet your guests! And they definitely can be affordable options if ordered in bulk, or with creative, unique, local ideas! We love the idea of local souvenirs, like a magnet or local treats, especially if you are getting married in a place with a unique culture of special history. You can get creative like adding a map of the area, an itinerary of the wedding weekend and events, which your guests are sure to appreciate and will keep them informed. 

#04: Organize a Pre-Wedding Meet-and-Greet

If you are hosting a destination wedding, or a wedding where most of the guests are traveling from out-of-town, consider hosting a casual get together before the wedding. This could be at the rehearsal dinner, a welcome BBQ, or cocktail hour, or even a brunch the day before. This will allow you to see and greet your out-of-town guests all at once, and for you to spend quality time with those who have gone the extra mile to make it to your wedding day. It also gives you a chance to mingle and guest a chance to meet and greet before the day before. 

#05: Provide Transportation Assistance

For guests unfamiliar with the area, transportation can be an added stressor. To make things easier for your guest, arrange transportation to and from the wedding venue. You can hire a shuttle bus, or check with your hotel to see if there is a shuttle that can be utilized. You can also organize carpools or ride shares for groups of individuals. You’ll want to limit venue changes, such as a separate site for ceremony and reception venues if the majority of your guests will be traveling afar. Now, unless of course you provide transportation for your guests. Providing transportation options will make it easier for out-of-town guests to get to the wedding, especially, if they are staying in different locations. 

#06: Keep the Timeline Relaxed 

Weddings can sometimes feel rushed, especially for those coming from out of town or from a different time zone. Having a laid-back wedding timeline, as well as a laid- back wedding weekend, will allow your guests to feel less pressure to rush from one event to another. Consider a longer cocktail hour, a leisurely timeframe for dinner, and time for guests to relax and enjoy themselves. If the wedding is a destination wedding, make sure there’s some flexibility for people to enjoy their surroundings and recover from traveling and stress. 

#07: Plan a Post Wedding Brunch or Farewell Event

Include this in the wedding budget, especially if you’d like to extend an offer to all guests, but we love adding a post-wedding brunch or farewell event for your out-of-town guest the next day. It’s a relaxed way to say goodbye, thank your guests, and catch up before they head home. It also gives everyone one last chance to enjoy each other’s company and recall their favorite parts of your big day. 

#08: Make Sure ALL Feel Included 

Out-of-town guests may not know everyone at the wedding so it is vital to make everyone feel included. Assign a wedding attendant or a family member to check in on them and make sure they know where to go, the timeline for the wedding, and who to talk to if they need to ask a question or for general support. Be thoughtful about your seating arrangement to encourage mingling and meeting new folks! Arrange your seating arrangement to ensure that everyone feels comfortable and involved. 

#09: Offer a Relaxing Atmosphere

After a very long day of traveling and wedding festivities, guests may appreciate a space to unwind. Consider a lounge space in your wedding reception, or an outdoor area. Comfortable seating and a calm ambiance such as soft lighting, cozy corners, and light music, can help out-of-town guests relax and chat after the ceremony. Create a comfortable atmosphere that you will love too!

#10: Don’t Forget to Show your Appreciation 

Express your gratitude to your guests. Personally thank your guests with thank-you notes, a quick chat at the reception, or a shout-out during the reception. Make sure that your guests feel appreciated and valued. We are telling you – this is a MUST and cannot be skipped. Even a small gesture- such as dedicating a song to them, can make your out-of-town guests feel extra special and appreciated. 

Creating a comfortable atmosphere for your out-of-town guests takes a bit of effort, but it’s worth it to ensure they have an enjoyable experience. With clear communication, thoughtful details, and a relaxed environment, you can make your wedding not only unforgettable for you but also a great experience for everyone who traveled to be there.

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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.