Planning a wedding involves countless decisions and deadlines. With peak dates filling up faster every year, setting and following a specific booking timeline is essential if you want to secure your dream team. If you’re wondering when to book your venue or planner, use this guide to help you make critical decisions.
Start with the vendors that shape your entire wedding day.
Even if you’re planning a smaller celebration, it’s wise to lock in your must-haves as soon as possible. Many couples reserve venues and photographers as early as two years in advance, particularly during peak wedding season.
Booking these mainstays first lets you avoid the stress of last-minute compromises and enjoy your engagement more.
The vendors you book a year or more in advance influence every other component of your timeline. For example, your venue determines your wedding date, guest count and food options. Most venues book 12 to 18 months ahead, but trendy spots and destination locations can fill up 18 to 30 months in advance.
Early booking is essential if you have your heart set on a specific season, day or location. Once you secure your venue and lock in your date, you can proceed with booking the rest of your vendor team.
Waiting too long can limit your options and delay every other part of your planning. If you’re wondering how far in advance you should book a wedding venue, the safest answer is as early as possible. Otherwise, you risk pushing the rest of your wedding timeline back.
Consider hiring a professional planner as soon as possible to coordinate with vendors and manage all the tiny details. Plus, a good planner will support your budget creation, design ideas and timeline management. The earlier you bring on a planner, the easier it is to keep your wedding logistics aligned.
Photo and video teams are among the most in-demand vendors. Unlike larger catering or floral services, they’ll usually only take on one wedding per day. Book a wedding photographer at least 12 months in advance. High-demand teams typically limit the number of weddings they accept in a year. Getting in early will give you one less thing to worry about.
9 to 12 Months Before Your Wedding
Once you have secured your venue, planner and photo and video team, you can move on to finding creative partners for food, florals and music. You should also find and order your wedding outfits. Dresses take much longer to arrive than suits, and you want to allow plenty of time for adjustments and alterations.
Few things shape the guest experience more than the food. Whether you’re planning a formal plated dinner, a family-style feast or a laid-back buffet, you need to hire a caterer you can count on to create a warm, memorable experience for your guests. People may not recall your vows word for word, but tiny or poorly presented portions will become one of the most talked-about elements of your day.
Because caterers typically book only a limited number of weddings per weekend, it’s wise to secure your top choice nine months to a year in advance. You’ll have plenty of time to schedule tastings, compare menus, explore bar packages and make special requests without feeling rushed.
Florists need time to source flowers and create artistic designs to fit your vision. Each florist has only so much time and staff to complete wedding orders, so start searching a year in advance and book around nine months out to secure the best package and florist. They’ll want to have time to conceptualize, order flowers and collaborate with your planner or designer. Spring and fall are the busiest seasons for florals, so secure early.
Now is also the time to book your band or DJ. DJs tend to be more flexible with their booking timelines, whereas live bands often need a longer window. Also, investigate your venue’s audio equipment. You need speakers and microphones so the entertainment can keep the energy up.
With your core vendors booked, it’s time to finalize the next set of essentials. Around the six- to nine-month mark, focus on securing services that fill up quickly but require more personalization.
This phase is all about tying the vision together while avoiding last-minute stress. The earlier you check these off your list, the more breathing room you’ll have for the final stretch.
As your wedding day draws closer, it’s time to finalize vendors and fine-tune the details. Reserve transportation early — especially if your date overlaps with prom or graduation season, when availability drops and prices rise.
You and your spouse-to-be should also order your wedding bands. Custom designs can take six weeks or more to arrive, so don’t wait until the last minute.
Talk with your caterer and finalize your menu to avoid the headache of last-minute tweaks. Round out your planning by coordinating wedding favors and guest gifts — those small touches go a long way in making your celebration feel personal and complete.
Planning a wedding is a whirlwind, but with Shutter and Sound’s artistic, multicity team behind the lens, your story unfolds beautifully. Our experienced professionals capture unforgettable moments with intention and style — book early to secure your date and enjoy 10% off when you bundle photography and videography services. Reach out today, and let’s create something beautiful and timeless together.