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Your Essential Guide to Booking Wedding Vendors!

May 13, 2024

What Order Should You Book Your Wedding Vendors?

Planning a wedding involves many decisions, and one of the most important is choosing the right vendors. With so many options, it can feel overwhelming, but with the right guidance, you can make the process easier and more enjoyable. In this guide, we’ll walk you through everything you need to know about booking your wedding vendors, from finding the right fit to securing your top choices.

📋 Pro Tip: Don’t miss the full list of essential wedding vendors at the end of this blog!

Step 1: Research and Recommendations

Start by researching the top wedding vendors in your area. Check out online reviews, wedding forums, and social media to get an idea of which vendors are highly regarded. Personal recommendations from friends and family can also be incredibly valuable.

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Step 2: Prioritize Your Vendors

The most important wedding vendors often include your venue, wedding planner, wedding photographer & videographer. These vendors tend to book up quickly, so it’s wise to secure them first. Once your essential vendors are booked, you can start narrowing down the rest.

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Step 3: Meet and Interview Vendors

While researching online is helpful, meeting vendors in person or virtually is essential. This gives you the chance to see if your personalities mesh and if you feel comfortable with their approach to your wedding. You can also ask important questions regarding availability, pricing, and style.

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Step 4: Check Availability and Budget

After meeting your preferred vendors, check their availability for your wedding date. If they’re available, review their pricing and packages to ensure they fit within your budget. Be sure to ask about any extra fees, deposits, or hidden costs.

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Step 5: Sign Contracts and Secure Your Vendors

Once you’ve decided on the vendors you’d like to work with, it’s time to sign the contracts. Be sure to read through the details carefully before committing. After securing your vendor team, relax and enjoy the wedding planning process!

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Final Thoughts

Booking the right wedding vendors takes time and effort, but it’s worth it to ensure your big day goes off without a hitch. Start early, trust your instincts, and remember that we’re here to help you capture every magical moment.

When planning a wedding, booking your vendors in the right order is essential to ensure availability and a smooth planning process. Here’s a list of the most common wedding vendors and the ideal order to book them:

1. Wedding Planner (Optional but Recommended)

📅 Book: 12-18 months before
If you’re hiring a wedding planner, they should be one of the first vendors you book. They can help with venue selection, vendor recommendations, budgeting, and logistics.

2. Wedding Venue

📅 Book: 12-18 months before
Your venue determines your wedding date and overall style, so securing this first is crucial. Many popular venues book up well in advance, especially during peak wedding season.

3. Wedding Photographer & Videographer

📅 Book: 10-16 months before
Photographers and videographers often book up quickly, sometimes a year or more in advance. Since your wedding photos and video will be lasting memories, it’s important to secure a vendor whose style matches your vision.

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4. Caterer

📅 Book: 9-12 months before
If your venue doesn’t provide catering, you’ll need to find a caterer that suits your budget and taste. Be sure to schedule a tasting before making a final decision.

5. Wedding Dress & Attire

📅 Book: 8-12 months before
Wedding dresses often take several months to order and alter, so start shopping early. Bridesmaids’ dresses and groomsmen attire should be considered around the same time.

6. Entertainment (Band/DJ)

📅 Book: 8-12 months before
Your wedding entertainment sets the mood for your reception. Whether you choose a live band or a DJ, book early to get your preferred choice.

7. Florist

📅 Book: 6-9 months before
Florists create bouquets, centerpieces, and ceremony arrangements. Book your florist early to ensure they can source the flowers you want.

8. Hair & Makeup Artist

📅 Book: 6-9 months before
If you want a professional hair and makeup team, book them early, especially if you’re getting married during peak wedding season. Schedule a trial session before the big day.

9. Cake Designer

📅 Book: 6-9 months before
If your venue doesn’t include a wedding cake, find a professional baker and schedule a tasting. Custom cakes take time to design and prepare.

10. Rental Companies

📅 Book: 4-8 months before
For outdoor or DIY weddings, you may need to rent chairs, tables, linens, and decor. Book rentals well in advance, especially for large weddings.

11. Stationery (Invitations, Signage, Place Cards)

📅 Book: 4-6 months before
Order invitations early to allow time for printing and mailing. Signage and place cards can be finalized closer to the wedding date.

12. Officiant

📅 Book: 4-6 months before
Whether religious or non-religious, make sure to book an officiant in advance, especially if you have a specific person in mind.

13. Transportation

📅 Book: 3-6 months before
If you need transportation for guests or the wedding party, arrange it early to ensure availability.

14. Favors & Extra Details

📅 Book: 2-4 months before
Wedding favors, guestbook, and other small details can be ordered closer to the wedding date.

15. Day-of Coordinator (If Not Already Included)

📅 Book: 1-3 months before
If you didn’t hire a full wedding planner, consider hiring a day-of coordinator to handle logistics and keep everything running smoothly.

Final Tip: Start with the vendors that book up the fastest (venue, planner, photographer, videographer and caterer), then move on to the ones with more flexibility.

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