When to book each wedding vendor, and in what order

Most wedding checklists list vendors in the order they appear on the day: ceremony, then reception, then cake. That is a fine way to describe a wedding and a poor way to book one. Book by scarcity instead.

The rule: book what can only be in one place at a time

Some vendors can only do one wedding per date. A venue, obviously. A photographer, a band or DJ, an officiant, a planner: each of them is a person or a place that is either at your wedding or at someone else's. For a Saturday in the popular months, the good ones are gone a year out.

Other vendors can serve several weddings in a weekend. A florist, a baker, a stationer, a rental company: they are limited by capacity, not by the calendar. They can wait.

So the order is: the date-bound vendors first, in the order of how far ahead they fill, and the capacity-bound vendors after.

Twelve to nine months out

The venue and the date, together, because neither exists without the other. If you are hiring a full-service planner, hire them before this so they can help you choose; a day-of coordinator can come much later.

The caterer, if the venue does not provide one. Many venues require you to use theirs or choose from a list, which settles the question.

The photographer, and the videographer if you want one. These book far ahead, and the good ones book first.

Nine to six months out

The band or DJ. The officiant, especially if you want a particular person rather than whoever the venue suggests. Attire, because a made-to-order dress can take several months to arrive and then needs alterations. A first conversation with a florist, so they can hold the date even if the design comes later.

If many guests are travelling, reserve a hotel block now; hotels release unsold rooms on a schedule and the good rate goes with them.

Six to three months out

Hair and makeup, transportation, the cake, the stationery, and rentals (chairs, linens, lighting, a tent). These vendors will happily take a booking earlier, and if you have a strong preference for one of them, book earlier. But this is the window in which most couples book them without losing anything.

The last three months

Final meetings with every vendor. Share one timeline with all of them, so the photographer knows when the cake is cut and the band knows when the speeches are. Confirm the final headcount date with the caterer, because it fixes your RSVP deadline. Pay what is due on the schedule in each contract, and keep the receipts in one place.

Read the contract before the deposit

Every vendor contract should answer the same questions. The exact date and the hours covered, with the overtime rate written down. What you receive and when: for a photographer, how many edited images, in what form, how long after the wedding. What happens if you cancel or postpone, and what happens if they do. The payment schedule. Whether a meal for the vendor is expected and who provides it. If a contract is silent on any of those, ask before you sign, and get the answer in writing.

Booking order and budget order are not the same

The scarce vendors take deposits early, so the money leaves in the first three months even though most of the spending happens in the last three. Put the deposits into the plan before you agree to anything, and keep the running total visible. The budget calculator does that arithmetic from a guest count and a total, which is the fastest way to see what a bigger band or a second photographer actually costs you elsewhere.

When you are choosing between vendors rather than deciding when to book them, the vendor directory lists real businesses by category and location, with the inquiry going straight to them.

Frequently asked questions

Which wedding vendor should I book first?

The venue, and with it the date. Everything else depends on both. If you are hiring a full planner, hire them first so they can help you choose the venue.

How far in advance should I book a wedding photographer?

Nine to twelve months for a Saturday in a popular month, and earlier if you have a specific photographer in mind. Photographers can only be at one wedding per day, so the good ones fill a year ahead.

When should I book the band or DJ?

Six to nine months out. Like photographers, they take one wedding per date, but there are more of them, so they fill a little later.

Do I need a wedding planner before I book the venue?

Only if you want a full-service planner, in which case yes: choosing the venue is much of what they do. A day-of or month-of coordinator can be booked in the last six months.

What is a normal vendor deposit?

It varies by vendor and region. Most ask for a portion up front to hold the date, with the balance due shortly before the wedding. The contract, not custom, decides; read the payment schedule and the cancellation terms together, because they are what you are agreeing to.