The Ultimate Wedding Vendor Booking Timeline: A Guide from Flower City Ceremonies

One of the most exciting—and sometimes overwhelming—parts of planning your wedding is booking your vendors. From finding the perfect venue to selecting your photographer, florist, and officiant, the right vendors will help bring your wedding vision to life. But timing is everything. If you wait too long to book key vendors, you might miss out on your first choices or face higher prices due to availability. To help you stay on track and avoid last-minute stress, I’ve put together a timeline for when to book your vendors, so you can keep the planning process as smooth as possible.

Plan early so you can secure the vendors you really want

12+ Months Before Your Wedding: Book the Big Ones

Booking your vendors early is key to securing your ideal team and ensuring you stay on budget. These are the first vendors you should lock in:

• Venue: The venue is often the first thing couples book, and it can be the most time-consuming. Many popular venues are booked a year or more in advance, especially for peak wedding season. Once your venue is secured, you’ll have a better idea of your wedding date and the logistics for the rest of your planning.
  

• Officiant: As the heart of your ceremony, the officiant is one of the most important vendors to book early. If you're considering a custom ceremony (like the personalized ceremonies offered at Flower City Ceremonies), booking early ensures you have time to work closely with your officiant to create something unique and meaningful.
  

• Photographer & Videographer: Talented photographers and videographers are often booked a year in advance, so it’s essential to secure them early. This allows you to find someone whose style fits your vision and budget. Be sure to meet with them to discuss your wedding day timeline and photography needs.
  

• Caterer (if not included with the venue): If your venue doesn’t provide catering, you’ll need to book a caterer that fits your style and menu preferences. Like photographers and videographers, caterers can book up quickly, especially for popular wedding dates.
  

9-12 Months Before Your Wedding: Fill in the Gaps

Now that you have your big vendors locked in, it’s time to start filling in the details. These vendors are still important, but they usually have more availability than your venue or photographer.

• Florist: Your florist will help bring your wedding day aesthetic to life with bouquets, centerpieces, and decor. It’s helpful to know your color palette and overall vibe before booking your florist, so you can ensure they align with your vision.
  

• DJ/Band: If you’re planning to have music at your wedding (and I think most people do!), booking your entertainment early is important. DJs and bands can get booked up fast, especially if you’re planning a wedding during peak seasons. I may be biased, but I LOVE Encore Events (they DJed my own wedding).
  

• Wedding Planner: If you haven’t already hired a wedding planner, now’s the time to do it. A planner will be your go-to person for making sure everything stays on track and that you stay on budget. They can also help you with vendor recommendations and contracts. Personal favs? Black Label Events and Eliza Jane Event Design & Planning.
  

6-9 Months Before Your Wedding: Finalize Your Team

With your core vendors in place, it’s time to start booking additional services. These vendors are important, but you should still have plenty of time to secure their services.

• Hair & Makeup Artist: Wedding day beauty is all about feeling confident and gorgeous. Book your hairstylist and makeup artist early to ensure you can have the artists you trust on your big day. Consider scheduling a trial run to ensure the look you want will translate perfectly. My go to? Special Occasion Hair & Makeup and Makeup by Tierney.
  

• Transportation: If you’re planning to have a special vehicle for your wedding, like a limo or a vintage car, now’s the time to book your transportation. This ensures you’ll have the right vehicle to transport you, your bridal party, and your guests.
  

• Cake Designer: The wedding cake is a focal point at many weddings, so it’s important to choose a baker that can make your vision come to life. Book your cake vendor 6-9 months out and schedule a tasting to choose your flavors and design.
  

3-6 Months Before Your Wedding: Tie Up Loose Ends

Now that you’ve got most of your vendors booked, it’s time to start focusing on the finishing touches. At this stage, you’ll likely have more flexibility, but it’s still important to stay on top of deadlines.

• Rentals: If you need additional furniture, linens, or specialty items (like a photo booth or chandeliers), now’s the time to book them. Rental companies can have limited inventory, so it’s best to secure your items early. We love working with McCarthy’s Tents and Events, Revival Rentals, and Something Borrowed.
  

• Rehearsal Dinner Venue: If you’re hosting a rehearsal dinner at a separate venue, book it now. This will allow you to finalize the details, including guest list, menu, and decor.
  

• Stationery: Invitations, save-the-dates, and programs should be finalized about 3-6 months out. If you're working with a designer, be sure to give yourself enough time to review proofs and make any revisions.
  

2-3 Months Before Your Wedding: Final Details

At this stage, everything should be coming together, but there are still a few key vendors and services to finalize.

• Favors & Gifts: If you’re planning on giving guests favors (tip: think edible or skip this entirely and make a donation to a charity of choice instead. No one will miss the beer cozy with your wedding date, but as your changing your life, your donation can change other’s lives as well) or wedding party gifts, order them now. It’s easy to forget about this last-minute, but it’s always nice to have these details taken care of well before the wedding day.
  

• Vow Writer/Calligrapher: If you want to incorporate personalized vows or have your ceremony scripts beautifully written in calligraphy, this is the time to reach out to someone who can help. Check out Flower City Letters and Loria Letters.
  

• Final Fittings: It’s time to schedule your final dress and suit fittings. This gives you enough time for any last-minute alterations to ensure your attire fits perfectly.
  

1 Month Before Your Wedding: Confirm Everything

With just a month to go, now is the time to double-check everything and ensure that all your vendors are confirmed and ready for the big day.

• Vendor Confirmations: Reach out to your vendors to confirm all the details, including timelines, payment schedules, and expectations. Make sure everyone is on the same page so there are no surprises on the wedding day.
  

• Finalize Timeline: Create a detailed timeline for your wedding day. Share this with your vendors, wedding party, and anyone else who needs to know when and where they need to be. This helps the day run smoothly. Often times your photographer and/or your DJ is ana amazing resource for this.
  

Conclusion: Planning Made Easy with Flower City Ceremonies

At Flower City Ceremonies, we understand how overwhelming wedding planning can be, especially when it comes to booking your vendors. By following a clear timeline, you’ll be able to stay organized, secure your ideal team, and avoid unnecessary stress. Whether you’re still in the early stages of planning or just need help tying up loose ends, we’re here to support you with a personalized ceremony that fits your unique vision. Reach out today to book a consultation, and let’s start planning the ceremony of your dreams!