When to Book Your Wedding Vendors (And What to Do First)
When to Book Your Wedding Vendors (And What to Do First)
One of the biggest questions couples ask once they get engaged is, “When do we actually need to book our vendors?” And while there’s a lot of advice floating around online, most of it skips over one really important first step.
Before you book anything — you need to figure out your guest count.
Not the exact number, but a realistic estimate. This one decision impacts almost every part of your wedding planning process.
Step One: Figure Out Your Guest Count First
I know — it doesn’t sound fun or glamorous. But having a rough guest count before you start touring venues will save you so much time (and stress).
Your guest count determines:
Which venues can even work for you
Your overall budget range
How much flexibility you’ll have with dates
The overall feel of the day
A wedding for 60 guests and a wedding for 180 guests are completely different experiences, and venues are built with specific capacities in mind.
Once you have a ballpark number, everything else gets easier.
Step Two: Book Your Venue
Your venue sets the tone, the timeline, and often the availability for everything else. This is why it’s usually the first major vendor couples book.
Most venues book 12–18 months out, especially for peak spring and fall dates. If you’re planning a destination wedding or getting married during a popular season, booking even earlier isn’t uncommon.
Once your venue is locked in, you finally have:
A confirmed date
A location
A clear planning framework
Step Three: Book Your Photographer
Your photographer should be one of the very next vendors you book — not just because dates fill up quickly, but because your photographer often helps shape the flow of your day.
Photographers typically book:
12–18 months in advance for peak dates
Sometimes earlier for destination weddings
Beyond capturing photos, a good photographer helps you:
Build a realistic timeline
Plan buffer time
Choose portrait locations
Navigate lighting and logistics
This is one vendor where experience truly matters.
Step Four: Planner or Coordinator
If you’re hiring a full-service planner, this usually happens early — sometimes even before your photographer. If you’re hiring a month-of or day-of coordinator, booking 9–12 months out is usually ideal.
Planners and coordinators help:
Manage logistics
Communicate with vendors
Keep the day running smoothly
Reduce stress (for you and your families)
For busy couples or those planning from out of state, this is often one of the best investments you can make. If you are curious on what you should ask planners when hiring them, check out this blog!
Step Five: Caterer, Bar, and Rentals
Once your venue and headcount are set, you can move on to food, bar service, and rentals.
These vendors are typically booked:
8–12 months out
Earlier if you have specific preferences or dietary needs
Your guest count plays a huge role here, which is why it’s so important to have that number nailed down early.
Step Six: DJ or Band
Music plays a massive role in how your wedding feels. DJs and bands often book:
9–12 months in advance
Earlier for popular dates
Your DJ or band also impacts your reception flow, announcements, and overall energy — so this isn’t something to leave until the last minute.
Step Seven: Hair & Makeup
Hair and makeup teams typically book:
6–10 months out
Earlier if you have a larger wedding party
If you’re getting married during peak season, waiting too long can limit your options.
A Note for Busy or Out-of-State Couples
If you’re planning while juggling demanding jobs or living in a different state, booking earlier than the “recommended” timelines can make everything feel much more manageable.
Having your core vendors secured early gives you:
Peace of mind
Fewer last-minute decisions
More space to enjoy the process
Final Thoughts
Wedding planning doesn’t have to feel overwhelming — but the order you do things in really matters.
Start with your guest count, book your venue and photographer early, and build from there. When the foundation is solid, the rest of the planning process becomes much smoother.
If you’re recently engaged and unsure where to start, I’m always happy to help point you in the right direction.