When to Book Your Wedding Vendors: A Complete Planning Timeline for Engaged Couples
One of the first questions newly engaged couples often ask is: “When should we book our wedding vendors?”.
It’s a great question—and the truth is, it depends on your date, priorities, and how far in advance you’re planning. This guide is based on a traditional 12–18 month engagement for weddings taking place during peak season (May–October), when vendors book quickly and popular dates disappear fast.
So, although there isn’t a one-size-fits-all answer, having a general guideline can help you feel organized, confident, and in control throughout the planning process.
Remember, your wedding is unique, and a great planner will always help you adjust this timeline as needed. It is always okay to book earlier or later than suggested.
image by 515 Photography
Before You Begin: Set Your Priorities
Before reaching out to vendors, take a moment together to identify your top 3 priorities. Is it incredible photography? A stunning floral & decor experience? A live band? Amazing food?
Knowing what matters most helps guide:
where to invest early
how to allocate your budget
which vendors to secure first
Peak Season Planning Tip
May–October weddings (especially long weekends) typically book fast across Ontario. Booking early ensures you secure your dream vendors, avoid stress and panic, and lock in current pricing.
12–18 Months Out (or Upon Engagement)
This is when the foundational pieces of your wedding begin to take shape!
Book First: Venue, Planner, Photographer
These are your core vendors, and their availability can impact the rest of your planning.
Venue: Your date and location determine everything from vendor availability to logistics. If you’re not sure where to begin or need help sourcing the perfect venue, consider hiring your planner first.
Wedding Planner/ Coordinator: Booking your planner early can save you time and overwhelm. A planner can guide you through venue selection, budget allocation, early decision-making, and building your entire vendor team. Unsure of what planning service would work for you? Take a look at some popular options!
Photographer: Popular photographers often book 12–18 months out—sometimes even further for peak dates.
Pro Tip: Schedule a VIP Planning Session with a planner as soon as you get engaged. You’ll gain clarity on next steps and access to tools and resources that set you up for success from day one.
Image by Justyna Sokolowski
12 Months Out
Once your venue and key vendors are secured, it’s time to build out more of your creative team.
Book:
Videographer and/or content creator
Florist/ designer
Officiant
Flower preservation
Begin wedding dress shopping
Shopping for your dress at the 12 month mark allows time for ordering, alterations, and fittings which is especially important during busy seasons.
A note on booking early
If you have your heart set on a particular vendor, inquire as soon as you’re sure, even if it’s earlier than the suggested timeline. Checking off your list early can help you avoid stress and disappointment later.
8–12 Months Out
This is when you’ll secure the vendors who help shape your guest experience.
Book:
DJ or live entertainment
Beauty team (hair + makeup)
Interactive elements (photo booth, audio guestbook, etc.)
Transportation
Rentals (linens, furniture, tabletop, décor)
Stationery designer (for invitations)
Cake & desserts
Image by Justyna Sokolowski
6 Months Out
Aim to have all major vendors booked by six months before your wedding. This gives you the breathing room to shift your focus from big decisions to thoughtful details.
At this stage, you’ll start working on:
Suiting
Day-of stationery
Décor elements
Invitation mail-outs
Menu planning and guest experience details
4–5 Months Out
This is the time to refine, finalize, and confirm. Your to do list typically grows with small tasks (think final decor details, mailing your invitations, menu selection, fittings and trials etc.), so you’ll want to ensure all of the major vendor details are sorted by this time.
Planning Tip: Day-of stationery is typically among the last pieces of the puzzle as it relies on final details such as floor plan and guest information. You’ll want to have someone hired for this in advance, but will usually begin designing these 4–6 weeks before the wedding, with printing finalized in the 2–3 weeks leading up to the big day. DIYing? Feel free to begin designing these items earlier, so all you have to do is transfer the correct information in when you have it!
Image by Lace & Luce
Things to remember
As you book your vendors:
Review contracts carefully
Understand payment schedules
Note cancellation/rescheduling policies
Consider event insurance
Keep all invoices and communications organized
This protects your investment and ensures every detail is covered.
Final Thoughts
If you’re feeling like you’re behind, remember that there’s no wrong timeline—only the one that works for you and your wedding date. Whether you're planning two years ahead or in six months, the key is staying organized, booking intentionally, and partnering with vendors that align with your vision.
If you’re just starting out, a VIP Planning Session can help set you up with a clear plan to keep you on track, whereas Full Service Planning gives you a shoulder to lean on throughout the entire planning journey! Whatever you need, there’s a planning service for you!
Enjoy this content? Follow along on Instagram for more wedding planning tips and tricks and if you’re looking for a wedding planning sidekick, let’s chat!