The Ultimate Wedding Vendor Timeline: When to Book What

Planning a wedding can be exciting, but it can also be overwhelming—especially when it comes to figuring out the right time to book your vendors. With so many moving parts, it’s easy to get lost in the details. That’s why I’ve put together a simple timeline to help you stay organised and stress-free as you plan your big day. Let’s dive into when you should be booking each of your key wedding vendors, starting from the very beginning.

1. Venue & Celebrant: Book First (At Least 12–18 Months Ahead)

The first two things you’ll want to lock down are your venue and celebrant. These are the foundational pieces of your wedding day, and they’re the ones that tend to get booked up the quickest—so don’t leave them until the last minute.

Venue:

Choosing your venue sets the tone for the entire day. It dictates your wedding vibe, whether that’s rustic, elegant, boho, or something totally unique. Venues can get booked up fast—especially if you’re planning for a peak season wedding (think spring or summer in Australia). By securing your venue early, you not only ensure availability but also get more options in terms of dates and flexibility.

Additionally, once your venue is booked, everything else (like catering, décor, and photography) will fall into place a lot easier because the venue often provides recommendations for trusted suppliers.

Celebrant:

Next up is your celebrant! The celebrant plays a key role in bringing your ceremony to life, so you want to make sure you choose someone who truly resonates with you and your partner. It’s not just about someone who knows the legalities but someone who can create a ceremony that feels meaningful and personal. Celebrants often have limited availability, especially in popular wedding seasons, so the sooner you book them, the better. By securing your celebrant early on, you give them plenty of time to get to know you both and craft a ceremony that’s perfectly suited to your style.

2. Photographer & Videographer: Lock Them In (12 Months Ahead)

Once your venue and celebrant are sorted, it's time to think about capturing all those precious memories. Your photographer and videographer are the ones who will be preserving the magic of the day for you to relive forever, so it’s important to book them well in advance.

Plan early so you can relax later!

Photographers, in particular, tend to get booked up quickly, especially the highly sought-after ones. And with the growing popularity of wedding videography, securing your videographer as early as possible ensures you don’t miss out on your preferred team. If you want a specific photographer who’s got a distinct style or vibe, they’re often among the first to book up, so try to reach out as soon as you can.

3. Caterer: Secure a Tasty Menu (10–12 Months Ahead)

If your venue doesn’t provide in-house catering, you’ll need to book a caterer. Wedding food is a big deal—after all, everyone remembers the food! Whether you want a sit-down meal or a laid-back grazing table, booking your caterer early is key. That way, you’ll have enough time to discuss the menu options and dietary requirements, especially if you’re thinking of doing something unique or specialised (like a plant-based or gourmet menu).

A lot of caterers also offer tasting sessions, so once your menu is sorted, you’ll want to schedule time for that too.

4. Hair & Makeup Artists: Book at Least 9–12 Months Ahead

Wedding hair and makeup artists are in high demand, particularly if you’re getting married during peak wedding season. To make sure you get your preferred artist, book your hairstylist and makeup artist around 9–12 months ahead of time. That way, you can have plenty of time for trial runs before the big day and make any adjustments if necessary.

Don’t forget to ask about their experience with your hair type and skin tone, and make sure you feel comfortable with their style and vibe. Your wedding beauty team will help you look and feel your absolute best on the big day, so it’s important to choose someone who gets you.

5. Florist: Around 8–10 Months Ahead

Once you’ve nailed down the venue and your style, it’s time to start thinking about flowers! Florists can get busy, especially if you’re planning a wedding in a popular flower season, so booking them early is always a good idea. You’ll want to meet with your florist at least 8–10 months before the wedding to discuss your vision, colours, and any seasonal flowers you want to incorporate.

Florists are experts in translating your vision into a stunning floral design, so if you have specific ideas for bouquets, table centrepieces, or ceremony décor, now is the time to share them.

6. Entertainment (Band/DJ): Book 6–9 Months Ahead

Whether you want a live band or a DJ to keep the party going, booking your entertainment should happen 6–9 months before the wedding. Popular bands and DJs are often booked up months in advance, especially if you’re planning a wedding in a busy season. Think about the vibe you want for your reception—do you want a relaxed acoustic set for the cocktail hour or a full-blown dance party for the reception?

A great band or DJ can set the tone for your entire evening, so make sure to review demos or attend gigs to find the right fit for your style.

7. Other Vendors: 3–6 Months Before the Wedding

By now, you’ll likely have your major vendors booked, but there are still a few smaller ones to consider. These could include rentals (like tables, chairs, and linen), a wedding cake designer, or even a wedding planner if you want a bit of extra help. These vendors can generally be booked 3–6 months ahead of time, but it’s still a good idea to lock them down early to avoid any last-minute stress.

Final Thoughts

Wedding planning can feel like a marathon, but by booking your vendors in the right order and in advance, you’ll set yourself up for a smooth and enjoyable planning process. Start with the venue and celebrant, then work your way through the other key vendors like photographers, caterers, and entertainment. The earlier you get things booked, the more time you’ll have to focus on the fun details that will make your day uniquely yours.