Who to Book First: A Guide to Your Wedding Vendor Timeline
Congratulations! You’re engaged, you’ve shared the news with your inner circle, and now the "big picture" planning begins. One of the most common questions I hear from couples is: "Where do we even start?"
The order in which you book your vendors can make or break your planning experience. To help you navigate the process, I’ve put together a prioritized list of who to book and why.
1. Wedding Planner and/or Coordinator
If you want someone to help you design the entire event from scratch, hire a Wedding Planner first. However, if you're doing the heavy lifting yourself but want someone to execute the details, you’ll want a Wedding Coordinator.
Pro Tip: Even if you’re a DIY pro, a Coordinator is your insurance policy for a stress-free day. They act as the point of contact for all other vendors, allowing you-and your family-to actually enjoy the celebration. They also keep the timeline moving so we don't miss that perfect sunset light for your portraits!
The Wedding Planner: Your Strategic Partner
Think of a planner as your project manager from day one. They are with you for the long haul (usually 12+ months).
What they do: Help you find a venue, manage your entire budget, source and vet all vendors, handle design and aesthetics, and attend all your meetings.
Best for: Couples with busy professional lives, those planning a destination wedding, or anyone who feels overwhelmed by the thousands of tiny decisions involved in a wedding.
The Wedding Coordinator: Your Logistics Expert
A coordinator (often called a "Month-of" or "Day-of" coordinator) usually jumps in about 4-8 weeks before the wedding.
What they do: They take the "baton" from you. They review your vendor contracts, create the master timeline, coordinate the rehearsal, and are the "boots on the ground" on the wedding day to handle any fires so you don't have to.
Best for: The DIY couple who enjoys the planning process but wants to actually be a guest at their own wedding.
Why I Love Both as a Photographer
From my side of the lens, having either a planner or a coordinator is a game-changer.
Planners ensure the visual design is cohesive, which makes for stunning, "editorial-style" gallery images.
Coordinators ensure we stay on schedule. If the hair and makeup run 30 minutes late, the coordinator adjusts the flow so we don't lose your precious portrait time!
2. The Venue
Your date isn't "real" until you have a contract with a venue. Because popular venues book up 12-18 months in advance, securing your location is the first major domino to fall.
Pro Tip: Before you sign, ask about the "Plan B" for rain. As a photographer, I always look for a venue that has a beautiful indoor backup option with plenty of natural light, just in case!
3. Wedding Photographer and Videographer
Once you have your date and venue, your next call should be to your photographer! (That’s where I come in!). Unlike a catering company that can handle multiple weddings a day, a photographer can only be in one place at a time. If you have a specific visual style you love, book your photographer early to ensure they are available for your date.
Pro Tip: Book your engagement session as soon as you book your photographer. It’s the best "test drive" for your wedding day, helping you get comfortable in front of the camera before the big event. Bookings of The Celebration and beyond include a complimentary engagement session. You can add an engagement session to The Vow and The Celebration for $200. More information can be found on my Wedding page!
4. The Wedding Dress
It can take 6-9 months for a dress to be ordered and altered. Starting this process early ensures you aren't paying rush fees or settling for something off the rack that isn't your first choice.
5. Officiant
Whether it’s a religious leader, a judge, or a close friend, ensure the person marrying you is legally able to do so and available for your ceremony time.
6. Band or Wedding DJ
Great entertainment is the heartbeat of a reception. Like photographers, the best DJs and bands book up quickly, so get them on your calendar early.
Pro Tip: A great DJ does more than play music—they manage the "flow" of the evening. Look for someone who is comfortable making clear announcements so your guests always know when it's time for cake, dances, or the grand exit.
7. Hair and Makeup
If you have a specific artist in mind whose work you love, reach out soon. You'll also want to schedule a trial run well in advance of the big day.
Pro Tip: Always schedule a trial run on the same day as your engagement photos or bridal shower. You’ll get to see how the makeup looks on camera and how well it holds up throughout a busy day.
8. Caterer
(Note: Many venues provide in-house catering. If yours doesn't, this should move up higher on your list!) Food is one of the biggest parts of your budget, so you’ll want to start tastings and menu planning early.
Pro Tip: Don't forget to "feed the vendors!" Most caterers offer a discounted "vendor meal." Ensuring your photographer and DJ are fed at the same time you are means we’re fueled up and ready to go the moment the dancing starts.
9. Florist
Your florist will help define the aesthetic of your day. Once you have your venue and your dress, you’ll have a better idea of the floral "vibe" you’re going for.
Pro Tip: If you have a tight floral budget, ask your florist how to "repurpose" your ceremony arrangements. Those beautiful aisle markers can often be moved to the head table or the bar for the reception!
10. Invitations
Save the dates usually go out 6 months before the wedding, and invitations follow at the 2-3 month mark. This gives you time for custom design and printing.
11. Wedding Rings
Don't leave the rings until the last minute! You'll want time to shop around, get sized, and allow for any custom engraving.
12. Transportation and Accommodation
Finally, make sure you and your guests have a place to stay and a way to get around. Setting up hotel blocks early is a huge courtesy to your out-of-town guests.
A Final Tip from Clover and Pine Photo
While this list is a standard guide, every wedding is unique. If a specific florist is your "must-have" more than a specific DJ, feel free to swap the order! The goal is to build a team of vendors that you trust and who make you feel confident, taken care of, and above all else, excited.
Ready to cross #3 off your list? Click here to check my availability for your date!
