The engagement ring is on your finger, and just like that, you're officially en route for the wild ride that is wedding planning. It’s overwhelming and a little chaotic—but in the best way possible. The secret to keeping it all on track? Perfect timing. Every booking, every decision, every “yes” stacks together to create the wedding day puzzle, and when the pieces fall into place, the picture is magic. To help you skip the stress and savor the special moments, we’ve crafted a clear timeline for when to book each vendor, from the storytellers behind the camera to the chefs behind the feast.
The Venue:
12-18 Months
The rule is simple: the sooner, the better. Your venue is the anchor that determines your date, your guest count, and often the entire mood of the celebration. Once it’s secured, everything else can start to fall into place. The sweet spot is booking 12–18 months in advance, but for the most sought-after spaces such as grand ballrooms, garden estates, and destination villas, you may need to move even faster. Many are booked out nearly two years ahead.
The reality, however, isn’t always so straightforward. As the team at Château Challain, a historic venue in the Loire Valley, France notes: “This past year has been as unpredictable as the weather, and wedding planning and decision-making have often been last-minute.” In these cases, many venues have adapted by offering flexible guidelines and streamlined services to accommodate couples working within tighter timelines. But while it’s comforting to know flexibility exists, early booking is still your best strategy for securing a dream space and setting the rest of your plans in motion.
Amanjena, Chateau Challain / Julia Garcia-Prat
The Wedding Planner:
9-12 Months
Wedding planners connect the dots between vision and execution, and their calendars fill up fast. The best time to book is around 9–12 months in advance, often right after securing your venue. However, if you’d like their guidance while venue-hunting, reach out even earlier so they can weigh in on layouts, logistics, design opportunities, and help you spot any potential challenges. Remember: waiting too long risks losing out on the planner whose style and approach best align with yours.
Alison Rose Events, Anna Pleshkova
Photography: Zach & Dune, Daria Simonova
Photographer & Videographer:
9-12 Months
Your photo and video team is one of the biggest decisions you’ll make. They’re the ones shaping how your day will be remembered, and finding that perfect fit doesn’t always happen instantly. You’ll want time to scroll through portfolios, compare styles, and meet with a few different candidates before it feels right. Wedding cinematographer Mher Petrossian of Petrossian Film advises starting the search early: “In my experience, couples should ideally book their filmmaker 9–12 months in advance, especially during peak wedding season. At the very least, I recommend 6 months' notice to secure availability and plan properly. Something couples often overlook is that many professional, high-demand vendors take on only a limited number of weddings per year. Even if a date looks open, a vendor may already have reached their cap, which can leave couples missing out on their first choice. This is why booking early matters, not just to get the date, but to lock in the team you really want.”
The Florist:
10-12 Months
Flowers set the tone of a celebration, adding texture, movement, and atmosphere. To give your florist enough space to design everything from bouquets to installations, the ideal time to book is 8–10 months ahead. If you’re drawn to high-concept or artistic work, aim even earlier—closer to 10–12 months.
Brittany and Doug Murray, the creative duo behind The Flowerslinger, often see couples reach out much further in advance. “We often book weddings one to two years out, and it’s not uncommon for couples to reach out the moment they’re engaged to secure their date. The floral process is incredibly detailed and collaborative, and having that early partnership allows us to dream, plan, and source with intention.”
Cordero Atelier, The Flowerslinger
Cakes & Catering:
9-12 Months
Your wedding is, in many ways, the biggest dinner party you’ll ever host, so it deserves careful planning. If your venue comes with in-house catering, congratulations—you can cross this one off faster. But for outside caterers, try to lock in your choice 9–12 months out. That gives you plenty of time for tastings (arguably the best part), menu tweaks, and the comfort of knowing your meal is in good hands. Cakes follow a slightly shorter timeline: 6–9 months is usually enough. Still, factor in the size, level of detail, and any special requirements. Sugar flowers, unique flavors, or intricate designs often call for earlier conversations.
Stationery:
8-10 Months
Before guests see the flowers or hear the music, they’ll experience your wedding through save-the-dates and invitations. Bespoke suites featuring hand-painted artwork, letterpress, or custom illustrations will need a longer timeline, so aim to book a stationery artist 8–10 months before the wedding. Semi-custom or simpler designs can usually be secured closer to the six-month mark without the added stress.
Seana Bailey, Paper Darling / Kate Roberge
Bridal & Groom Attire:
8-10 Months
Even if you’ve already fallen for a gown, chances are it won’t be ready to wear straight off the rack. Most pieces require multiple rounds of alterations, which can stretch over weeks or even months. To stay ahead, start booking bridal appointments around a year in advance. It may feel early, but that timeline gives you the breathing room to explore different styles.
Christy Baird, founder of LOHO Bride, echoes this approach: “We recommend shopping 10–12 months in advance and purchasing 8–10 months out. Also, this year tariffs are making shipping harder, so if your gown is being shipped internationally, add a month to recommended timelines because you will want that buffer.” Suits and tuxedos are more flexible but still need time for tailoring, especially if custom.
The Anthology, LOHO Bride / M.K. Sadler
Hair & Makeup Artist:
6-12 Months
Hair and makeup may seem like a detail you can leave until later, but the best artists are in high demand. Lock yours in at least 6–12 months out to secure your date, run trials, and experiment with looks. This timing also makes it easier to coordinate a team for your bridal party.
