When to Book Wedding Vendors in New York

Congratulations on your engagement! As you begin this exciting journey toward your wedding day, it can be overwhelming to know where to start. To help you navigate this process, we’ve created the ideal timeline for booking your wedding vendors. From venues and photographers to caterers and florists, each vendor plays a crucial role in making your special day unforgettable.

Here is a preview of when to book each vendor to help you stay organized throughout the planning process. You can continue reading the article for more detailed insights on each vendor and their importance in your wedding planning journey.

Below, you’ll find a comprehensive breakdown of when to book each type of vendor, organized by the number of months leading up to your wedding. This guide will ensure you stay organized and secure the best professionals for your big day!

BOOK 12 TO 24 MONTHS IN ADVANCE

Your foundation vendors—wedding planner, venue, and caterer—should be the first to book, ideally 12 to 24 months before your wedding. Securing these key vendors early establishes the structure of your event, setting the stage for the rest of the planning process to flow smoothly. With these essential elements in place, you’ll have a solid framework for selecting additional vendors and refining the overall vision for your day.

WEDDING PLANNER OR WEDDING DAY MANAGEMENT

The first step in making your wedding planning process smoother and less stressful is to book a wedding planner. Hiring a planner provides you with an expert who understands the intricacies of wedding planning and can offer valuable guidance every step of the way. With their knowledge and experience, they can help you navigate challenges, manage your budget, and connect you with trusted vendors. Once you secure a planner, you’ll feel a sense of relief, knowing you have a professional by your side to bring your vision to life.

VENUE

Securing your wedding venue is a crucial first step, as it serves as the foundation for booking other vendors. Start by discussing potential dates and the time of year that works best for you and your partner. Having a few options in mind will be incredibly helpful, especially since venues often have limited availability during peak wedding seasons. Once you have a shortlist of venues, reach out to them to schedule tours and gather information about their offerings. It’s wise to place a soft hold on your preferred dates, which allows you to reserve the venue temporarily while you finalize your decision. This proactive approach ensures you won’t miss out on your dream location as you continue planning.

CATERER AND/OR BEVERAGE PROVIDER

Catering is an essential element of your wedding, often intertwined with the venue and planner, making it critical to book within 12 to 24 months before your big day. The reason for this timeline is that top caterers, like sought-after venues, can book up quickly, especially during popular wedding seasons. By securing your caterer early, you not only ensure that you have access to your preferred menu options but also allow your planner to coordinate seamlessly with the venue regarding logistics, timelines, and any special dietary needs. This collaboration helps create a cohesive and enjoyable dining experience for you and your guests.

BOOK 8 TO 16 MONTHS IN ADVANCE

Your creative and design vendors—including photography, videography, rentals, florist, stationery designer, and entertainment—should be booked 8 to 16 months before your wedding. These vendors bring your vision to life through thoughtful details, personalized decor, and unforgettable experiences. Securing them at this stage allows for ample planning and collaboration, ensuring every aspect of your wedding day reflects your style and enhances the overall atmosphere.

PHOTO AND VIDEO

Securing your photographer and videographer early is essential, as top professionals book up quickly. Booking ahead also allows you to schedule an engagement session with your photographer, giving you both a chance to connect and get comfortable before the wedding day. Planning in advance helps your photo and video team prepare on how to capture your day in a style that matches your vision.

RENTALS

Booking your rentals—such as tables, chairs, linens, and decor—comes after securing your venue, planner, and caterer, as these foundational vendors shape your event’s layout and aesthetic needs. Once you’ve locked in the venue style, caterer requirements, and overall design vision, you can collaborate with your planner to choose rentals that complete the look and enhance guest comfort. Early booking is still essential to ensure availability, particularly for unique or in-demand pieces, but timing it after other major vendors helps avoid unnecessary changes.

STATIONERY (SAVE THE DATES AND INVITATIONS)

Booking your stationery designer 8 to 16 months in advance allows time to create and personalize your wedding invitations and printed pieces. Custom designs require multiple rounds of revisions, and starting early ensures everything—from save-the-dates to programs—is beautifully cohesive. This timeline also covers the printing, assembly, and addressing processes, ensuring invitations reach guests well in advance so they can make their travel plans.

ENTERTAINMENT (DJ OR BAND)

Booking your entertainment, whether a DJ or live band, well in advance is key to securing the style and energy you want for your wedding. Popular DJs and bands, especially those with great reviews or unique setups, can book up quickly, particularly for peak wedding dates. Early booking gives you time to discuss playlists, specific songs, and the overall vibe you want for your ceremony, cocktail hour, and reception, ensuring a seamless and unforgettable experience for you and your guests.

FLORAL DESIGN

While floral design plays an important role in creating a beautiful and cohesive atmosphere, it typically comes after booking priority vendors like the venue, planner, and photographer. Early booking allows time to collaborate on the floral design, from bouquets to ceremony arches, and ensures your florist can source specific flowers to match your color palette. This timeline also allows for walkthroughs of your venue to plan floral arrangements that enhance each space beautifully.

BOOK 6 TO 12 MONTHS IN ADVANCE

Guest experience and travel vendors, including hotel room blocks, transportation, and arrangements for your rehearsal dinner, post-wedding brunch, and after-party, should be booked 6 to 12 months prior to your wedding. Securing these essential services well in advance ensures a seamless experience for your guests, providing them with comfortable accommodations and convenient travel options. By planning ahead, you can create a memorable and enjoyable experience for everyone involved, allowing your loved ones to celebrate your special day without added stress.

TRANSPORTATION 

Finding a reliable transportation company early allows you to secure the necessary vehicles for the wedding party, guests, and any shuttle services required. Once you have a trusted transportation provider lined up, you can finalize the specific routes and schedules closer to the wedding date, ensuring timely arrivals and departures while accommodating your unique itinerary. This proactive approach helps eliminate last-minute stress and ensures everyone can enjoy the celebration without worrying about logistics.

HOTEL ROOM BLOCKS

By proactively reserving a block of rooms, you ensure your guests have convenient lodging options nearby, often at a discounted rate. This early planning not only simplifies travel arrangements for your loved ones but also provides them with peace of mind knowing they have a place to stay. Additionally, it allows you to communicate details about your wedding weekend, helping everyone feel more connected and organized.

REHEARSAL DINNER/AFTER PARTY/POST WEDDING BRUNCH

Rehearsal dinners, after parties and post wedding brunches offer additional opportunities to celebrate with family and friends, making it essential to plan ahead, especially if you have a specific location or caterer in mind. Securing reservations early allows you to create a cohesive experience for your guests and ensures you can accommodate everyone comfortably. Additionally, it gives you ample time to coordinate details, from menus to activities, enhancing the overall celebration of your love story.

BOOK 6 TO 12 MONTHS IN ADVANCE

Attire and beauty vendors, including hair and makeup artists, your wedding dress, bridesmaids’ dresses, groomsmen attire, as well as jewelry and shoes, should be booked 6 to 12 months before your wedding. This timeline allows you to find the perfect outfits and accessories that reflect your style and fit seamlessly into your wedding theme. Early bookings are essential, as many boutiques and designers require several months for fittings and alterations. Additionally, scheduling hair and makeup professionals in advance ensures you can secure your preferred artists and plan beauty timelines that align with your wedding day schedule.

HAIR AND MAKEUP

Booking your hair and makeup team 6 to 12 months in advance is crucial to securing your preferred artists and ensuring they are available for your wedding day. Knowing which bridesmaids and mothers will be getting their hair and makeup done is essential for scheduling, as it allows your stylist to allocate enough time and resources to accommodate everyone, resulting in a smooth and beautiful start to your day.

WEDDING DRESS AND BRIDESMAIDS DRESSES

Choosing your wedding dress and your bridesmaids’ dresses should be done 6 to 12 months in advance to allow ample time for fittings and alterations. Both the bride’s gown and the bridesmaids’ dresses typically require adjustments to ensure a perfect fit, which can take several weeks to complete. By starting the process early, you can explore a variety of styles, place orders, and schedule necessary fittings, ensuring that everyone looks and feels their best on your wedding day.

GROOM AND GROOMSMEN ATTIRE

Securing the groom and groomsmen’s suits 6 to 12 months in advance is essential to ensure everyone is dressed appropriately for the big day. Early booking allows the groom and his party ample time to choose their preferred styles and colors, as well as to place orders with enough lead time. It’s important for each groomsman to try on their suit before the wedding day to guarantee a proper fit and make any necessary adjustments, ensuring that everyone looks sharp and feels comfortable on your special day.

JEWELRY AND SHOES

Gathering special jewelry and shoes early in the planning process is important to complete your wedding day look. This timeline allows you to find pieces that not only enhance your attire but also hold personal significance. Be sure to break in your wedding day shoes ahead of time by walking around in them, ensuring they are comfortable and won’t cause any discomfort on your special day. Taking these steps early will help you feel confident and at ease as you walk down the aisle.

BOOK 3 TO 6 MONTHS IN ADVANCE

Specialty vendors, including your baker, officiant, live artist, and photo booth, should be booked 3 to 6 months before your wedding. These unique elements add personalized touches and memorable experiences for you and your guests. By securing these vendors during this timeframe, you can ensure availability and have ample opportunity to discuss your specific preferences, allowing them to tailor their services to fit your vision and enhance the overall celebration.

BAKER

Booking a baker can typically be scheduled toward the end of the planning process, as the cake is often one of the last elements to finalize. This allows you to focus on your overall wedding vision and guest count before selecting a cake design and flavor that fits your theme. Additionally, many bakers are flexible and can accommodate last-minute requests, making it easier to secure a delicious centerpiece for your celebration that aligns perfectly with your style.

OFFICIANT

Booking an officiant is an important step that can often be completed a few months before your wedding, especially if you’re considering a family member to perform the ceremony. If a loved one is stepping into this role, ensure they have enough time to get ordained, which can typically be done online. Securing your officiant closer to the wedding allows you to focus on the ceremony details and ensure that the person you choose is aligned with your vision and values, creating a meaningful experience for you and your guests.

LIVE ARTIST

Booking a live artist can be done a few months before your wedding, allowing you to focus on other planning details first. This unique addition captures special moments in real-time, enhancing your celebration. Securing the artist closer to your wedding date gives you time to ensure their style aligns with your vision and discuss specific moments you’d like them to capture

PHOTOBOOTH

Booking a photo booth can typically be arranged a few months before your wedding, making it a fun addition that enhances guest engagement. This timeframe allows you to explore various options and customize the booth to fit your theme. By securing the photo booth closer to your wedding date, you can ensure it aligns with your overall vision and provides a memorable experience for your guests.

In summary, the key vendors that are a must for your wedding planning include foundation vendors, creative and design vendors, guest experience and travel vendors, attire and beauty vendors, and specialty vendors. Each category plays a vital role in creating the overall experience of your special day. While there is no specific set order to book your vendors, following this timeline can help you stay organized and streamline the planning process. By taking a strategic approach to securing these essential services, you can alleviate stress and ensure that each aspect of your wedding aligns with your vision. Remember, effective planning is about balancing creativity with practicality, allowing you to enjoy the journey while crafting a memorable celebration that reflects your unique love story.

Ready to bring your wedding vision to life or simply need help with booking vendors? Contact us today on the link below (or right here) to see how we can make your dream day a reality!