The Ultimate Wedding Vendor Checklist
Building your dream team of wedding professionals is the most crucial part of planning. Here is exactly who you need to hire, and exactly when you need to book them.
Why the Booking Timeline Matters
The best wedding vendors in your area will frequently book out 12 to 18 months in advance. If you wait until 6 months before your wedding to start looking for a photographer, you will be left picking from whoever happens to still be available, rather than your first choice.
Follow this chronological hiring order to ensure you secure your A-Team.
Phase 1: 12 - 18 Months Out
These vendors can only take one wedding per day. Once their date is gone, it's gone.
Wedding Planner
Hire them first! They will help you find and negotiate with every other vendor on this list.
The Venue
You don't officially have a wedding date until you have a signed contract with a venue.
Photographer / Videographer
The most sought-after photographers book up over a year in advance. Do not wait on this one.
Phase 2: 9 - 12 Months Out
Caterer
If your venue is not all-inclusive, you need to book a caterer and schedule a tasting.
Band or DJ
Entertainment makes or breaks the reception. Good DJs go incredibly fast.
Phase 3: 6 - 9 Months Out
- Florist
- Hair & Makeup Artists
- Rentals (Tents, Chairs, Linens)
- Officiant
Crucial Questions to Ask Every Vendor
- What is your backup plan if you get sick? (Professionals always have a network of associates to cover for them in an emergency).
- Do you carry liability insurance? (Many venues will literally ban a vendor from working the property if they don't have proof of insurance).
- Are there any hidden fees not listed on this quote? (Ask specifically about travel fees, breakdown fees, or overtime rates).
Keep Your Vendor Team Organized
Use our dashboard to track vendor contracts, contact info, and payment due dates all in one central hub.
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