Timeline for Booking your Wedding Vendors
The Ultimate Vendor Booking Timeline for a Year-Long Engagement
Congratulations on your engagement! Now that the excitement of saying "yes" has settled, it's time to dive into the world of wedding planning. From a wedding venue who has in house wedding coordination here is our advice for booking your wedding vendors on a timeline. One of the most crucial steps is booking your wedding vendors, and getting the timing right can make a huge difference in ensuring a smooth and stress-free wedding day. If you're planning a wedding with a year-long engagement, you're in the perfect position to take a steady, thoughtful approach. Here’s a vendor booking timeline to guide you every step of the way.
12 Months Before Your Wedding – Lay the Groundwork
The first few months are all about broad planning and securing your key vendors. Start by setting your wedding date and determining your budget. Once you have a budget in place, you can begin reaching out to venues and selecting the perfect one. Many wedding venues, especially popular ones in Chattanooga, Tennessee, book up quickly, so locking in your venue early is essential. Some wedding venues even require you to secure your date a year in advance. Hidden Springs Venue is booking super quick this year so it is best to tour as soon as you can!
11-9 Months Before Your Wedding – Secure Your Core Vendors
Once your venue is booked, it’s time to tackle the big-ticket items. These are typically the vendors who will have the most significant impact on your wedding day. Prioritize booking:
Photographer/Videographer – These vendors often have long lead times due to high demand, so it's important to book them early to secure your date.
Caterer – If your venue doesn’t provide catering, you’ll need to start researching catering options early to ensure availability and to taste-test various menus.
DJ/Band – Your entertainment is key to setting the tone of the celebration. Whether you want a DJ or a live band, it’s smart to book entertainment by the 9-month mark.
Florist – Florals play a huge role in creating the aesthetic of your wedding day, so securing your florist early ensures they can bring your vision to life.
Stationary - Save the Dates should be designed and sent out by the 9 month mark at the latest. This gives time for the guest to make arrangements and plans to attend your wedding.
8-6 Months Before Your Wedding – Nail Down the Details
Now that your core team is in place, it’s time to fill in the next level of vendors. These may not have as long of a lead time, but it’s still important to reserve them early:
Hair and Makeup Artists – Whether you’re going for a professional or a freelance artist, securing your glam squad early ensures you're not left with limited options.
Officiant – If you're having a religious ceremony or a non-denominational officiant, be sure to book them early. Many officiants have only a few slots available each weekend.
Transportation – Limousine services, buses, or other transportation for the bridal party and guests should be secured, especially if your wedding involves multiple locations or a large guest list.
5-3 Months Before Your Wedding – Perfect the Details
With the major vendors in place, now is the time to focus on the finishing touches. At this point, you're moving into more niche services:
Cake Designer – Whether you want a traditional tiered cake or an unconventional dessert table, schedule a cake tasting and finalize your order.
Rentals – If your venue doesn’t supply linens, chairs, or other decor items, look into rental companies to secure these details. Many couples opt for special touches like a vintage lounge area or customized signage. At our wedding venue we provide all of these services in house or for free. This helps lower the amount of outsourced vendors needed.
Stationery – Start working on invitations and other paper goods such as menus, programs, fun facts. If you’re working with a designer, they’ll need time to craft your stationery. Invitation should be sent out around the 2 month mark.
2 Months Before Your Wedding – Finalize and Confirm
By now, you’ve handled most of the major elements of your wedding, but it's time to wrap up any last-minute details and confirm everything with your vendors.
Wedding Day Coordinator – Whether you’ve hired a professional wedding planner or a day-of coordinator, it’s time to finalize your timeline and go over any last-minute details.
Final Payments and Contracts – Check in with your vendors to confirm schedules, payments, and any special requests or requirements. This is also a good time to finalize numbers with your caterer or florist.
1 Month Before Your Wedding – The Final Countdown
With only a month left, your vendor team should be nearly in place. Now, it’s all about tying up loose ends and reviewing the final details. Confirm arrival times, finalize your music playlist with your DJ or band, and ensure all rentals are scheduled for delivery.
By following this timeline, you’ll ensure that your wedding day is everything you dreamed of—and more. A year-long engagement gives you ample time to book top-tier vendors, refine your vision, and enjoy the process every step of the way. Happy planning!