THE ULTIMATE TIMELINE FOR BOOKING YOUR WEDDING VENDORS
Planning a wedding is an exciting and joyous time in your life.
You have envisioned your special day, and now it's time to turn that dream into a reality. However, the process can be overwhelming, as there are numerous decisions to be made and countless details to consider. That's where a team of creative professionals comes in, working together to bring your wedding vision to life.
We have outlined the best order to book your vendors, taking into account the impact each decision may have on the next. By following this schedule, you can ease your stress and enjoy the journey of planning your dream wedding.
one, two, three (in any order):
the Wedding Venue (12-18 months in advance)
Your wedding venue is one of the most critical aspects of your special day. The venue provides the overall aesthetic for EVERYTHING. Book early with your dream venue to ensure your get your selected date!
Photographer and Videographer (12-18 months in advance)
Your wedding photos and videos will capture the precious moments of your special day, allowing you to relive them for years to come. This is arguably the most important vendor you will hire and it’s also the one you have the longest running relationship with, so make sure you choose wisely! I’m not just saying that because I’m a photographer, I’m saying it because after you wedding day is over, your media team will continue to work with you during previews, gallery and video delivery, print orders, albums and books, etc., and if their like me, I usually become the “family historian” and I see many of my couples year after year as their family grows or as other milestones are achieved.
Wedding Planner (12 months in advance)
When deep diving into the vendor selection process, it's crucial to hire a wedding planner to guide you through every step of your wedding planning journey. This chapter will explain why hiring a wedding planner should be a priority. If you have the budget, experienced counsel and coordination from your planner can make the process of planning and executing your dream wedding a stress-free, joyful experience. We highly recommend: At Ease Events and A Summers’ Day Events.
four: Caterer and Wedding Cake (10-12 months in advance)
Your guests' dining experience is an integral part of any wedding celebration. You will need time to attend tasting sessions, learn about dietary restrictions of your guests, menu customization, and how to choose a cake design that complements your wedding them and do it all within budget.
five: Florist and Decorator (6-8 months in advance)
The right floral arrangements and decor can transform your wedding venue into a magical and breathtaking space. As a photographer, we love good florals! They TRULY set the mood in the event space, good or bad. Kansas City is home to some amazingly talented but highly sought after designers, so booking well in-advance is the best way to ensure you have a floral and decorator team that execute your vision.
six: Entertainment (6-8 months in advance)
No wedding celebration is complete without entertainment to keep your guests entertained and dancing throughout the night. Live Band or DJ.
seven: Stationery and Invitations (6-8 months in advance)
Your wedding invitations and stationery set the tone for your special day and provide guests with essential information. Selecting a stationery vendor and designing your invitations takes time. You will want a cohesive design, proper wording etiquette, and a way to manage RSVPs and guest communication. In my experience, Save the Dates usually go out 6 months prior to your event with Formal Invitations going out 4-5 months prior to the event.
eight: Officiant and Ceremony Musicians (4-6 months in advance)
Your wedding ceremony is the heart and soul of your celebration, and having the right officiant and ceremony musicians is crucial. Make sure you find an officiant who aligns with your beliefs and values. Live ceremony music creates a beautiful and memorable ceremony experience and is more affordable than you think!
nine: Hair and Makeup Artists (4-6 months in advance)
On your wedding day, you deserve to look and feel your absolute best. You will want to hire hair and makeup artists who can bring your desired bridal look to life. Make sure you have enough time to do your trial, have good communication and rapport with the artists, ensuring they can accommodate your needs.
ten: Transportation (2-4 months in advance)
Transportation is an essential aspect of your wedding day logistics, ensuring that you and your guests arrive at each venue comfortably and on time, especially if you plan to go off-site for photo opportunities.
eleven: Miscellaneous Vendors and Final Details (1-2 months in advance)
In the final months leading up to your wedding day, there are several miscellaneous vendors and final details to address. These vendors are subjective but your planner, venue coordinator or photographer can help guide you on what would be best for your specific day.
Conclusion
In conclusion, following our suggested order of booking vendors will ensure you have the benefits of having a team of creative professionals by your side to provide a stress-free and unforgettable wedding experience. Remember, weddings are a collaborative effort, and by hiring trustworthy and reputable vendors within appropriate time frames, will ensure you assemble the team of your dreams who can turn them into reality. For Venues, Photo and Video and Planners, time is of the essence. While I can only speak for Black Moon Media, I have talked with many venues and planners and we routinely book out 12-24 months in advance, so if you have a date in mind to book, it’s best to get the date secured as soon as possible to ensure you have your dream vendor team!
Now, let the journey begin!
