The Ultimate Wedding Vendor Booking Timeline

And All the Tips You’ll Need

First off, congratulations on your upcoming wedding!

Now, it’s time for one of the most exciting parts of the planning process: booking your vendors! If you're feeling overwhelmed, don’t worry—I’m here to guide you through it all! In this blog, I’ll break down when to book your vendors, how to manage your budget, and a few helpful tips that will make your planning process much smoother.

Let’s dive into some tips to help you plan your wedding without stress!

Tip #1: Start with Your Budget

Before you dive into booking vendors, it’s important to understand your overall wedding budget. In Minnesota, the average wedding costs around $30,000. Of course, your wedding may cost more or less, depending on your vision, venue, and priorities.

Here’s how to approach budgeting:

Set a realistic budget with your partner.
Break down your budget into categories (e.g., venue, photographer, florist, food, etc.).
Leave some wiggle room—things might pop up during the planning process, and you’ll want to be prepared!

Some categories to consider in your budget:

Tent
- Tables & Chairs
Venue
- Catering/Bar (if not included in the venue)
Photographer/Videographers
Wedding Planner
Floral and Decor
Transportation

Tip #2: Prioritize Your Vendors

Once you have a budget, prioritize your vendors based on what’s most important to you. Maybe photography is a huge priority for you, or you’ve always dreamed of having stunning floral arrangements. Whatever your priorities are, adjust your budget accordingly. Keep in mind that some vendors are more flexible on price, while others may require you to splurge a little!

Tip #3: Book High-Demand, Low-Flexibility Vendors First

Certain vendors book up fast, so securing them early on is key! These are the vendors who can only handle one wedding per day, such as:

Venue – Book this first, as most venues are in high demand.
Photographer/Videographer – These professionals can be fully booked months in advance, so if you’ve got your eye on someone, don’t wait!
Band/DJ – If you want a specific band or DJ, get them on your list ASAP.
Wedding Planner – A planner can help you pick your venue/date and which vendors are going to work well with you vision.

Tip #4: Take It One Category at a Time

Wedding planning can be a lot to juggle, and trying to book multiple vendors at once can quickly become overwhelming. Focus on one category at a time to reduce stress and stay organized. It's tempting to rush through everything, but by taking a slower approach, you'll avoid booking burnout and ensure you're happy with every decision.

12+ Months Out: Build Your Foundation

Venue – Book this first, as most venues are in high demand.
Photographer/Videographer – These professionals can be fully booked months in advance, so if you’ve got your eye on someone, don’t wait!
Wedding Planner – A planner can help you pick your venue/date and which vendors are going to work well with you vision.

10 Months Out

By the time you're around 10 months out from the wedding, it’s time to secure the following vendors:

**Florist** – Floral arrangements take time to plan and design, so it’s important to get this booked early.

Caterer/Bar (if not included with your venue)
DJ/Band – If you're planning to have a band, consider booking them earlier, as they tend to have a limited number of available dates.

**Rentals** – Things like tables, chairs, linens, and other decor items should be secured now to ensure availability.

8-6 Months Out

As you move closer to the 8-month mark, start booking these vendors:

Transportation – Whether you’re booking a limo, shuttle, or vintage car, get this sorted out now to ensure it’s available on your wedding day.

Hair & Makeup Artists (HMUA) – Whether you’re going with a professional or doing it yourself, it’s a good idea to book your HMUA early, especially if you’re looking for a highly sought-after artist.

**Cake/Dessert** – A wedding cake or dessert table is a big part of your celebration, so make sure to book your cake maker in advance to avoid last-minute stress.

More Tips for a Smooth Wedding Planning Experience

No Time? No Problem!
Don’t panic if you have less than 12 months to plan your wedding. Many venues, planners, and other vendors provide a “Preferred Vendor List” to help you quickly find trusted professionals. This can be a game-changer for couples planning a wedding on a shorter timeline!
Book Smart!
While price is a factor, don’t base your decision solely on cost. Always check vendor reviews and meet with them in person or via video chat. You want a vendor who genuinely cares about your wedding and can deliver the quality you expect!
Don’t Wait Too Long!
It's tempting to procrastinate, but try not to wait until the last minute to book vendors. Vendors who are available last-minute may not be the best fit for your big day. Give yourself time to research and make decisions that will leave you confident in your choices.

Wedding planning doesn’t have to be stressful if you follow a clear timeline and take things one step at a time. Start with your budget, prioritize your vendors, and book those high-demand professionals early to avoid any last-minute scrambles. Whether you have 12 months or just a few months to plan, being organized and thoughtful about each decision will ensure your day is stress-free and in good hands!

Happy planning, and enjoy every moment of your wedding planning journey!

Talk to you soon!

Caitlin Peters

Coordination: True North Weddings @truenorthweddingsduluth
Rentals: The Vault @thevaultduluth
Floral: Superior Blooms @superiorblooms
Photography: Kellie Rae Studio @kellieraestudio
Venue: Pier B @pierbresort
Rentals: Alpha Lit @alphalittwinports
Bridal Attire: Christian Lane Bridal Shop @christianlanebridal
Dessert: Snazzy Cakes @snazzycakes
Beauty: Nik @nik_jean_hairartist
Groom Attire: Mainstream Duluth @mainstreamduluth