Planning a wedding involves a lot of moving parts, and one of the biggest pieces of the puzzle is figuring out how early to book your vendors. Each vendor plays a crucial role in making your day special. But with wedding dates filling up quickly, especially during peak seasons, it's important to plan ahead. Here's a helpful guide on when to start booking your vendors to ensure you get your dream team in place.


1. Start Early: 12-18 Months in Advance for Popular Dates

For popular wedding dates—think spring and fall Saturdays—you’ll want to start booking your key vendors 12-18 months in advance. This ensures you can secure your top choices and avoid the disappointment of finding out that your preferred vendor is already booked. Early booking is especially important for highly sought-after professionals like your wedding photographer and planner, who tend to fill their calendars quickly. If you're getting married during peak wedding season, it's never too early to start reaching out.


2. Prioritize the Venue, Photographer, and Planner

Your first three priorities should be your venue, photographer, and planner. These are the vendors who will have the biggest impact on your wedding day and set the tone for the rest of your planning process.

  • The venue: Your venue sets the stage for your wedding, and most other details will depend on its location, size, and availability.
  • The photographer: Your wedding photos are how you’ll relive your special day for years to come, so securing a photographer who matches your style and vision should be high on your list.
  • The planner: If you're hiring a wedding planner, book them early so they can help guide you through the rest of the vendor selection process.

These three vendors are essential for keeping your wedding day organized and running smoothly, so securing them early gives you peace of mind and a strong foundation for the rest of your planning.


3. Book Other Vendors 8-12 Months Before the Wedding

Once you’ve secured your venue, photographer, and planner, it’s time to move on to other important vendors. 8-12 months before the wedding is an ideal time to book your:

  • Caterer: Locking in a caterer early is key, especially if you have a specific cuisine or menu style in mind. Most venues have a preferred vendor list. If the caterer you want isn't on this list, there might be an additional fee to use their services.
  • Florist: Floral design can be a major part of your wedding décor, and popular florists tend to book up quickly.
  • DJ or band: Music sets the mood for your reception, so whether you’re hiring a DJ or live band, book them as early as possible to ensure availability.

By securing these vendors early, you’ll have the major components of your wedding day handled, giving you more time to focus on the smaller details.


4. Hair and Makeup Artists, Transportation, and Rentals: 6-8 Months Out

6-8 months before your wedding is the time to secure your hair and makeup artists, transportation, and any rentals you may need.

  • Hair and makeup artists: Bridal beauty is an essential part of the day, and talented artists can book up fast. Lock them in early to ensure your beauty team is available and ready to make you look and feel your best.
  • Transportation: Whether it’s a vintage car for your grand entrance or a shuttle service for your guests, don’t wait too long to secure transportation.
  • Rentals: If your venue doesn’t provide certain essentials like tables, chairs, or tents, now’s the time to book those items. This ensures you have everything you need to accommodate your guests.


5. Remember: Peak Season Vendors Book Quickly

If your wedding falls during the peak season (spring and fall), it’s crucial to keep in mind that many vendors will book up quickly. In Central Florida, the mild weather during these months makes it a popular wedding destination, so couples should be proactive when reaching out to vendors. Early booking not only helps secure your preferred vendors but can also give you more flexibility in pricing, packages, and services.


By staying on top of vendor timelines and being proactive, you’ll have plenty of time to focus on the fun, creative details that make your wedding uniquely yours.


At Koontz Photography, we understand how important it is to have everything in place for your special day. If you're ready to start planning and want a photographer who will capture every vibrant, joyful moment, reach out today!