The Ultimate Wedding Planning Timeline: When to Book Each Vendor

Planning a wedding is an exciting journey, but with so many details to manage, it can feel overwhelming. Booking the right vendors at the right time ensures that you get the best options available while avoiding unnecessary stress. Here’s your ultimate wedding planning timeline to help you stay on track and plan the wedding of your dreams.

12+ Months Before the Wedding

1. Wedding Planner

If you plan to hire a wedding planner, book them as soon as you set your date. A planner will help streamline the process, connect you with top vendors, and bring your vision to life.

2. Venue

Venues book up fast, especially popular ones, so secure your dream location as early as possible. Booking your venue also sets the stage for your wedding date and guest count.

3. Caterer

Many venues have in-house catering, but if you’re hiring an external caterer, book them early to secure the best menu options.

Our recommended caterers : Notch Up Caterers , Peake Catering .

4. Photographer & Videographer

Top photographers and videographers can be booked up to a year in advance. Lock in your preferred professional early to ensure you get the best quality memories.

Our recommendations : Farawayland Wedding, Alisha Khan Photography,Andrew Lukianiuk Photography ,True Love Media .

9-12 Months Before the Wedding

5. Entertainment (Band/DJ)

Whether you’re dreaming of a live band or a DJ, book your entertainment early to guarantee availability and start planning your playlist.

Our recommendations : HVR,The Phonix,Beauty Shop Dolls , Presto Entertainment

6. Wedding Dress & Attire

Bridal gowns can take months to be made and altered, so begin your dress shopping early. If you’re also renting or purchasing suits or bridesmaids’ dresses, start looking now.

Our recommendations: Ethereal Bridal , The Sartorial Shop.

7. Officiant

If you’re not using a religious officiant, book a professional wedding officiant early to ensure they’re available for your date.

Our recommendation : Fraser Valley Officiants

6-9 Months Before the Wedding

8. Florist

Meet with florists to discuss your vision and select one who aligns with your aesthetic and budget.

Our recommendation : Mountain Daisy Florals .

9. Hair & Makeup Artist

Secure your beauty team early and schedule a trial run to finalize your bridal look.

Our recommendations : Blo Dry Bar ,Subtle Beauty Artistry ,Anmol Aurora Artistry .

10. Rental Services (Decor, Linens, Furniture, Lighting)

If your venue doesn’t provide these, book rentals now to ensure availability.

Our recommendations: Elegance Rentals , NighCo, Premier Tent Rentals ,Royal Flush Rentals .

4-6 Months Before the Wedding

11. Cake Baker

Schedule tastings and choose your baker so they have enough time to create your dream wedding cake.

Our recommendation : Sweet Avenue Bakery

12. Stationery (Invitations & Signage)

Order invitations, signage, menus, and other printed materials, and plan to send out invitations around the 3-month mark.

Our recommendation : The Soiree Company

2-4 Months Before the Wedding

13. Transportation

Book wedding day transportation for you and your guests if needed.

14. Wedding Favors

Order custom wedding favors for guests as a special token of appreciation.

1-2 Months Before the Wedding

15. Finalize Details with Vendors

Confirm arrangements with all vendors, including meal selections, timeline, and any last-minute adjustments.

16. Seating Chart & Place Cards

Once your RSVPs are in, create a seating plan and finalize place cards.

Final Weeks Leading to the Wedding

Schedule your final dress fitting.
Confirm the wedding day schedule with vendors and bridal party.
Pack an emergency kit (safety pins, stain remover, extra makeup, etc.).
Enjoy your big day!

By following this wedding planning timeline, you’ll stay organized and stress-free. If you need expert assistance in planning your wedding, The Soirée Company is here to bring your vision to life with seamless coordination and stunning designs. Let’s make your dream wedding a reality!

Access our 12 Month Wedding Checklist by filling out the form below now , and make sure you don’t miss any important steps !