Book in this order
The order matters more than the timing, because each booking constrains the next. Book out of order and you will pay to undo it.
| Order | Supplier | Book by | Why here |
|---|---|---|---|
| 1 | Venue and date | 12 months | Constrains everything else — capacity, style, catering options, timings |
| 2 | Photographer | 10–12 months | The best book furthest ahead, and coverage hours shape the timeline |
| 3 | Caterer, if separate | 10 months | Menu and per-head price drive the largest budget line |
| 4 | Band or DJ | 9–10 months | Popular acts hold Saturdays a year out |
| 5 | Videographer | 9 months | Needs to coordinate with the photographer, so book after them |
| 6 | Florist | 8 months | Design depends on the venue and the season, both now fixed |
| 7 | Attire | 6–8 months | Dresses commonly need 4–6 months for order and alterations |
| 8 | Cake | 6 months | Tasting and design, not availability |
| 9 | Transport | 6 months | Depends on final locations and timings |
| 10 | Hair and makeup | 6 months | Trials happen later, booking happens now |
| 11 | Stationery | 5 months | Needs the RSVP deadline, which needs the caterer |
| 12 | Celebrant or officiant | As early as the venue | If independent rather than provided by the venue, book alongside it |
Do this at every booking, without exception
Same five things, every supplier, on the day you pay rather than later:
- Record the deposit amount, the date paid, and what it secures.
- Record the balance and its exact due date, not "final month".
- Record the refund deadline from the contract.
- Get the insurance certificate and its expiry, which your venue will ask for anyway.
- Save the named contact and their direct email. Coordinators change jobs.
Five minutes at booking, and you never reopen a contract PDF again.
Record it as you book
The tracker holds the deposits and balances; the deadline planner shows you what lands in the final month.
Common questions
What order should you book wedding vendors in?
Venue and date first, then photographer, caterer, band, videographer, florist, attire, cake, transport, hair and makeup, and stationery last. Each booking constrains the next, and stationery cannot be ordered until the caterer has given you a final numbers date.
How far in advance should you book a wedding photographer?
Ten to twelve months for a peak-season Saturday. They are the supplier most likely to be already booked, and their coverage hours shape the whole day timeline.
What should you record when booking a wedding supplier?
The deposit amount and date, what it secures, the balance and its exact due date, the refund deadline from the contract, the insurance certificate expiry, and a named contact with a direct email.
What is the last supplier to book?
Stationery, because the RSVP deadline printed on the invitations has to work backwards from the caterer's final numbers date.