How Far in Advance Should You Book Your Wedding Suppliers?
When you’re newly engaged and starting to plan your wedding, one of the first questions that pops up is: “How early do I need to book my suppliers?”
And honestly, it’s a great question. Some suppliers are booked years in advance, others can be sorted a bit closer to the day, and it’s not always obvious which is which. Whether you're planning a relaxed countryside celebration or a full weekend wedding, having a timeline in mind can take a lot of the stress out of the planning process.
So, how far in advance should you start reaching out and locking things in? Here’s a general guide based on what I’ve seen over the years, and what I’d recommend to any couple planning now for 2026 or 2027.
Table of Contents
18-24 Months Before: Start With the Big Foundations
Your venue should always be the first thing you book. It sets your date, location, and tone for the whole wedding. Popular venues get booked up fast, especially during peak season and on weekends, so if you’ve got a dream spot in mind, get in touch as soon as possible.
Once your venue and date are locked in, it’s time to think about the suppliers who can only commit to one wedding per day. This usually includes:
Photographer
Videographer or Content Creator
Planner or coordinator
Band or DJ
Celebrant or Officiant
I’m already booking up to 18 months in advance, and it’s not unusual for photographers, planners, and celebrants to be full for certain dates up to two years ahead, especially the summer weekends.
12-15 Months Before: The Creative Essentials
Once the main team is secured, you can move onto the creative suppliers who bring your wedding vision to life. These suppliers can usually work on multiple weddings a week, but still appreciate a longer lead time to consult, plan, and prep for your day.
At this stage, you’ll want to book:
Florist - especially if you have seasonal preferences or large installs in mind
Caterer - if not provided by your venue
Cake Maker - don’t underestimate how long custom cakes take to plan and perfect
Hair and Makeup Artist - allow time for trials and tweaks
Dress & Seamstress - especially for made-to-order gowns or custom fittings
Giving these suppliers 12+ months means you can have creative discussions, book trials, and make decisions without feeling rushed.
6-9 Months Before: Lock In Logistics and Extra Details
Now’s a great time to secure anything that supports your day running smoothly. It might not be the most glamorous part of planning, but it’s important to get it sorted.
Things to think about include:
Transport for guests or the wedding party
On-the-day Coordinator (if your venue doesn’t provide one)
Furniture or Decor hire (if your venue is a blank canvas)
Lighting or Production teams for large-scale setups
This is also the perfect time to start thinking about the extra touches that make your celebration feel like you.
3-6 Months Before: Fun Extras and Final Flourishes
This is when the smaller, but still meaningful, suppliers come into play. These are the elements that often get booked a little later, but if you know what you want early on, even better.
You might be looking at:
Photo Booths or Audio Guest Books
Confetti or Sparkler Suppliers
Lawn Games, Magicians, Fireworks, Live Artists
Final orders for Signage, Favours, or Paper Goods
At this stage, you’ve already got your key suppliers confirmed and your style locked in, so now it’s about the personal finishing touches that bring your day together.
Don’t Try To Do It All At Once
It’s really easy to get overwhelmed, especially when every supplier says they’re booking up fast. But you don’t need to book everyone in one week. Take it step by step.
Start with the suppliers who can only take one booking per day, then work down from there. A good rule of thumb? If someone books out far in advance or plays a big role on the day, prioritise them early.
Final Thoughts
Every wedding is different, and every couple’s planning journey moves at its own pace. But having a clear timeline can give you the space to plan with more ease, more intention, and a lot less last-minute stress.
If you’re feeling unsure, or not quite sure where to begin… just ask! Even as a photographer, I love helping couples with planning questions, and I’ve worked alongside some brilliant suppliers I’d be more than happy to recommend.
Not sure when to book what? Let’s chat about where you’re at in your planning and how I can help you feel one step ahead.
