The Correct Order to Book Your Wedding Vendors

Planning a wedding can feel overwhelming, especially when it comes to booking all the vendors that will bring your vision to life. From the venue to the cake, each decision impacts the next, so knowing the correct order to book your wedding vendors can save you stress, ensure availability, and keep your budget on track. As professional wedding planners based in the Southeast, we’ve put together a step-by-step guide to help you plan efficiently and enjoy the process.

Planner and/or Coordinator

If you’re considering hiring a wedding planner or coordinator, start here (hello!). A professional can help you navigate the vendor landscape, recommend trusted vendors they’ve worked with before, and keep your planning timeline on track. Booking a planner first ensures you have guidance throughout the entire process. If a planner isn’t within your budget, a coordinator can also assist by recommending trusted vendors based on your vision and needs, though they won’t be involved in every step of the booking process.

Photographer: Hunter Hennes

Venue

Your venue sets the stage for your wedding day and dictates your potential wedding dates. Once you secure a location, you can confirm availability with all other vendors and begin making more specific plans for decor, catering, and entertainment. After all, the venue sets the tone and establishes the overall vibe and mood of your wedding design.

Photographer: Sprayberry Studios

Photographer & Videographer

These vendors capture the memories that will last a lifetime, so they’re worth booking early. Popular photographers and videographers can book more than a year in advance, especially on weekends. Once you have your venue and date, reach out to your preferred photographers and videographers to secure your spot first. It’s also important to make sure you click with your photo and video team, since you’ll be spending most of your wedding day with them. Be sure to schedule a call before officially booking to ensure your personalities and vision blend well together. For extra guidance, check out our blogs: Questions to Ask Before You Hire Your Wedding Videographer and Questions to Ask Before You Hire Your Wedding Photographer.

Photographer: Alexis Dimmer

Entertainment

Music sets the mood for your entire wedding day, so securing your entertainment early is key. First, decide as a couple whether you’d like a DJ, a band, or a combination of both, for example, strings during the ceremony and cocktail hour and a DJ for the reception. For more guidance, check out our blog Live Band vs. DJ: Which is Right for Your Wedding?. Next, consider how much time you’ll need to book them for. Their coverage typically starts about 30 minutes before the ceremony for prelude music as guests arrive and continues through the end of the reception.

Photographer: Eric & Jamie

Hair & Makeup Artists

Your beauty team ensures you look and feel your best, and their availability can be limited during peak wedding season. Booking hair and makeup artists early gives you time for trials and ensures your preferred stylists are available on your date. Before booking, take a deep dive into their work by reviewing their portfolio, social media, and client reviews. It’s also important to make sure they have experience with someone who has a similar hair and skin type as yours.

Photographer: Team Notaro

Hotel Blocks

Whether you’re hosting a destination wedding or expecting out-of-town guests, a room block takes the guesswork out of where everyone should stay and helps keep your group together. This also makes travel easier for your friends and family and can sometimes secure group discounts. For everything you need to know about setting up hotel blocks, be sure to read our blog Wedding Hotel Blocks 101.

Photographer: Matlock & Kelly

Caterer & Bartender

If your venue doesn’t include in-house food and beverage, you’ll want to lock in your catering and bar team. These vendors coordinate closely with your venue and planner, so securing them sooner helps streamline your menu planning and ensures high-quality food and beverages for your guests. If possible, booking your caterer and bar service through the same company is ideal, as they work seamlessly together and can help optimize overall costs. For more guidance, check out our blogs: Questions to Ask Before You Hire Your Wedding Caterer and Questions to Ask Before You Hire Your Wedding Bartender.

Photographer: Megan Kuhn

Officiant

Often, the officiant is one of the most overlooked vendors, but leads the most important part of the wedding day. Whether you choose a religious leader, a friend, or a professional officiant, be sure to confirm availability and any necessary documentation well ahead of time. Here at Before the Vows, we also offer premarital coaching and officiating services, making it easy to keep your ceremony planning intentional, meaningful, and seamless.

Photographer: Coastal Roads

Florist

Florals play a major role in setting the look and feel of your wedding day, from personal flowers to ceremony and reception details. Working with a florist allows you to explore design options, source seasonal blooms, and create arrangements that truly reflect your style and overall vision. This step also helps determine what additional items you may need to rent, as some florists provide candles, vases, and other decor elements to ensure cohesion in your design.

Photographer: Alexis Dimmer

Baker

If you’re planning on having a wedding cake or dessert display, securing your baker is an important step. Bakers need time to design custom desserts, schedule tastings and finalize flavors, ensuring everything is thoughtfully planned and perfectly executed for your wedding day.

Photographer: Marlee Gentry

Transportation

Transportation is an important detail to consider for both your guests and yourselves. Shuttles help move guests smoothly and safely to and from your hotel blocks, while keeping your timeline on schedule, especially if parking is limited at your venue. For yourselves, a getaway car such as a limousine or vintage vehicle adds a special finishing touch to the night and ensures a seamless and stylish departure at the end of the celebration.

Photographer: Kristen Thomison

Rentals (linens, place settings, draping, dance floor, lounge sets, decor, etc.)

Rental items such as linens, place settings, draping, dance floors, lounge furniture, and decor pieces help bring your overall design together. Many rental companies have showrooms where you can see items in person and experiment with different combinations, while others offer full catalogs online to browse and plan from the comfort of your home.

Photographer: Alexis Dimmer

Any Other Vendors (live painter, photo booth, content creator, etc.)

Finally, there are vendors that are “nice to have” and not a “need to have”, such as live painters, photo booths, content creators, or musicians for cocktail hour. While not required, these vendors add personality and entertainment to your wedding, creating memorable experiences for your guests. They are often added closer to the wedding date if the budget allows.

Photographer: Hayley Ownbey

Booking wedding vendors in the right order makes the planning process smoother, reduces stress, and helps you secure your dream team. Every wedding is unique and the timeline will vary based on your priorities and needs. With a clear timeline, your engagement period will feel seamless, fun, and stress-free, just as it should. 

If you’re ready for guidance every step of the way, book a consultation with Before the Vows today and let us help you bring your wedding vision to life!