5 Essential Wedding Vendors to Book First (And When to Book Them)
Planning your wedding and wondering which vendors to book first?
As experienced wedding planners based in Bismarck, ND (this is us!), we've helped countless couples navigate the vendor booking process, and we know that timing is everything. The order you book your wedding vendors can significantly impact availability, pricing, and your overall wedding planning experience. Popular vendors book up 9-12 months in advance, especially during peak wedding season (May through October), so knowing where to start is crucial.
Quick Answer: The 5 Wedding Vendors to Book First
Wedding Planner (11+ months out)
Wedding Venue (11+ months out)
Photographer and Videographer (10-12 months out)
Catering (8-10 months out)
Floral and Event Design (8-10 months out)
Let's dive into exactly why these vendors should be your top priorities and what to consider when booking each one.
1. Wedding Planner (11+ Months Before Your Wedding)
Now as professional wedding planners, we'll admit we're a little biased on this one. But let us tell you exactly why hiring a wedding planner should be your first priority:
Why Book Your Wedding Planner First
Expert Vendor Connections: A wedding planner will leverage their industry relationships to get you competitive venue rates and set up venue tours for you. This is especially valuable since the venue is your next priority booking (see below!). Many planners have preferred vendor lists with professionals they've successfully worked with on dozens of weddings. For example, we have exclusive rates with Modern Events, Twelve9 Photography, and several other local vendors.
Investing in Peace of Mind: Hiring a wedding planner means investing in peace of mind that nothing will be forgotten, mishaps will be resolved quickly, friends and family can actually relax and enjoy your wedding day, and your time leading up to the wedding isn't spent on stressful details. The average couple spends 200-300 hours planning their wedding — How valuable is your time? A planner can cut this in half, if not significantly more.
Deep Knowledge of Your Vision: We've been chatting with our couples for months, sometimes even a full year before their wedding. By the time your big day arrives, we know the exact layout of your wedding, who is supposed to be where and when, that you wanted a memory bouquet right by the gift box, the order of the toasts, and every tiny detail that matters to you. We'll communicate with vendors so you don't have to answer phone calls in the middle of getting your hair done, and we'll solve problems before they become problems.
Expert Delegation Skills: You probably have a million people asking to help with your wedding, and you genuinely want to involve them! The good news is you have the helpers—we have the delegation skills and experience to coordinate everyone effectively.
Venue Access and Setup: You may not be able to get into your venue before the big day, and trust us, time seems to evaporate on your wedding day! Don't worry—we'll do multiple run-throughs of your venue to ensure the placement and measurements are absolutely perfect.
What If You Have Budget Constraints?
If you've outlined your wedding budget and it only allows for a month-of coordinator, that's perfectly okay! We still recommend booking them as soon as you can to ensure availability. Even partial planning support is infinitely better than going it alone.
2. Venue (11+ months out)
Venues Represent a Major Budget Item: The venue typically represents 30-40% of your total wedding budget. Getting this established early will guide the rest of your budgeting decisions and help you allocate funds appropriately for other vendors. Don't forget to ask for a complete breakdown including bar fees, security, cleaning fees, tablecloth rentals, and what exactly is included in the base price.
Venues Influence Your Overall Wedding Style: Your venue will significantly affect the overall aesthetic and style of your wedding day! We highly recommend brainstorming your desired wedding style and color palette before choosing your venue, AND outlining your entire wedding budget to get an estimate of what you’re willing to spend on a venue. A rustic barn venue requires different decor than an elegant ballroom, and choosing a venue that already aligns with your vision will save you thousands in transformation costs.
Questions to Ask When Touring Venues
What's included in the rental fee versus what costs extra?
What are the restrictions on decor, candles, music volume, or vendor choices?
When can we access the space for setup and when must we be out?
Is there a backup plan for outdoor ceremonies if weather doesn't cooperate?
What tables, chairs, and basic items are included?
Are there preferred caterers or can we bring in our own?
More a more comprehensive list of what to ask your wedding venue, check out our blog here
3. Wedding Photographer and Videographer (10-12 Months Before Your Wedding)
Photography and videography are investments in preserving your wedding memories forever, and the best professionals book up quickly.
Why These Vendors Require Early Booking
Single-Event Professionals: It's crucial to book vendors who dedicate their full attention to one wedding per day. Unlike catering companies or rental companies that can service multiple events, your photographer and videographer can only take one wedding per day. The most sought-after professionals may only have 20-30 Saturday dates available per entire year.
Style Matters Immensely: Wedding photography styles vary dramatically—from light and airy to dark and moody, documentary-style to heavily posed. Take time to research photographers (or hire us to get you rates and recommendations!), and carefully consider their style, pricing structure, and personality. You'll be spending your entire wedding day with these professionals, so personality fit matters.
What to Look For
Review full wedding galleries, not just highlight reels
Ensure their editing style matches your vision
Confirm they have backup equipment and a backup photographer plan
Understand what's included: hours of coverage, engagement session, albums, prints
Read reviews specifically about their professionalism and responsiveness
4. Wedding Catering (8-10 Months Before Your Wedding)
Let's give the people what they want—delicious food! Catering is often one of the most memorable aspects of any wedding for your guests.
Guest Experience: Food quality and presentation can make or break your guests' experience. If your venue doesn't include in-house catering, you'll want to start researching local caterers early. Popular catering companies can book 8-12 months out, especially for Saturday events during peak season.
Budget Considerations: It's essential to consider how important food is to you personally for your wedding celebration. If it's a low priority, stick with more affordable options. If food is important to you and you want an exceptional culinary experience, find your favorite option and allocate more budget there! Catering costs can range from $20-$80+ per person (including appetizers), so this decision drastically impacts your overall budget, especially with larger guest lists.
Catering Questions to Consider
What's the per-person cost, and what exactly does that include?
Are appetizers, late-night snacks, or dessert bars extra?
What are the staffing fees and service charges?
Do they handle dietary restrictions and allergies professionally?
Can you do a tasting before committing?
Can they do a buffet or served/plated meal?
5. Wedding Floral and Event Design (8-10 Months Before Your Wedding)
Now this is where the beauty and magic really come together! Floral arrangements and event design transform your venue into the wedding of your dreams.
Why Design Vendors Need Advance Notice
Design is Complex: Quality wedding designers and florists need time to conceptualize your vision, source materials, and coordinate rentals. Seasonal flower availability, custom rental pieces, and coordination with your venue all require advance planning.
Budget-Heavy Category: Design vendors for your wedding can represent 10-15% of your total budget, so it's essential to get a detailed breakdown of what you'll be renting and any additional design costs upfront.
Important Questions to Ask
Does your rental decorator charge separately to design your event?
How much is it for them to set up and tear down the wedding?
What happens to the flowers after the wedding—can you donate them or take them home?
Are design consultations included or charged separately?
Pro Tip: You may be able to wait on finalizing specific floral details with your florist until it gets closer to your wedding date, but we strongly recommend meeting with your florist and decorator upon booking to get a feel for what rental items you'll need, as well as estimate cost. This allows them to reserve inventory for your date.
Honorable Mentions: Other Important Vendors to Book
While the five vendors above are your top priorities, don't forget about these important professionals:
DJ or Band (8-10 months out): Entertainment sets the mood for your entire reception
Hair and Makeup Artists (6-8 months out): Popular artists book quickly, especially for large bridal parties
Bakery/Cake Designer (6-8 months out): Custom wedding cakes require consultation and tastings
Transportation (4-6 months out): Limousines, party buses, or vintage cars for your wedding party
Officiant (4-6 months out): Especially important if you want a specific religious leader or custom ceremony
Common Wedding Vendor Booking Mistakes to Avoid
Mistake #1: Booking Vendors Before Securing Your Venue Always confirm your venue and date before booking other vendors. Nothing is worse than booking your dream photographer only to find they're unavailable when you finally secure your venue date.
Mistake #2: Not Reading Contracts Carefully Always read the fine print. What's the cancellation policy? What happens if a vendor gets sick? Are gratuities included or expected?
Mistake #3: Choosing Vendors Based on Price Alone The cheapest option often comes with compromises. Read reviews, meet vendors in person, and consider value over just the bottom line.
Mistake #4: Forgetting to Ask About Hidden Fees Always ask: "What's NOT included in this price?" Service charges, overtime fees, delivery charges, and setup fees can add up quickly.
Ready to Start Your Wedding Planning Journey?
Once these five essential vendors are booked, sit back and celebrate! You're well on your way to a beautiful and well-organized wedding day. We can already tell you're a smart couple for taking the time to research and plan strategically.
Want Professional Help With All the Research and Coordination?
Want someone to handle all the vendor research, price negotiations, contract reviews, budget management, and timeline creation for you? That's exactly what we do! At Behind the Scenes Events, we specialize in taking the stress out of wedding planning so you can focus on enjoying your engagement.
Our services include:
Month-of coordination for couples who want to plan themselves but need expert support at the end
Full-service wedding planning from engagement to "I do"
Destination wedding planning for couples dreaming of far-away celebrations
Honeymoon planning to ensure your post-wedding trip is perfect
Based in Bismarck, ND, we plan weddings throughout North Dakota and across the globe. We'd love to chat with you about your wedding vision and how we can help bring it to life!
Happy planning, and congratulations again on your engagement!
About the Author: Behind the Scenes Events is a full-service wedding planning company based in Bismarck, North Dakota. With years of experience planning hundreds of weddings, we're passionate about creating stress-free, beautiful celebrations that reflect each couple's unique love story.
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