Planning a wedding is one of the most exciting (and slightly overwhelming) experiences you'll ever have. Let’s break it all down in a complete guide to building your dream vendor team, from must-hires to media team bonuses, when to book, and what red flags to watch out for so you don’t end up in a wedding horror story Reddit thread.

Wedding Vendor Booking Timeline (What to Book & When)

A solid timeline keeps your planning stress-free and helps you secure your top-choice vendors.

12+ Months Out:

Wedding Planner: This is your ride-or-die from day one. Hire a full-service planner or a month-of coordinator, depending on your needs. Either way, don’t wait.
Venue: Often dictates your date and impacts your vendor options (some venues include catering/bar or require specific vendors).
Photographer: Good photographers book 12–18 months out. Prioritize them early!
Caterer + Bar Service: If not included with your venue, start tastings and quotes early.
Save The Dates: You need to give guests enough time to plan accordingly!

9–11 Months Out:

Florist: Start florals once you have a venue, color palette, and vibe. They can’t quote without those details anyway.
DJ/MC: Music sets the tone, but so does the person holding the mic.
Videographer: Highly recommended (see why in the media team section).
Content Creator: A newer must-have for many couples who want in-the-moment content without waiting weeks for photos.

6–8 Months Out:

Rentals (if not included in venue/catering)
Formal Invites: Be sure to inquire early to give your vendor time to design, but these can be sent out 2-4 months out.
Hair & Makeup Artists
Transportation
Officiant

3–5 Months Out:

Cake/Dessert Vendor
Signage Vendor
Favors + Final Touches

Find the perfect vendor for your wedding here

Must-Hire Vendors

If you're on a tighter budget or just don’t know where to start, here's your core dream team:

Wedding Planner (Non-Negotiable)
Think of your planner as your project manager, designer, and calm voice of reason. They’ll handle vendor communication, timeline creation, problem-solving, and 10,000 details you don’t want to deal with on your wedding day.
Photographer
Your wedding lasts one day. Your photos last forever. Invest in someone whose style you love, who communicates well, and knows how to capture fleeting moments.
Florist
From the bouquet in your hands to the ceremony backdrop, your florist helps bring the entire vision together. Booking them too late can limit your choices (and result in rushed decisions).
DJ/MC
A good DJ is more than a playlist. They read the room, control the flow, and keep guests on the dance floor. Big emphasis on the MC! This is not the job for your cousin with a loud voice and a cocktail in hand. A professional MC handles: Introductions, announcements, first dance timing, toast cues…and they do it all smoothly without interrupting the vibe.
Caterer + Bar
Even if your venue provides these, it’s worth checking:

Can you customize menus?
What are the bar package options?
Is staff/gratuity included?

The Full Media Team: Not "Must-Have," but Highly Recommended

Photography is essential, but a media team makes your memories even more immersive.

Why Add a Videographer?

Audio of your vows, speeches, and first look reactions
Movement and emotion you can’t capture in still photos
A cinematic recap of your entire day

What Does a Content Creator Do?

This newer role captures behind-the-scenes, iPhone-style footage you can use for:

Same-day Instagram or TikTok posts
Raw clips for reels
Fun memories your pro team might miss

They’re not a replacement for your photo/video team; they’re the bonus layer.

Vendor Red Flags to Watch Out For

Even with glowing Instagram feeds and pretty websites, not every vendor is a winner. Here are warning signs:

Slow Response Times – If it takes weeks to get a reply during booking, imagine how responsive they’ll be during crunch time.
Vague Answers – If a vendor can’t clearly explain their process, deliverables, or pricing, run.
No Contract – A legit vendor always has a contract to protect both sides. No contract = no accountability.
Suspiciously Low Pricing – If it’s way under market rate, it’s either too good to be true (inexperience, lack of insurance) or you’ll get hit with hidden fees later.
No COI (Certificate of Insurance) – Most venues require it. A professional vendor will have it ready and available.

Final Tip: Prioritize Communication

The best vendors:

Set expectations clearly
Respond promptly
Work well with each other (teamwork matters!)

Build a team you feel confident in, and your wedding day will flow so much smoother, leaving you free to be present, joyful, and stress-free!

building your dream vendor team: the ultimate guide

every wedding cake question you've ever had, answered