If you’re a newly minted soonlywed, you’re likely plagued with all sorts of wedding planning questions, like when to send your save the dates, when to select your wedding party, and – probably most pressing – when to book your wedding vendors. While the wedding might seem like it’s forever away, you need to get a jump start on planning STAT if you want the best chance of snagging your dream Pittsburgh wedding professionals. It isn’t unheard of to need to book your venue 18 months in advance of the wedding, and most photographers’ schedules fill up well over a year ahead of time. Seems crazy, right?! Before you get yourself into a vendor booking frenzy, take a minute to read this post. There are some caveats to this wedding planning timeline. For example, if you’re having a Friday wedding or a winter wedding, you have a little wiggle room. We went straight to the sources to find out exactly when you should be reaching out and securing those who will help make your dream day a reality. Our Burgh Brides Vendor Guide members weighed in on this hot topic, we averaged their responses, and included some helpful insight from them. Read on for a full details and insight from the pros on when to hire your wedding vendors!
When to secure your wedding venue
14 – 16 months before the wedding
“Having a flexible wedding date helps so much with availability. Knowing an estimated guest count and your expectations are items that help your coordinator best guide venue tours and keep your best interests in mind.” – Pittsburgh Zoo & PPG Aquarium
When to book your full service wedding planner
14 months before the wedding
“In order to ensure our clients are getting the best vendors, we find that a year (or a little over) gives us proper time to help full service clients. Day of clients tend to book 6 – 8 months out. But if we have a client with an expedited timeline, we will make magic happen! After all, it’s our goal to alleviate stress!” – Exhale Events
“At Day of Pittsburgh, we will only book couples who have a date and venue locked in. Once you have those two, we’ll meet up and learn more about the vision and vibe for your day! Ideally, we prefer to book couples at the 1 year mark to make the most impact, but anywhere from then to 1 month out will work! It’s NEVER too late to get a day of planner!” – Day Of Pittsburgh
“In order to have a smooth process, we love working with our clients for about 1 year. We are able to set up their style and ‘design book’ then move forward with the perfect vendors that fit with their style/budget before those vendors begin to book up. If a client starts the wedding planning process at the 1 year mark, they are less likely to change their minds on design 100 times due to too much time between initial bookings and the event. We have also worked with clients who brought us on (with no other vendors booked) about 5 months out from the wedding, and it was awesome! If the client is able to make decisions easily, we can make magic happen within the 5 – 8 month timeframe. For planners, it just depends on the client’s flexibility, availability, trust, and communication! We aim to please.” – Hello Productions
“It depends on the planning package chosen or needed. For full scale and partial planning clients, the sooner, the better to book. For day of coordination, we don’t book until 1 year out from wedding date (no sooner).” – Wanderlust Weddings and Events
When to hire your wedding photographer
12 – 14 months before the wedding
“This varies according to season. If the couple is planning their wedding in the most popular season (May through October), then they’re better off working 12 – 15 months in advance. If their wedding date is in the off season, then they have a better chance of me being open a few months ahead of time.” – Joe Appel Photography
“Popular dates (October 10, 2020, for example) book WAY in advance. Many vendors, especially photographers, can book up to two years in advance! Look into Friday/Sunday or winter “off season” dates; availability opens up like crazy for non-peak/non-Saturday dates!” – Dawn Derbyshire Photography
“Typically, 10 months out is fine. However, during the popular months (May, June, and October), couples are booking about 14 months out.” – Kaitlin Powell Photography
“The popular dates, like October 10, 2020, get snagged IMMEDIATELY. If you’re going with a popular date, the sooner you plan, the better!” – Krystal Healy Photography
“People are booking so far in advance now it is insane! We are already getting a flood of 2021 inquires!” – Tyler Norman Photography
“Get in there quickly if you have someone you really want to get as your vendor. If you interview with someone and you really like them, book them at the package that you at least know you want. Then talk to them and upgrade accordingly once you iron out the details. Sometimes people take so long on the little details that they eventually lose the date to someone else.” – Leeann Marie Photography
“If you are having a Friday or Sunday wedding, we are much more open. Saturdays book the fastest and furthest out.” – Michael Will Photographers
“I typically book weddings about a year from their date. I do not like to book weddings more than a year and a half out. Do not wait to book vendors 6 months out!” – Lauren Renee Photography
When to start shopping for a wedding dress
At least 12 months before the wedding
“Ideally and on the average, we recommend purchasing your dress a year to a year and half prior to your wedding. This allows ample time for the dress to arrive and plenty of time for your alteration process. Every designer varies in the delivery of their dresses, with international designers taking longer. With this time frame, it will allow you to choose from any designer with no limitations to what you can select. Earlier is always suggested as it allows the process to be completed comfortably and stress-free!” – Bridal Beginning
“We’d recommend buying a gown a minimum of 9 months in advance. This will allow time for ordering and alterations. Rush options are usually available, but then you face paying extra fees and the possibility that the designer might not have time to make your dreams come true! There’s enough stress in wedding planning; don’t make ‘Will I get my gown in time?’ one of the reasons you can’t sleep at night!” – Blanc de Blanc Bridal
When to hire a wedding DJ or band
At least 12 months before the wedding
“For the past 5 years, my September and October have booked first, typically 14 – 18 months in advance. May and June typically fill up 12 – 15 months in advance. The early spring, mid-summer, and winter dates are typically 9 – 12 months in advance.” – DJ TJ Harris
“We recommend booking your band as soon as you know your event date and venue – but it never hurts to ask about availability, even on late notice!” – Bachelor Boys Band
When to book your wedding rentals
12 months before the wedding
“We find that 8 – 12 months out is a good time to visit us. Longer than a year in advance of your big day is not recommended because we are always getting products new to the market and we want to show you the latest and greatest! In addition, it is best to have a venue and some sense of tables (shapes, sizes, etc.) before booking an appointment in our showroom. Why? Well, you may fall in love with a fabric, but it may clash with a venue (carpets and wall coverings can compete with tabletop design). So it is best to come to our meeting with information about the venue!” – Mosaic
When to hire a wedding cake baker
12 months before the wedding
“My availability is limited from the start (I only book 2 cakes per month), so I book quickly, particularly in peak season. January – March is typically open. While I don’t officially book more than one year in advance, if a couple waits too far past the one year mark to initially reach out, especially in popular months, they run the risk of no availability.” – Four Oaks Bakery
When to book your wedding hair stylist and makeup artist
12 months before the wedding
“The hairdressers and makeup artists on our bridal team also work daily in the salon, and they book up months in advance with regular standing appointments. We suggest clients consult with us around the time they order their gown. We offer a discount toward salon services from the time a client retains us until the big day – so we hope they take full advantage!” – La Pomponnee Beauty Artisans
“I actually don’t hate a last minute inquiry. Sometimes I block off some weekends. However, if I don’t make plans and have an inquiry within 6 months of the date, I’m excited to open it up!” – Courtney Benedetti
When to hire your wedding videographer
12 months before the wedding
“Ideally, if they book between 8 – 12 months before, that works well for us. Any more than 12 months seems too far but any less than 8 can be challenging to accommodate.” – Post Script Films
“I’m getting bookings earlier and earlier! I think it’s best to reach out to videographers at least 12 months before your wedding date. I usually book 12-15 months in advance. The demand is very high right now, so get your videographers (and other vendors) locked in as soon as possible!” – Penderville Wedding Films
When to book your wedding florist
10 – 12 months before the wedding
“Booking services doesn’t necessarily mean that you have to know exactly what you want and need. You can book a vendor with a sample quote and by their portfolio.” – Blossoms by Jilliann
“Popular dates (holiday weekends, anything numerically fun (8-18-18, etc.)) book up well over a year in advance! We’re seeing more couples lock us in before they even have their bridesmaids dresses picked. It seems like they’re not following an “order” of booking, but rather securing everyone they want and figuring out the details after.” – Sapphire & Lace Design
“I would say at least 10 months out is best to ensure availability but some dates are filled more than 12 months out!” – Community Flower Shop
“Couples must have a venue contract signed and a date secured. Having their dress is helpful but not necessary.” – The Blue Daisy Floral Design
When to nail down your wedding stationery designer
10 months before the wedding
“Some couples book a year or more out if they’re ordering save-the-dates. For just invitations, anywhere between 6 to 12 months ahead is great.” – Fresh Cut Prints
“With stationery, there is so much we can take care of well ahead of time. I would love for couples to book 12 months ahead and start on invitations at the 6 month mark to allow time for the full process without rush.” – Loree Mayer Design
When to book a wedding lighting provider
6 months before the wedding
“If I am completely booked for your date, I will always refer to a fellow lighting company and follow up to make sure you’re covered!” – EF Lighting
So what are the major takeaways?
- Saturdays are the first dates to go. Fridays and Sundays are much more open.
- May, June, and October weddings are the most popular and are booked the fastest. Off-peak season months have greater availability.
- Don’t wait. Book a vendor as soon as you decide you want to work with them. Most vendors operate their schedules on a first come, first served basis and they will not hold the date for you if another couple comes along and signs a contract/pays a deposit first.
- With some vendors, like photographers, book at least the lowest package you know you want. You can always upgrade later. At the minimum, this will secure the vendor for you. You don’t need to wait to iron out every single detail before booking, since this runs the risk of losing them to another couple.
How far in advance of your wedding did you book each vendor? What other questions do you have about this topic? Leave a comment and we’ll get back to you!
