Book your venue 12-18 months ahead, photographers and videographers 9-12 months ahead, and most other vendors 6-9 months before your wedding12. For peak season dates (May-October in the US/UK, September-April in Australia), extend these timelines by 3-6 months to secure your preferred vendors.
With the average engagement now lasting 15-24 months and couples booking earlier than ever13, understanding vendor booking windows is essential for securing your top choices. This timeline guide covers when to book each vendor type across US, UK, and Australian markets, including factors that affect timing and strategies for last-minute bookings.
Master Vendor Booking Timeline
The table below shows recommended booking windows for all major wedding vendors. These timelines assume peak season Saturday dates—off-season and weekday weddings offer more flexibility124.
| Booking Window | Vendors | Priority Level |
|---|---|---|
| 12-18 months | Venue, Wedding Planner (full service), Photographer, Videographer, Caterer (if separate from venue) | Critical |
| 9-12 months | DJ/Band, Florist, Officiant, Hair & Makeup, Hotel Room Blocks | High |
| 6-9 months | Cake Baker, Rental Companies, Stationer/Invitations, Transportation | Standard |
| 3-6 months | Wedding Favors, Minor Rentals, Final Accessories | Flexible |
| 1-3 months | Dress Alterations, Final Confirmations, Day-of Timeline | Final Details |
Critical Vendors: 12-18 Months Ahead
These vendors book fastest because availability is finite—a photographer can only shoot one wedding per day, and popular venues have limited Saturday dates1.
Venue
Your venue is always the first booking because it determines your date, guest capacity, catering options, and overall wedding style. According to The Knot, 82% of couples book their venue before any other vendor1.
Regional booking windows:
| Region | Standard Lead Time | Peak Season Lead Time |
|---|---|---|
| United States | 12-18 months | 18-24 months |
| United Kingdom | 12-18 months | 18-24 months |
| Australia | 13 months average | 18-24 months |
Popular venues for peak season Saturdays (October in the US, March in Australia) can book 2+ years ahead. If your heart is set on a specific venue, check availability immediately after getting engaged.
Photographer
Photographers should be booked 9-12 months ahead for standard weddings, or 12-18 months for peak season12. In Australia, couples book photographers an average of 280 days (9 months) in advance4.
Since photographers can only work one wedding per day, the best professionals maintain full calendars. Start researching styles and reviewing portfolios immediately after securing your venue. For guidance on selecting a photographer, see our guide on choosing a wedding photographer.
Videographer
If you want wedding videography, book 9-12 months ahead alongside your photographer1. Many couples book both from the same studio or coordinate to ensure compatible styles. In Australia, videographers are booked an average of 262 days (9 months) in advance4.
Wedding Planner
Full-service wedding planners should be booked 12-18 months ahead so they can assist with all other vendor selections and contract negotiations1. In Australia, couples book planners an average of 349 days (12 months) before the wedding4.
Day-of coordinators can be booked 6-9 months out since their role begins closer to the wedding date.
High Priority Vendors: 9-12 Months Ahead
These vendors have limited availability for specific dates and should be secured after your venue and photographer are confirmed2.
Caterer
If your venue doesn't provide catering, book your caterer 9-12 months ahead1. Caterers manage multiple events simultaneously but have capacity limits for each date. Popular caterers for peak season book out quickly.
DJ or Band
Live bands and experienced DJs book 9-12 months ahead2. Like photographers, they can only work one event per date. Popular bands may book 12-18 months for peak season Saturdays.
Consider your priorities: bands create atmosphere but cost more; DJs offer variety and reliability. Either way, book early for Saturday dates during peak season.
Florist
Book your florist 9-12 months ahead, especially for spring and fall weddings when certain blooms are in high demand2. In Australia, florists are booked an average of 231 days (8 months) in advance4.
Florists working with seasonal flowers need advance notice to source materials. If you're set on specific blooms, confirm availability during your consultation.
Hair and Makeup Artists
Top hair and makeup artists book 9-12 months ahead2. In Australia, these professionals are typically booked 198 days (6.5 months) in advance4.
Schedule trials 1-2 months before your wedding to finalize looks. If you're booking a team for your bridal party, earlier booking ensures availability for the number of artists needed.
Officiant
Book your officiant 9-12 months ahead2. Popular officiants (especially those with strong reputations or religious positions) book quickly for Saturday dates. In Australia, celebrants are booked an average of 255 days (8 months) in advance4.
If a friend or family member will officiate, ensure they complete ordination requirements early enough to practice the ceremony.
Standard Timeline: 6-9 Months Ahead
These vendors have more flexibility but still require advance booking for peak season dates2.
Cake Baker
Book your cake baker 6-9 months ahead and schedule tastings 4-6 months before the wedding2. In Australia, cake bakers are booked an average of 201 days (7 months) in advance4.
Complex designs with handmade sugar flowers or structural elements may require earlier booking to allow production time.
Rental Companies
For tents, chairs, linens, and specialty items, book 6-9 months ahead2. Peak season weekends see high demand for quality rentals, particularly for outdoor weddings requiring tent and furniture packages.
Stationer and Invitations
Order invitations 6-9 months before your wedding to allow time for printing, assembly, and mailing 8-10 weeks ahead2. Custom designs and letterpress printing require longer lead times.
Transportation
Book limousines, party buses, and classic cars 6-9 months ahead2. In Australia, wedding transport is booked an average of 218 days (7 months) in advance4.
Peak season weekends (especially October in the US, March in Australia) see competition for quality vehicles. Prom season (April-June in the US) also affects limo availability.
Flexible Vendors: 3-6 Months Ahead
These items typically have more availability and can be arranged closer to your wedding date.
Favors and Small Details
Wedding favors, signage, and small décor items can be ordered 3-6 months ahead. This allows time for personalization and shipping without rushing.
Dress Alterations
Schedule alterations 2-3 months before your wedding, with final fittings 1-2 weeks before. Complex alterations (adding sleeves, restructuring bodices) need 3-4 months.
Final Confirmations
Two to four weeks before your wedding, confirm all vendor arrival times, meals, and logistics. This is also when you'll finalize your day-of timeline with your planner or coordinator.
Regional Peak Seasons
Peak season dramatically affects when you need to book. During these months, vendors fill their calendars fastest and may charge premium rates56.
| Region | Peak Season | Busiest Months | Off-Peak |
|---|---|---|---|
| United States | May-October | September, October | January, February, March |
| United Kingdom | May-September | June, September | November-February |
| Australia | September-April | March, October, November | June-August (winter) |
US Peak Season Details
October leads as the most popular wedding month in the US (17% of all weddings), followed by September (15%) and June (12%)5. The five most popular dates in 2025 are all Saturdays in September and October.
January and February are the least popular months (2% each), offering better vendor availability and potential cost savings5.
UK Peak Season Details
June through September dominates UK wedding season, with September recently overtaking June as many couples' top choice. Bank holiday weekends book especially quickly.
Australia Peak Season Details
March is Australia's most popular wedding month (13% of weddings), followed by November (15% of spring weddings)6. Autumn (March-May) has overtaken spring as the preferred season.
Australian winter (June-August) offers the most vendor flexibility, with July being the quietest month6.
Factors That Affect Your Timeline
Several factors may require adjusting your booking timeline earlier or later.
Book earlier if:
- You're marrying during peak season (add 3-6 months)
- You want a Saturday wedding (most competitive)
- You're considering popular or award-winning vendors
- Your wedding falls on a major holiday weekend
- You're planning a destination wedding (add 3-6 months)
You may have more flexibility if:
- You're marrying off-season (winter in Northern Hemisphere, winter in Australia)
- You're choosing a Friday or Sunday date
- You're flexible on specific vendors
- Your guest count is under 50 (simpler logistics)
Destination Wedding Timeline
For destination weddings, add 3-6 months to all standard timelines. Venue visits require travel planning, vendor communication spans time zones, and guest coordination needs extra lead time. Book venues 18-24 months ahead for popular destinations.
12-Month Booking Checklist
Use this month-by-month guide as your planning timeline starting point:
12+ months before:
- Book venue
- Hire wedding planner (if using full service)
- Research and book photographer
10-11 months before:
- Book videographer
- Book caterer (if separate from venue)
- Start researching florists, bands/DJs
9 months before:
- Book DJ or band
- Book florist
- Book hair and makeup artists
- Reserve hotel room blocks
- Book officiant
6-8 months before:
- Book cake baker (schedule tastings)
- Book rental companies
- Order invitations
- Book transportation
4-5 months before:
- Mail save-the-dates (if not already done)
- Schedule hair and makeup trials
- Book honeymoon travel
- Order wedding rings
2-3 months before:
- Mail invitations
- Final dress alterations begin
- Order wedding favors
- Finalize ceremony details with officiant
1 month before:
- Confirm all vendor arrival times and logistics
- Final dress fitting
- Create day-of timeline
- Confirm final guest count with caterer
What to Do If Your Preferred Vendor Is Booked
Don't panic if your first-choice vendor is unavailable. Several strategies can help:
Join the waitlist: Cancellations happen. Many vendors maintain waitlists and contact couples when dates open up.
Consider alternative dates: Moving to a Friday or Sunday, or shifting by one week, may open availability with your preferred vendor.
Ask for referrals: Quality vendors know other quality vendors. Your photographer may recommend a colleague with similar style and availability.
Explore associates: Some photography studios and DJ companies have associate artists who trained with the lead professional.
Adjust your priorities: Sometimes a slightly different vendor style reveals options you hadn't considered but ultimately love.
The key is starting your search early enough that alternatives remain available if your first choice doesn't work out.
Sources and References
Footnotes
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The Knot, When to Book Wedding Vendors, 2025. https://www.theknot.com/content/when-to-book-wedding-vendors ↩ ↩2 ↩3 ↩4 ↩5 ↩6 ↩7 ↩8 ↩9
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WeddingWire, The Wedding Vendor Timeline Every Engaged Couple Needs, 2024. https://www.weddingwire.com/wedding-ideas/vendor-booking-timeline ↩ ↩2 ↩3 ↩4 ↩5 ↩6 ↩7 ↩8 ↩9 ↩10 ↩11 ↩12 ↩13
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Easy Weddings, 2025 Industry Insights, 2025. https://www.easyweddings.com.au/pro-education/2025-industry-insights/ ↩
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Easy Weddings, When Couples Book Their Suppliers, 2024. https://www.easyweddings.com.au/pro-education/when-couples-book-their-suppliers/ ↩ ↩2 ↩3 ↩4 ↩5 ↩6 ↩7 ↩8 ↩9
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The Knot, Popular 2025 Wedding Dates, 2024. https://www.theknot.com/content/fall-most-popular-wedding-season ↩ ↩2 ↩3
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Easy Weddings, Popular Months to Get Married in Australia, 2024. https://www.easyweddings.com.au/articles/popular-months-and-seasons-to-get-married/ ↩ ↩2 ↩3