The Ultimate Wedding Planning Timeline: When to Book Each Vendor
Planning a wedding is one of the most exciting seasons of your life—but it also comes with a lot of decisions, details, and dates to keep track of. One of the most common questions we hear as Pennsylvania wedding photographers and videographers is: When should we book our vendors? Timing is everything, especially when you're planning a wedding in peak season or at a popular destination like Central PA or Walt Disney World.
We’re Josh and Taylor, a husband-and-wife wedding photography and videography team. Over the years, we’ve helped countless couples navigate their wedding planning journey, from intimate elopements to grand ballroom celebrations. In this guide, we’re sharing the ultimate wedding planning timeline—based on real-world experience and trusted vendor recommendations—to help you feel confident every step of the way.
12+ Months Out: Set the Foundation
This is your dreaming and decision-making phase. You’ve said yes—now it’s time to start making moves.
Set your budget: Determine your total wedding budget and discuss financial contributions with family.
Choose your date and venue: Booking your venue locks in your date and allows you to book your other vendors accordingly.
Hire your photographer and videographer: These spots fill quickly, especially for prime dates. As a photo and video team, we often book 12–18 months in advance, especially for popular Central PA venues and Disney destination weddings.
Consider a wedding planner: Whether full-service or month-of coordination, having a planner can be a game-changer.
Pro Tip: When you book a photographer and videographer team like us, you're simplifying your vendor list, ensuring cohesive coverage, and building a relationship with creatives who will be with you all day long.
10–11 Months Out: Build Your Dream Team
With your venue and photographer locked in, it’s time to round out your vendor team.
Book your caterer (if not provided by the venue)
Hire your entertainment: Whether it’s a live band or DJ, this is a major piece of the reception experience.
Secure your officiant: For religious ceremonies or personal connections, this is an important early step.
Book hair and makeup artists: Top stylists book far in advance, especially for peak wedding weekends.
Schedule your engagement session: We typically recommend planning your engagement shoot at least 6–8 months before your wedding so you can use the images for save-the-dates.
8–9 Months Out: Design + Details
Now that the core vendors are secured, it’s time to dive into design and personal touches.
Order your wedding dress: Bridal gowns can take 6–8 months to arrive and may require multiple fittings.
Send save-the-dates
Book your florist: Your floral vision should complement your venue and overall aesthetic.
Schedule engagement photos (if not already done)
At this point, we love to connect with our couples for their engagement sessions—it’s a great way to get comfortable on camera, build trust, and create stunning, personal images.
6–7 Months Out: Lock in Extras
Your day is starting to take shape. Now is the time to secure any vendors offering personalized or specialty services.
Order rentals: Specialty furniture, linens, and tabletop items should be reserved.
Book your baker: Schedule tastings and finalize your cake design.
Choose attire for wedding party: Don’t forget about lead times for alterations.
Plan your honeymoon: Book flights, hotels, and any special activities.
4–5 Months Out: Confirm and Customize
With most of your vendors in place, shift your focus to personalization.
Finalize menu with caterer
Confirm music selections with your DJ or band
Choose ceremony readings and write vows
Book transportation
Design your wedding invitations
During this phase, we’ll also start chatting with you about your wedding day photo timeline and how we can capture those once-in-a-lifetime moments—from getting ready through golden hour portraits and reception dancing.
2–3 Months Out: Prep and Preview
The big day is getting close, and it’s time to pull everything together.
Mail invitations
Purchase wedding rings
Schedule dress fittings
Create your wedding day timeline (we’ll help coordinate this with your planner or day-of coordinator)
Plan your rehearsal dinner
Confirm shot list with photographer
1 Month Out: Final Touches
Apply for your marriage license
Create your seating chart
Finalize RSVP list and provide headcounts to vendors
Prepare wedding day emergency kit
Schedule final hair/makeup trial if needed
1–2 Weeks Out: Breathe and Enjoy
Confirm vendor arrival times
Break in your wedding shoes
Pack for your honeymoon
Pick up attire and accessories
Write thank-you notes for gifts already received
Your Wedding Day
Take it all in. You've done the work. Trust your vendors, stay present, and let the moments unfold. We’ll be there capturing every smile, tear, and joyful dance—so you can relive it for a lifetime.
As your wedding photographers and videographers, our goal is to help you feel calm, confident, and completely in the moment on your big day. We’ll guide you through the photo timeline, keep things on track, and capture the emotions and details that matter most.
Let’s Make Magic Together
Planning a wedding doesn’t have to feel stressful when you have a clear plan and a supportive team by your side. If you found this guide helpful, check out our latest wedding galleries for more inspiration.
Ready to book a Pennsylvania photographer and videographer you can trust to document your day with heart and artistry? Reach out to us here—we’d love to hear your story.
Schedule a consultation Below
About JTR Media
We’re Josh and Taylor, a husband-and-wife photo and video team based in Pennsylvania. With over a decade of experience and a passion for storytelling, we specialize in weddings across Central PA, the East Coast, and magical Disney destinations. From capturing emotional vows to candid dance floor moments, our work is rooted in authenticity and connection.
Let’s create something timeless together. Contact us to get started.