How Far in Advance Should You Book Your Wedding Vendors?

Planning a wedding can feel like juggling a hundred details at once — especially when it comes to timing. One of the most common questions we hear from couples at Sun Valley is:

“How far in advance should we book our vendors?”

The truth is, some vendors book out well over a year ahead, while others can be secured closer to your date. To help you plan with confidence, here’s our guide to what to book — and when — for a smooth, stress-free wedding journey.

---

Allison Cole Photography

12–18 Months Before the Wedding

These are your high-priority bookings — the vendors who can only take one event per day.

Venue: Your venue sets your date, style, and overall planning timeline. Popular dates (especially Saturdays in peak season) can book 12–18 months in advance — sometimes even longer.

Tip from Sun Valley: Once you fall in love with a venue, don’t wait. Booking early means locking in your dream date and giving you a solid foundation for every other vendor choice.

Photographer & Videographer: Talented photo and video teams often book up just as quickly as venues. These artists are in high demand, especially during peak wedding months like May–October.

Planner or Coordinator: If you’re hiring a full or partial planner, you’ll want them involved from the beginning to help with vendor recommendations and budgeting. Day-of or month-of coordination can usually be booked later, but securing early ensures your preferred team is available

---

Lauren Elyse Photography

9–12 Months Before

Now that your big decisions are made, it’s time to book the creative vendors who bring your vision to life.

Caterer: If your venue doesn’t provide catering, book your caterer around this time. Popular local caterers often

serve multiple venues and can fill up fast.

Florist: Many florists only take a limited number of weddings per weekend. Booking early ensures you get the designer whose style aligns best with your aesthetic.

Entertainment (Band or DJ): Good music makes or breaks the party! Secure your DJ or band about 9–12 months out so you can relax knowing the dance floor is in good hands.

---

Heather J Photography

6–9 Months Before

You’re well into planning now, and it’s time to start locking in your style details.

Baker: Cake designers and dessert creators usually require tastings and design consultations — booking 6–9 months out gives you time to plan the sweet details.

Hair & Makeup Artists: Bridal beauty teams often work weddings and other events simultaneously, so don’t wait too long to reserve your glam squad.

Rentals & Décor: Linens, chairs, specialty furniture, and lighting can all be secured around this point. If you’re hosting your wedding at Sun Valley, our team can help guide you on what you’ll need and what’s already included.

---

Makayla Lynn Photography

3–6 Months Before

Now it’s time to fill in the finishing touches.

Officiant: If you’re not having a religious ceremony, book your officiant early enough to meet with them and personalize your ceremony.

Transportation: If you need shuttles, vintage cars, or limousines, don’t wait until the last minute — especially for large groups.

Stationery & Signage: Order invitations, signage, and day-of details like menus and place cards during this window.

---

Earlier Is Always Better

Even if you’re planning a shorter engagement, remember — your dream team might already be booked! The sooner you secure your key vendors, the more flexibility (and peace of mind) you’ll have as your wedding day approaches.

If you’re newly engaged and still searching for the perfect venue, we’d love to show you around Sun Valley. From your first tour to your last dance, our team is here to make every detail feel effortless.

Schedule your tour today and take the first step toward your dream wedding day.