Wedding Vendor Checklist — Every Vendor You Need to Book

Most weddings require 8 to 15 vendors depending on your style and size. Keeping track of who you have contacted, who needs a deposit, and who is fully booked is one of the most stressful parts of planning. Here is the complete list of vendors most couples need and when to book them.

Book 10 to 12 Months Out

• Venue: The most important booking. Popular venues book 12 to 18 months ahead.
• Photographer: Top photographers book a year out. Ask to see full galleries not just highlight reels.
• Caterer: Often tied to the venue. If not, book early because good caterers have limited weekend availability.
• Wedding planner or coordinator: If you want one, book early so they can help with other vendor decisions.

Book 6 to 9 Months Out

• Videographer: Less urgent than photographer but still competitive on popular dates.
• Florist: Book after you have your venue and color scheme decided.
• DJ or band: Good DJs book fast. Ask for a real playlist example not just a song list.
• Baker: Schedule a tasting. Most bakeries need 3 to 6 months notice.
• Officiant: If using a religious officiant, check availability for your venue and date.

Book 3 to 6 Months Out

• Hair and makeup: Book a trial run before committing.
• Transportation: Limos, shuttles, or vintage cars for the wedding party.
• Stationer: For invitations, programs, menus, and place cards.
• Rentals: Tables, chairs, linens, lighting if your venue does not provide them.

Questions to Ask Every Vendor

• What is included in your base price and what costs extra?
• What is your cancellation and refund policy?
• How many events do you do per weekend?
• Can I see a full example from a recent wedding, not just highlights?
• What happens if you are sick or unavailable on my date?

Track Every Vendor in One Place

Losing track of vendor deposits, contracts, and contact info across email threads is how mistakes happen. BlushWed lets you track every vendor with their price, deposit status, contact info, and booking status in one dashboard. No more digging through Gmail to find a contract.