In what order should you hire your wedding vendors?

The order in which you book your wedding vendors matters much more than it seems: the venue and catering should come first—ideally 12 to 18 months in advance—while the hairstylist and guest favors can wait until the last three months. If you book in the wrong order, you risk missing out on your favorite photographer or paying a premium for last-minute bookings.

In this guide, we provide the actual timeline, month by month, so you’ll know exactly when to finalize each vendor without feeling overwhelmed and without leaving anyone out.

Key Points

• Venue and catering first (12–18 months in advance): they set the date and determine everything else.
• Photographer, videographer, and music (9–12 months): The best ones book up fast, especially during peak season.
• Florist, decor, and stationery (6–9 months): Once you have the venue, the visual style falls into place.
• Transportation, beauty services, and officiant (4–6 months): logistics and personal appearance.
• Final details (2 months): confirm numbers, final rehearsals, and the day’s schedule.

Table of Contents

• Why the order of hiring matters
• 12–18 months in advance: venue and catering
• 9–12 months before: photography, video, and music
• 6–9 months before: florist, decorations, and stationery
• 4–6 months before: transportation, beauty, and other services
• 2 months before: final touches
• Common mistakes when hiring vendors
• Frequently Asked Questions

Why the order in which you book vendors matters

Wedding vendors aren’t interchangeable: some determine the date, capacity, and budget for everything else. If you book the venue first, you’ll already have a set date around which to plan the rest. If you start with the florist without knowing where the wedding will be, you’ll have to get new quotes once you know the actual venue.

If you’re still not sure exactly which vendors you need, take a look at this complete list of essential vendors for a wedding in Spain before setting your booking schedule.

Plus, the best vendors—especially during peak season (May–October in Spain)—are booked more than a year in advance. Sticking to a timeline ensures availability, better prices, and much less stress.

To make sure you don’t miss any deadlines, it’s best to use a wedding checklist with a calendar that automatically alerts you to each milestone.

12–18 months in advance: venue and catering

The ceremony and reception venue is the first piece of the puzzle. The estate, hotel, or restaurant sets the date, the capacity, and, in many cases, the catering as well (many estates work with their own or exclusive caterers).

What to do at this stage

• Visit at least 3–4 venues and request a written quote.
• Confirm whether catering is included or if you can bring your own.
• Negotiate the date: Fridays and Sundays are usually 20–30% cheaper than Saturdays.
• Make a reservation by paying a deposit (usually between 10% and 30% of the total).

If the venue doesn’t include catering, book it separately. The reception is the most expensive part of the wedding—between 40% and 50% of the total budget—so it’s best to finalize it early. Here’s a comprehensive guide to wedding catering, including types and prices.

9–12 months in advance: photography, video, and music

Once the date is set, it’s time to secure the vendors who book up the fastest: the photographer, the videographer, and the DJ or band.

Recommended Timeline

1. Photographer (10–12 months): request a complete portfolio, ask how many hours are covered, and whether a pre-wedding photo session is included.
2. Videographer (10–12 months): if you want one, book them at the same time as the photographer. Many offer discounted package deals.
3. DJ or live band (9–10 months): good weekend DJs during peak season book well in advance.

A common mistake is leaving the music until last and ending up with a DJ who doesn’t fit the style of your party. If you don’t know where to start when evaluating options, this guide to comparing vendor quotes will save you a lot of time.

6–9 months in advance: florist, decor, and stationery

Once you’ve confirmed the venue, the visual style of the wedding starts to take shape. It’s time to finalize everything that defines the day’s aesthetic.

• Floral arrangements: bridal bouquets, centerpieces, and the ceremony arch. Schedule an in-person meeting with reference photos and samples of seasonal flowers.
• Decor and props: ambient lighting, candles, signage, and personalized posters.
• Stationery: invitations (printed or digital), seating charts, table numbers, and thank-you cards.

If you opt for digital invitations or a wedding website, you can send the link in advance to start confirming attendance. To manage all these vendors without losing track, an online vendor manager lets you centralize contacts, contracts, and payments in one place.

4–6 months before: transportation, beauty, and other details

With the major vendors booked, it’s time to take care of logistics and personal styling.

• Guest transportation: if the venue is far from downtown, a bus avoids parking problems and lets everyone enjoy themselves without worrying about driving. Allow for 1 bus per 50–55 people.
• Hair and makeup: book the trial and the service for the big day. Availability is usually good 4–5 months out.
• Civil ceremony officiant: Whether it’s a friend or an outside professional, confirm this now and start preparing the script.
• Wedding cake or pastries: if not included in the catering, start looking for a specialty bakery now.

To estimate how much all of this should cost, check out our guide on how much a wedding costs in Spain with price ranges by category.

2 months before: the final touches

The final two months are for fine-tuning, not for improvising. If you’ve followed the timeline, you’ll only have a few adjustments left to make:

1. Confirm the final number of guests with all vendors (catering, tables, transportation).
2. Final menu tasting if the caterer offers it.
3. Final fitting of the dress or suit.
4. Prepare guest favors (goodie bags, thank-you cards, small gifts).
5. Create the day-of schedule: times, hour-by-hour timeline, and emergency contacts for each vendor.

A vendor manager with all contracts, pending payments, and contact information saves you from having to sift through emails and WhatsApp messages at the last minute.

Common Mistakes When Hiring Vendors

Even the most organized couples make these mistakes. Avoid them and you’ll save money, time, and heartache:

• Booking without a written contract: always ask for a document detailing services, the final price, payment method, and cancellation policy.
• Not asking for references: talk to previous couples or look for verified reviews on Google or social media.
• Focusing only on price: the cheapest vendor doesn’t always offer the best value. Compare what’s included in each quote, not just the final price.
• Forgetting about extras: travel, overtime, setup, and takedown are common hidden costs.
• Leaving transportation for last: it’s the most commonly overlooked detail and can cause logistical chaos on the wedding day.

With a wedding checklist that outlines each vendor’s deadlines, it’s much harder to overlook any of these points.

Before signing any quote, review these key questions to ask a wedding vendor before signing to avoid any last-minute surprises.

If you’re just starting to plan your wedding and want to have everything under control from day one, start planning your wedding starting at 99 € with all the tools you need.

Frequently Asked Questions

How many months in advance should you start booking vendors?

Ideally, you should start between 12 and 18 months before the wedding, especially if you’re getting married during peak season (May through October). The most in-demand vendors—venues, photographers, and DJs—are booked more than a year in advance in most cities in Spain.

Which vendor should you book first for a wedding?

Always the venue (wedding estate, hotel, or restaurant), because it sets the date, the capacity, and, in many cases, the catering as well. Without a confirmed venue, the rest of the vendors can’t block off their schedules for your big day.

Can I plan a wedding in less than 6 months?

Yes, although your room for negotiation and availability are significantly reduced. Prioritize the venue, catering, and photographer, and use a digital checklist so you don’t miss anything. During off-peak months (January–March), it’s easier to find an available slot.

How do I keep track of all my vendors at once?

Use a digital vendor management tool that centralizes contacts, contracts, payments, and notes in a single dashboard. This way, you’ll avoid losing emails, missing payment deadlines, or making duplicate bookings with different vendors.