Jul 24, 2020 | Without category | 0 comments

This year more than ever, booking your wedding vendors at the right time before your wedding date is going to be the key to bringing your dream wedding day to life. There are many things to consider when you’re in those early stages of planning (or replanning) your wedding, so we’ve put together this list to help you figure out which vendor to book when. The key piece of information to take away is that you really need to be looking at booking core vendors as early as possible if you’re aiming for a 2021 wedding, it’s going to be an incredibly busy season with postponements being squeezed in between new bookings.
A year in advance or longer . . .

1. Your wedding planner

Having an experienced wedding planner on your side is more crucial now than ever. They will be there to guide you through the booking process for all of your other vendors and will be able to assist you in making decisions to ensure your wedding day is everything you dreamt of and more.

booking your wedding vendors destination wedding planner

2. Your venue


 You’ll want to book your venue early for 2021 and even 2022. Couples are having to postpone their weddings on an unprecedented scale so if you have a specific venue in mind or even a specific date, you’ll need to book early. It’s helpful to put together a list of non-negotiable elements you want your venue to have at the outset of your search to help your wedding planner to refine their search.


3. Your photographer


Aside from your marriage, your wedding photos are one of the only things you will get to keep from your wedding day that will last a lifetime. You’re going to want someone pretty special to take care of photographing your wedding day, so make sure you look into booking your photographer early on. And don’t forget, you will need to feel comfortable with them on the day, so don’t be afraid of chatting to a few vendors before settling on your favourite.

4. Your videographer


Videography may be more important than ever before. Depending on any restrictions that may still be in place next year (hopefully not though!) you may be limited as to the number of guests who can physically attend your wedding. Having a professional videographer to capture the day is a wonderful way to keep those precious memories safe forever and to share with those who may not have been able to make it there in person. Book your videographer early on, it’s a good idea to ask your photographer if they have a recommendation because they’ll often work well as a team.


5. Your florist


For many couples, flowers will be the key component for setting the tone of their wedding day. With such a crucial role to play, your florist should be another of the first vendors you get around to booking. Your wedding planner and venue will likely have some great recommendations for vendors in the area where you will be getting married.

wedding floral design vendor
Ten months in advance or longer . . .

6. Your caterer

Another crucial part of any wedding: food. You can’t have a party without a great caterer, so make sure you have your booking secured by 10 months before the day – or earlier. If you can, try to go to a few tastings to see which vendor’s food best suits your personal taste and don’t be afraid to ask for dishes that are special to you as a couple.

7. Your musicians and entertainment

Again, a core part of any good celebration is good music. Like many other leading vendors, good musicians are getting booked up really early for the next two years. So by 10 months before your wedding date you’ll really wanted to have that booking in your band’s diary too. Even if you can’t get to see them live in person before the big day, most bands have a great selection of their work online for you to watch and listen to.

Six months in advance or longer . . .

8. Your celebrant

If you are planning on having a religious ceremony or don’t have someone in your bridal party who you would like to act as your celebrant, booking the right person to conduct your wedding is really crucial. Finding a celebrant you gel with will make your wedding day so much more special. Look at booking a celebrant by six months before you wedding date at the latest.


9. Your stationery designer

Whilst you may have already sent out a save the date, the rest of your stationery suite should have been designed and ordered by six months before your wedding date. The options for wedding stationery are so varied, from really simple minimalistic options to opulent and complex sets. Find a designer whose work fits with the feel for your day, Instagram is a great place to find wedding stationery designers, your wedding planner will have great recommendations too.

wedding stationery vendor

10. Decor and other rentals


If your venue will need personalising quite a lot and does not include furniture for your wedding day, you will need to make sure you have booked your decor and rentals by six months before your wedding. With everything from tables and chairs to candelabras and napkins, rentals are when styling really comes into play. Work with your wedding planner to find the right vendor for you, they will help with your booking too by making sure you have the right amount of everything.


Having a timeline about when booking your wedding vendors is important for your personal organisation and for the smooth running of the wedding planning. But in the “new normal” we are living nowadays due to COVID-19 pandemic, it is even more crucial to accurately draft a document with the “when and what” and include on it a box to add the specific conditions and cancellation policies of each supplier.

If you get overwhelmed with completing all the tasks included in your timeline, drop us a note because we can certainly give you a hand to relieve the stress.


Talk to you soon, weddingmates!
Hugs and kisses.

Photo Credits:
Feature, image 2 and 4: Make it happen BCN
Image 3: Marcos Sanchez

If you are considering planning a destination wedding or elopement in Spain, Make It Happen BCN are here to help. A dedicated and experienced wedding and events planning service based in Barcelona. Talk to meFollow us on Instagram for more inspiration every week.


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I am Natalia, your luxury wedding planner in Barcelona, a down-to-earth girl who has one distinctive quirk: I love weddings. We will work side-by-side. I will listen to you and offer you the help you need, whether the details of your dream wedding are already set in stone, or you need a comprehensive plan for the event.