When to Book Your Wedding Photographer (& Other Vendors) | The Ultimate Timeline
So you’re getting married!! Now comes the fun (and slightly overwhelming) part: planning.
Here’s the truth: timing matters, but the order of booking matters even more. Some vendors (like your photographer and venue) get snapped up over a year in advance, while others can wait until you’ve sorted out the bigger details. And if you’re eloping? Well, that’s a whole different timeline (spoiler: your photographer comes first!).
Contents
What Sequence You Should Book Your Wedding Vendors (the TL;DR)
Full timeline breakdown further below!
For Traditional Weddings
Venue
Photographer & Videographer
Planner/Coordinator
Catering
Florist
Entertainment
Dress & Attire
Hair & Makeup Artist
Celebrant/Officiant
Rentals & Décor
Stationery
Transport
Cake & Desserts
Final Vendor Confirmations
For Elopements
Elopement Photographer
Celebrant
Accommodation & Travel
Florist
Hair & Makeup Artist
Rentals (If Needed)
Picnic/Dining Arrangements
When to Book Your Vendors (For Traditional Weddings)
Don’t worry too much about the exact number of months prior to your wedding you should book vendors — your engagement period might be way shorter than what’s listed below. The sequence and priority of when you book vendors is the more important thing!
12-18 Months Before:
Venue
Your venue is the cornerstone of your wedding. It determines your date, guest count, and overall vibe. Popular venues book out way in advance—especially for weekends in peak season—so if you have your heart set on a specific spot, don’t wait! If you’re super flexible with your date, you might have more options, but if you want that dreamy vineyard or beachside spot, book it yesterday.
Photographer & Videographer
Once you have a date, this is your next move. The best photographers book out fast, sometimes a year (or more) in advance. Plus, you want someone who gets your vibe—do you want moody and cinematic, light and airy, or candid and documentary-style? The last thing you want is scrambling to find any available photographer who doesn’t make you feel like your wedding is just another day at the office.
Planner/Coordinator
If you’re working with a wedding planner, now’s the time to bring them on board! They’ll help you find vendors, create timelines, and make sure everything runs smoothly. Even if you’re DIY-ing most of your wedding, a coordinator for the day-of can be a lifesaver—you don’t want to be the one figuring out why the florist hasn’t arrived while you’re getting your makeup done.
9-12 Months Before:
Catering
If your venue doesn’t include food, it’s time to start tastings (the best part of wedding planning, obviously). Good caterers book up quickly, and you don’t want to be left with a sad buffet just because you waited too long.
Florist
If flowers are a major part of your wedding vision (or if you just need peonies and they’re only in season for like five minutes), book your florist early. Peak season weddings? Lock it in now before all the good ones are taken.
Music/Entertainment
Whether you’re after a DJ, a band, or a string quartet playing Bridgerton-style pop song coverss, this is the time to secure them. The best acts get scooped up fast—especially the ones who know how to keep the dance floor going all night long.
6-9 Months Before:
Wedding Attire
Wedding dresses can take months to arrive and even longer to alter, so don’t leave this too late! Start shopping now so you have time for fittings, adjustments, and maybe even a last-minute change of heart (it happens!).
Hair & Makeup Artist
Peak season? Book early. Trust me, good makeup artists are like gold dust during wedding season, and you don’t want to end up with someone who thinks ‘natural glam’ means caking on three layers of foundation.
Celebrant
No officiant = no legal wedding. If you’re getting legally married (rather than just throwing an epic party), make sure you book someone who gets you. Bonus points if they can bring personality and warmth to your ceremony instead of just reading a script.
3-6 Months Before:
Rentals & Décor
If your venue doesn’t come with tables, chairs, lighting, or that gorgeous ceremony arch you’ve been dreaming about, now’s the time to book them. (Otherwise, you might find yourself panic-ordering fairy lights the week before your wedding.)
Stationery
Invitations, signage, menus—order them now so you have time for proofing, printing, and mailing (and, you know, chasing down those guests who still haven’t RSVP’d).
Transport
Whether it’s a sleek classic car for your grand entrance or a guest shuttle so nobody has to worry about getting home, get this locked in before all the good options are gone.
1-3 Months Before:
Cake & Desserts
If you’re ordering from a boutique bakery, they’ll likely need at least 2–3 months' notice, especially for intricate designs. (And if you need an excuse for extra cake tastings, this is it.)
Final Vendor Confirmations
Now’s the time to check in with all your vendors, confirm timelines, and make sure everyone knows where they need to be and when. Basically, this is your ‘Are we all on the same page?’ moment before the big day.
When to Book Your Vendors (For Elopements)
If you’re eloping, your booking order is different. Since elopements don’t typically have venues, your photographer comes first —they’ll often help with location scouting, planning, and vendor recommendations.
9-12 Months Before:
Elopement Photographer (& Videographer)
Your elopement photographer isn’t just there to snap gorgeous photos — they’re often part planner, location scout, and all-around hype person. If you have a specific one in mind, book them as soon as you have a rough date. The best elopement photographers fill their calendars quickly, and you don’t want to miss out on someone who gets your vision.
Bonus tip: Many elopement photographers offer packages that include vendor recommendations, so securing them early can actually make the rest of your planning way easier.
6-9 Months Before:
Celebrant/Officiant
If you’re having a legal ceremony, you’ll need one. Some elopement photographers are also registered celebrants (talk about multitasking), but if not, book yours now.
Accommodation & Travel
If your dream elopement involves a scenic getaway—whether it’s a remote cabin, a luxury lodge, or a tent under the stars—book it early. Popular spots fill up fast, especially in peak season. The same goes for flights, rental cars, or any tricky travel logistics.
3-6 Months Before:
Florist
Even if you’re keeping things simple, a bouquet or boutonniere can add a special touch. Plus, nothing levels up your elopement photos like wild, untamed florals that look like they belong in a magazine.
Hair & Makeup Artist
Elopements often happen outdoors, which means wind, rain, and whatever else Mother Nature throws your way. Book someone experienced with elopements, so they know how to create a look that stays put through mountaintop vows and beach breezes.
1-3 Months Before:
Rentals (If Needed)
If you’re adding a styled ceremony setup—like an arch, rugs, or even a small table for a champagne toast — now’s the time to finalise any rentals.
Dining Arrangements
Whether you’re hiring a private chef, booking a restaurant, or setting up a cozy picnic for two, lock it in now. Because nothing says “best day ever” like celebrating with amazing food in an epic location.
Your NZ Elopement Photographer
All of the stuff an elopement photographer does that I mentioned? Is my expertise! I’d so love to co-create the elopement of your dreams.
When You Should Book Your Wedding Vendors ASAP
1. You’re Getting Married in Peak Wedding Season
In New Zealand, peak wedding season runs from late spring through early autumn (October to April), with December to March being the busiest months. This is when venues, photographers, florists, and basically every wedding vendor you can think of get booked solid — especially for weekends.
If you’re planning a wedding during this time, it’s best to book your key vendors (venue, photographer, celebrant, caterer) at least 12–18 months out.
2. You Want a Special Date
Dreaming of tying the knot on 02/02/2026 or 11/11/2025? Or maybe your anniversary falls on a weekend, and you want to keep the tradition going? Dates that look cute on an invitation (hello, palindrome dates!) or have personal significance tend to book out ridiculously fast.
Add in long weekends and public holidays, and you’ve got even more competition. If your heart is set on a specific date, start booking vendors yesterday (or, you know, now).
3. You’re Planning a Destination Wedding or Elopement
Getting married somewhere breathtaking like Queenstown, Wanaka, or a remote beach in the Coromandel? Destination weddings come with extra logistics—flights, accommodation, and travel schedules for both you and your vendors.
Local vendors in popular destination wedding spots book up quickly, so it’s best to secure them 12+ months out. And if you’re bringing vendors with you (like your photographer), you’ll want to check their availability before setting your date in stone.
4. You Have Your Heart Set on a Specific Vendor
If there’s a photographer whose work makes you emotional just from scrolling their Instagram, or a florist whose arrangements feel like they belong in an art gallery, book them ASAP. The best vendors are in high demand and often take on a limited number of weddings per year.
The earlier you reach out, the better your chances of securing your dream team. Plus, many vendors offer extra planning support, which makes your life easier from day one.
5. Your Venue Has a Limited Guest Capacity
If you’re planning an intimate wedding at a small boutique venue or a cozy Airbnb, there might be very few dates available—especially if they only host a limited number of weddings per year.
Some of the best hidden-gem venues are fully booked more than a year in advance, so if you’re dreaming of a small-but-stunning location, don’t wait too long to lock it in.
Your elopement, done for you
Hey, I’m Shelby!
I’m a wedding photographer specializing in cinematic elopements that capture the real, authentic you.
I offer all-inclusive New Zealand elopement packages for couples who want a fully handled, seamless experience and also have options for those who love a little hands-on planning!
From finding a jaw-dropping location to recommending incredible local vendors, planning your travel and accommodation, and creating a personalised timeline, I’m here to make the whole process feel easy and exciting.
Your wedding day is about connection and presence, and I’ll make sure it feels like it’s just the two of you in the world.
You’re not like everyone else, and your wedding day shouldn’t be either.
follow me at @tu.studios for more cinematic wedding inspo
