When it comes to planning a gorgeous wedding, it takes a village of creative professionals. One of the most crucial aspects of the planning process is hiring wedding vendors who understand your vision and can bring it to life. But who should you hire first? As a wedding photographer, I often work with couples from the beginning of their engagements. I always recommend that they hire their vendors in a particular order, which I’m sharing today!
Which Wedding Vendors Should You Hire First?
Wedding Planner
Hiring a wedding planner is optional, but can be very helpful—especially if you and your partner lead busy lives that leave little time for planning! A full-service wedding planner can assist you with all of those traditional wedding planning “firsts,” like setting a budget and determining your wedding style. They can also guide you through the process of hiring the rest of your vendors. Most have a list of trusted professionals in every category, eliminating the guesswork as you finish building your dream team.
Venue
When you book your wedding venue, big picture details like your event’s date, time, and style will fall into place naturally. Its location will also provide a clearer picture of your vendor options (note that some venues require you to choose from a preferred vendor list). I urge every couple to book their venue first, because the most popular ones have limited availability during peak seasons. Here in Indiana, many are booking dates up to two years in advance!
Photographer and Videographer
The top photographers and videographers are booking dates a year or more in advance. So, if you’re engaged and have your eye on a particular professional, don’t wait to inquire! I recommend reaching out right after securing your venue, especially if preserving your wedding day memories is one of your top priorities. That way, you’ll have a date and location to provide to prospective vendors.
Caterer
Catering services are often lumped into venue bookings, but not always. After your venue, the food and drink at your wedding will be your biggest investment. So, it’s helpful to have an idea of what you can expect to spend early in the planning process. Note that some venues require you to use their in-house caterer. If your favorite option is one of them, use your ballpark guest count to calculate your anticipated spend. Do this before booking to ensure the number is doable!
Officiant
You can’t have a wedding ceremony without an officiant! However, many couples tend to put off booking this vendor, assuming they aren’t in high demand. I recommend doing the opposite and securing yours early. Whether you’d like to work with a faith-based leader or a secular officiant, you’d be surprised at how quickly their calendar fills up.
Florist
Your florist will need the complete picture of your wedding day—your venue, colors, and overall design—before they can work their magic. For that reason, you won’t want to hire them right away. However, be sure not to leave it too late! Most florists book 6-12 months out to allow themselves time to discuss your vision, design each element, and source the flowers.
Musical Entertainment
Music sets the tone for any celebration! Whether you have a DJ or a live band in mind, the most popular entertainers get booked quickly. You can’t go wrong with either option, but as someone who attends lots of weddings, bands are my absolute favorite. There’s just nothing like the energy that a live band brings to the dance floor!
My Tips for Hiring Wedding Vendors
Now that you know which wedding vendors to hire first, here are a few tips for tackling the process. You’ve got this!
Prioritize What Matters Most to You
Identify your top wedding day priority early in the planning process. Is it the photos? The food? The flowers? Then, invest in that element first to ensure that the way you’re using your budget aligns with your values.
Do Your Research
Before hiring any vendor, be sure to read reviews, browse social media, and ask friends for referrals. Sometimes, word of mouth is the best way to find the vendors who align most closely with your vision! Additionally, always look at a vendor’s real wedding galleries and not just the styled shoots they’ve worked on. You want to look for consistency in their work across different venues and wedding styles, so you can have peace of mind knowing they’ll execute on your big day.
Talk to Them Before Booking
This often looks like a discovery call to discuss your wedding vision and the vendor’s services. But if you have the option to meet in person, even better! The truth is, not every vendor will be a good match for every couple—much like romance, chemistry matters! The vendors who are right for you should “get” your vision and make you feel comfortable from the get-go.
Ask the Right Questions
Be sure to inquire about a prospective vendor’s availability, pricing, and emergency policy. You’ll also want to know what’s included in the package you’re considering. If you’re talking to a photographer, ask about their approach to their art form (posed vs. candid, editing style, etc.). If you’re talking to a DJ, ask about their MC-ing style and see if you can hear a sample playlist.
Be Upfront About Your Budget
Many vendors offer the option to customize one of their packages so it comes in comfortably beneath your maximum spend. Don’t be afraid to share your budget with them early on! If they can’t or won’t accommodate your spending restrictions, they aren’t the vendor for you.
Read Contracts Carefully
If you love a vendor’s work, it can be tempting to skip right over the fine print. However, we ask you to sign a contract for a reason! This document contains everything you need to know for your collaboration with the vendor to run smoothly and successfully. From the vendor’s payment schedule to their cancellation policy, be sure to read it thoroughly.
Book Early
When it comes to booking wedding vendors, you have options, but the best are in high demand. Many of the top vendors book 12-18 months in advance, making it difficult to plan last-minute. The moral of the story: if you love someone’s work, don’t wait to hire them!
Trust Your Gut
If a vendor comes across as pushy or unreliable, that’s a red flag. Likewise, avoid vendors who are vague in their description of their services. Go with people who make you feel excited and at ease—especially vendors with whom you’ll spend a significant chunk of time, like your planner and photographer.
Communication is Key
Take note of how quickly and clearly a vendor responds to emails or calls, especially when you’re still in the inquiry phase. Their communication at that stage is usually a window into how the wedding planning process will go.
Experience Matters
New vendors can offer the lowest prices because of their limited experience. A seasoned vendor charges more, but their years in the industry are of untold value. They’ll bring not only skill but also honed problem-solving skills and calmness to your wedding day.
For over seven years, I’ve been an Indiana-based wedding photographer. During that time, I’ve had the honor of capturing unforgettable memories all over the state and beyond. If the photos from your wedding day are one of your top priorities, I’d truly love to connect with you. My packages are customizable to tell the unique story of your celebration, whether you’re planning a microwedding or epic party. Inquire to learn more on a discovery call with me!
Vendors:
Photography: Mika LH
Venue: Four Seasons Hotel Chicago
Planning: Stunning & Brilliant Events
Event Design: HMR Designs
Hair and Makeup: Pin Me Up Chicago
Music: Bluewater Kings Band
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