Hi guys,
Did you recently get engaged or are you planning to get married in the next couple of years? If so, you're probably asking yourself: How soon should I book the venue? Or the photographer? Or the cake? Maybe you're already feeling a little overwhelmed, and the stress and anxiety are creeping in.
Take a deep breath. I've got you covered!
Let’s Break It Down
To help you get started, I’ve put together a list of recommended deadlines for booking the various services you’ll need for your wedding. My goal is to make this list as comprehensive as possible, so it can help as many of you as possible.
One important note: This is your wedding day! Never feel pressured to include something that doesn’t feel like you. Every couple is different, and every wedding is unique and personal. That’s what makes this process so special.
Venue
Church (if applicable)
Wedding dress
Caterer
Beverage (if not included in the catering)
Decor
Coordinator
Photographer / videographer
DJ/Entertainment
Cake and/or pastries
Venue : 1,5-2 years en advance
The venue is one of the first and most important things to book. The wedding industry has been booming in recent years, and the effects of COVID postponements are still lingering. For this reason, I recommend starting your venue search 1.5 to 2 years before your desired wedding date.
If you wait too long, you may have to compromise on the date, the size of the venue, or even the location. While venues may still have some availability, you could end up with dates in off-peak seasons that don’t align with your original vision.
If you already have an idea of the style or location you want, contact venues and schedule tours as soon as possible. Most venues offer tours with no obligation, which allows you to explore your options, check out packages, and learn about availability.
Pro tip: If you can, schedule your venue tours soon after getting engaged! Don’t feel pressured to book right away. Take your time to visit different venues and get a feel for what works best for you. Knowing your venue early makes it much easier to plan the rest of your wedding details while minimizing compromises.
Church : 1 year
For those of you planning a religious ceremony, especially in a church, here’s what you need to know:
Churches typically book weddings well in advance but don’t face the same level of demand as venues. Many churches can host 2–3 ceremonies in a single day.
However, if you don’t book early, you may be left with less ideal time slots, like 10 AM or 1 PM, which can create an awkward gap between your ceremony and your reception. Guests traveling from far away may struggle to fill the time in between, and those who go home risk losing the day’s momentum before the reception begins.
To avoid these timing issues, I recommend reserving your church as soon as your venue and wedding date are locked in.
Wedding Dress: 8–12 Months in Advance
Shopping for your wedding dress is one of the most exciting parts of planning your big day! I recommend starting your search 8–12 months in advance to allow plenty of time for fittings and alterations.
Wedding dresses typically take several months to arrive after ordering, and alterations can require multiple appointments to get the perfect fit. If you’re opting for a custom design or shopping for a second-hand dress, starting early ensures you have time to explore all your options without feeling rushed.
Pro tip: Bring a trusted friend or family member to your fittings for advice, but don’t forget—it’s your dress, and the final decision is yours to make!
Decor: 6-8 Months in Advance
When it comes to decor, this is your chance to make your wedding truly personal!
If you’re planning to work with a decorator, book them 6–8 months in advance to secure your date. While you don’t need to finalize the details right away, reserving their services ensures they’ll be available to bring your vision to life closer to the big day.
For DIY decor, start as early as possible to avoid last-minute stress. Have a clear vision and create a list of items you want to make versus those you’d like to rent at least 6 months in advance. Once your plan is set, begin crafting early to give yourself plenty of time. Don’t hesitate to ask friends and family for help—they’ll likely be thrilled to pitch in!
Whether you’re working with a decorator, renting items, or DIY-ing everything, aim to finalize your decor plan 3–4 months before the wedding. Make sure to coordinate with your venue and check for any restrictions on setup and teardown times to avoid surprises.
Pro tip: A wedding coordinator can be a lifesaver when it comes to decor! They’ll make sure your vision is perfectly executed on the day of your event. If you’re going the DIY route, your coordinator can handle the setup so you can focus on enjoying your special day stress-free.
Caterer : 1 year in advance
There in Québec, venues tend to fall into two categories:
1) Venues that include catering as part of their packages.
2) Venues that allow you to bring in your own caterer.
If your venue falls into the second category, book your caterer as soon as you’ve secured your date and location. Popular caterers often have limited availability, especially during peak wedding seasons.
Booking early gives your caterer the time they need to prepare: designing a menu, scheduling tastings, making adjustments, sourcing ingredients, and planning logistics to deliver a high-quality service for your big day. The more time you give them, the better!
Beverage : 6 Months in Advance
If your catering service doesn’t include beverages, it’s a good idea to start exploring your options about 6 months before the wedding. Depending on your venue and guest list, you could choose an open bar, a signature drink menu, or even a BYOB option if the venue allows it.
When selecting a vendor, ensure they have experience handling events similar to yours. Ask about their glassware, staffing, and licensing to avoid surprises. Many beverage vendors can also help calculate quantities based on your guest count, so don’t hesitate to lean on their expertise.
If you’re providing your own alcohol, be sure to hire a staffing company experienced in the wedding industry to ensure reliable personnel. Some mid-sized companies may face last-minute cancellations from their staff, leaving you scrambling. Additionally, if you plan to have a cash bar where guests pay for their drinks, you’ll likely need an alcohol permit from your city. Factor in at least one month to process the paperwork as part of your planning timeline.
Pro tip: Confirm with your venue whether they have specific rules about bringing in outside alcohol or staff to avoid surprises closer to your big day!
Coordinator: 6-8 Months in Advance
If you’ve already planned most of your wedding but want to enjoy the day stress-free, a wedding coordinator is a must! I recommend booking your coordinator at least 6 months before the wedding. This gives them enough time to review your plans, understand your vision, and coordinate with your vendors.
A coordinator will handle the behind-the-scenes logistics on your wedding day, ensuring everything runs smoothly. From managing timelines and resolving issues to setting up decor and directing vendors, they’re your go-to person for a stress-free celebration.
Still unsure if a coordinator is the right fit? Don’t hesitate to reach out—I’d be happy to help answer any questions you have!
Photographer : 6 months in advance
Photographers and videographers are usually self-employed professionals, and their schedules can fill up quickly, especially during wedding season. I recommend booking your photographer or videographer at least 6 months in advance.
Take the time to research their portfolios and styles to find someone who matches your vision. Many photographers and videographers will also offer engagement shoots, which is a great way to build a rapport before the big day.
DJ, entertainment : 4 months in advance
When it comes to entertainment, timing is everything. Whether you’re hiring a DJ, live band, or other performers, aim to book them at least 4 months in advance.
If possible, try to see them in action during a live performance. DJs often work at corporate events like holiday parties or product launches, and many are happy to invite you to see their work. Live bands frequently perform at concerts, restaurant events, or private receptions—don’t hesitate to ask if there’s an upcoming event where you can check them out.
Take the time to discuss your music preferences and the overall vibe you want for your reception. A skilled entertainer will not only keep your guests on the dance floor but also create an unforgettable atmosphere tailored to your special day.
Cake and/or Pastries: 3-4 Months in Advance
Your wedding cake (or dessert table) is a sweet centerpiece of your celebration! I recommend booking your baker about 3-4 months in advance to allow time for tastings, design consultations, and adjustments.
If you’re looking for something outside the traditional cake—like a macaron tower, cupcakes, or other pastries—your baker can guide you through options that fit your style and guest count. For couples with dietary restrictions, like gluten-free or vegan desserts, it’s especially important to book early to ensure the baker has time to accommodate your needs.
Wrapping It Up
Planning your wedding can feel overwhelming at first, but having a clear timeline makes it much more manageable. Remember, the key to stress-free wedding planning is starting early and staying organized.
If you have any questions about wedding coordination or timelines, don’t hesitate to reach out! It would be an absolute pleasure to help you feel confident and excited about your big day.
Happy planning! 😊
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