How to Build Your Wedding Dream Team: The Art of Booking Vendors in the Right Order

When it comes to planning a wedding, there’s so much more to consider than just choosing a beautiful venue or finding the perfect dress. One of the most important — yet often overlooked — aspects of a seamless and sophisticated celebration is how and when you book your wedding vendors.

As a luxury wedding planner, I’ve seen firsthand that there’s truly an art to building your wedding team — and doing so in the right order can save you time, reduce stress, and elevate your entire planning experience.

Here’s a simple yet strategic outline to help you understand how to prioritize your vendor bookings like a pro:

1. Start With Your Wedding Planner

Your planner is your strategic partner, creative director, logistics expert, and advocate all in one. Hiring us before any other vendor is key — we help you define your vision, identify the best-fit vendors for your style and budget, and ensure you’re making smart, intentional decisions right from the beginning.

Pro Tip: The best planners often book 12–18 months in advance, so don’t wait!

2. Secure Your Venue

Once your planner is on board, it’s time to book your venue. This not only determines your date and guest count but also shapes the aesthetic, layout, and overall tone of your wedding. A planner can provide curated venue recommendations that align beautifully with your vision. Having a planner on board first ensures you're securing the best vendors, starting with your venue. A planner can help you find a venue that’s not only beautiful but also vetted for style, location, and budget. With our vast industry knowledge, we align all of your wedding goals, ensuring you avoid any missteps in booking a venue that might not serve your vision or budget.

3. Lock In Your Photographer & Videographer

High-end photo and video teams are often booked far in advance — especially if you’re planning a wedding during peak season. We’ll guide you toward visual artists who match your style, whether that’s editorial, romantic, documentary, or a blend of all three.

4. Choose Your Caterer

If your venue doesn’t offer in-house catering, this is a major vendor you’ll want to secure early. Culinary experience plays a huge role in guest satisfaction, and top caterers often book quickly. With our expertise, we can handle everything from coordinating tastings to finalizing contracts, ensuring that the menu complements your event’s vibe and that the service team is perfectly aligned to deliver an exceptional experience.

5. Book Your Entertainment

The right entertainment sets the energy for your event. Whether you’re envisioning a string quartet for your ceremony, a jazz trio for cocktail hour, or a high-energy band for the reception, your planner can connect you with trusted musicians or DJs who understand how to craft a memorable ambiance.

6. Build Your Design Team (Florals, Rentals, Decor)

Once key logistics are in place, we can dive into the creative direction. Your planner will help assemble a floral and design team that understands your aesthetic — from sculptural florals to luxury tabletop rentals and custom installations.

7. Schedule Beauty Artists

Glowing skin, perfectly styled hair, and a calm, confidence-boosting beauty team are essential. Book trusted hair and makeup professionals early (especially for destination weddings), and plan for trials ahead of time.

Pro tip: schedule your hair and makeup trials within 4-6 months of your wedding. It’s the sweet spot- trust us!

8. Design Your Paper Goods & Stationery

Now that your vision is coming together, we can begin creating bespoke invitations, signage, and day-of paper elements. Your stationer becomes a key part of your design team, and custom pieces take time to design, proof, and print.

Why the Order Matters

Booking your vendors in the right order isn’t just about logistics — it’s about creating a planning process that feels intentional, elevated, and stress-free. With the right planner by your side, every decision builds toward a celebration that reflects your story, your style, and your values.

If you're ready to start building your dream team and want a personalized, guided experience, I’d love to connect. Schedule a complimentary consultation {here} and let’s begin crafting something extraordinary together.