when to book your wedding vendors... from a recently engaged wedding photographer

A Photographer's Guide: When to Book Your Wedding Vendors (From a Recently Engaged Bride!) - New England Edition!

Hey everyone! Jenn here, and I’m still buzzing from sharing my big news: I’M ENGAGED! Planning my own wedding has been such an incredible journey, and it's given me even deeper insights into the process from your perspective. As a New England wedding photographer, I’ve had the privilege of working in some truly stunning locations and with fantastic vendors across the region.

This time, I wanted to expand my guide to include some of the newer, incredibly valuable roles like content creators, and give you a head start on finding the perfect New England backdrop for your celebration. Let's dive in and make your wedding planning as smooth as a coastal breeze!

Why a Timeline is Your Best Friend
You'll hear a lot of advice about "booking early." While it's true, it can also be overwhelming. The key is to book your vendors in a logical order, prioritizing those that are in high demand and those that set the foundation for your entire day. Think of it like a beautiful wedding cake: you need the strong foundation before you can add the delicious layers and intricate details.

The Foundation: 12-18+ Months Before Your Wedding
These are the vendors you should prioritize immediately after getting engaged. They often book up 12 to 18 months (or more!) in advance, especially for popular dates in the spring, summer, and fall in our beautiful New England. Securing these first will give you peace of mind and lock in your wedding date.

Venue: This is your first and most critical booking. Your venue dictates your wedding date, guest capacity, and overall aesthetic. You can't book anything else until you know where and when you're getting married.

New England Venue Spotlight:

Coastal Charm: Newport Mansions (RI), Floriana, Ipswich MA, Oceanview of Nahant, Nahant MA, Kennebunkport Hotel, Kennebunkport ME, just to name a few... 

Rustic Elegance: Glen Magna Farms (MA), Gibbet Hill, Groton MA, Fruitlands Museum, Harvard MA

City Chic: Boston Public Library (MA), The Langham, Boston MA, Omni Parker House, Boston MA, Hampshire House, Boston MA 

Wedding Planner: If you’re hiring a full-service planner, book them right after your venue (or even before!). They are a lifesaver and can help you with every other vendor decision, contracts, and logistics.

Photographer & Videographer: As a wedding photographer myself, I can't stress this enough! Most photographers and videographers are small businesses and can only shoot one wedding per day. If you have your heart set on a specific style or a particular artist (like Symula Media Group!), you need to book them as soon as your venue and date are secured. This is also the perfect time to schedule your engagement shoot, which you might want to use for your save-the-dates!

The Building Blocks: 9-12 Months Before Your Wedding
Once the big three are booked, you can move on to the next set of essential vendors. These professionals are crucial for creating the perfect atmosphere and ensuring your day runs smoothly.

Caterer: If your venue doesn’t have in-house catering, you'll want to book a caterer 9-12 months out. Top caterers get booked quickly, and you'll want time to schedule tastings and finalize your menu. Many New England caterers specialize in local, seasonal fare!

DJ/Band: The right music can make or break a party! Like photographers, popular bands and DJs can only be in one place at a time, so you'll want to lock in your entertainment a year in advance.

Florist: Your florist will bring your vision to life with flowers and decor. They often require a longer lead time to source specific flowers, especially for large-scale installations, or if you're dreaming of beautiful New England-grown blooms.

Officiant: Whether it’s a religious figure or a professional celebrant, you'll need someone to legally marry you. Book them in advance to ensure they are available for your ceremony.

Hair & Makeup Artists: Experienced hair and makeup artists are in high demand. It’s smart to book them early so you have time for a trial run to perfect your wedding day look.

The Finishing Touches: 3-6 Months Before Your Wedding
Now for the fun details! At this stage, you've secured all your core vendors and can focus on the smaller, but equally important, pieces of the puzzle.

Stationery & Invitations: It's time to work with a designer to create your invitations! You'll want to send these out about 6-8 weeks before the wedding, so booking the designer and getting proofs finalized 3-6 months out is a perfect timeline.

Baker: Let's be real—the cake tasting is one of the best parts of planning! Book your baker and decide on your dream wedding cake a few months before the big day.

Transportation: If you need to shuttle guests from a hotel to the venue, or if you want a classic getaway car, book your transportation now, especially if you're getting married in a popular New England tourist destination.

Rentals: If your venue doesn't provide all the necessary tables, chairs, or linens, work with a rental company to secure what you need.

Content Creator: This is a fantastic new role that many couples are loving! A content creator captures behind-the-scenes video snippets and photos on their phone throughout your wedding day, delivering raw footage often within 24-48 hours. This is perfect for immediate social media sharing and seeing little moments that your main photographer/videographer might miss while focusing on key shots. Book them a few months out, as their availability is growing!

The Home Stretch: 1-3 Months Before Your Wedding
You're in the final countdown! These last-minute details will tie everything together.

Marriage License: Don't forget this! Research your specific New England state's requirements for obtaining a marriage license. They vary by state (e.g., Massachusetts, New Hampshire, Maine, Vermont, Rhode Island, Connecticut).

Attire Finalization: Have your final dress and suit fittings.

Favors/Welcome Bags: If you're providing these, finalize your choices and quantities.

Timeline Finalization: Your wedding planner and/or photographer will likely have a final meeting with you to create and finalize the day-of timeline.

Final Vendor Payments: Settle all remaining balances and create a plan for tips and gratuities.

No matter where you are in the planning process, remember to breathe, stay organized, and trust the professionals you've hired. And if you're looking for a New England wedding photographer to capture your dream day, I'd love to chat! Head to my portfolio to see more of my work, or contact me here to inquire about my availability. I’m based in Medford, Massachusetts, and love exploring all the unique settings our region has to offer!

Happy planning!